OFFICE OF STUDENT ACTIVITIES (OSA)
Mattin Center Suite 131 (Ross Jones North)
Phone: 410-516-4873
Fax:
410-516-0233
Office Hours: Monday through Friday 8:30 to 5
Email: StudentActivities@jhu.edu
Web Page: http://web.jhu.edu/studentlife/activities/index.html
This training presentation and all OSA financial forms are at:
http://web.jhu.edu/studentlife/activities/forms/financial-forms.html.
Printed forms are also available on the wall outside the OSA office.
Rob Turning - Director of Student Activities
Janet Kirsch – Assistant Director
Jolle Davis – Sr. Finance Coordinator
Whitney Brace – Administrative Coordinator
Joan Segal – Budget Assistant
FINANCIAL OFFICERS
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The first and primary financial officer is the group’s
Treasurer/Financial Officer. The second Financial Officer must
be the President or a group member designated as a Second
Financial Officer.
Only financial officers may initiate financial requests for their
organizations and request account balances.
The Treasurer/Financial Officer is responsible for keeping track
of the group’s budget and must keep a running ledger of the
group’s financial activity to compare it to the OSA financial
reports for accuracy of actual transactions processed.
Discrepancies should be sent to the OSA financial staff.
Financial summary and YTD detailed reports can be obtained via
email from the OSA financial staff. Positive amounts on the
Detailed Report reflect outgoing money; negative amounts are
incoming money. A negative ending balance on the Summary
Report means there are available funds in the account.
A graduate student cannot be an officer of an undergraduate
group.
GENERAL GUIDELINES
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Student group accounts start with ‘800’ which is an internal order (IO)
under fund center 1311000005.
While OSA manages an account for your student group, it does not mean
there are available funds. Financial transactions will not be processed if
funds are not available. If an account is in deficit, the Treasurer must
work with OSA to determine steps to quickly correct the situation.
Accounts for groups that become inactive will be closed, and the
remaining funds will be forfeited after one semester of inactivity.
Accounts for active groups with no financial activity for two consecutive
semesters will be reviewed and may be closed with loss of funds.
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The JHU fiscal year runs from July 1st through June 30th.
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Submit financial forms legibly and as expenses occur.
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OSA cannot write university checks or hand out cash. If there are no
issues, it takes at least 15 business days for a check to be mailed or for a
direct deposit to occur from the time a vendor payment or reimbursement
request is received by OSA.
Do not state that your student group will provide cash prizes or give out
cash prizes out at an event. Coordinate with OSA to obtain gift cards
from vendors such as amazon.com.
If the group wants to make a charitable donation for funds raised during
an event, email the OSA Sr. Finance Coordinator (jdavi142@jhu.edu).
PAYING A VENDOR WITH A FEDERAL EIN
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This type of vendor is incorporated and has a Federal EIN (i.e., xx-xxxxxxx) .
Attach an original itemized invoice or contract to a completed Financial
Transaction Request Form. A W9 is also required if the vendor is not in the
JHU accounting system. If you are not sure whether a W9 is required, ask
OSA or include it.
Make sure the payment document says Invoice or Contract., (i.e., not quote,
statement, or estimate) and that it does not include Maryland sales tax.
Provide the vendor with the JHU Maryland sales tax exemption form prior to
them creating the invoice or contract.
To pick up a vendor’s check from OSA, write ‘mark for pickup’ in the
‘Description of Payment’ section.
Since the OSA Director must approve all contracts, deliver them with an
approved Financial Transaction Request Form to OSA at least three weeks
before (never after) the event. Contracts signed by anyone else are not legally
binding.
Some items can be purchased with an OSA university credit card as long as
the card has not reached its monthly limit and as long as the student group
account has adequate funds to cover the costs. Because it cannot be lent out to
student groups, email requests must be submitted to OSA in enough time to
receive the item without incurring express shipping costs. It takes two months
for these charges to hit the group’s account.
INDEPENDENT CONTRACTORS (ICS)
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An Independent Contractor (IC) is an individual or non-corporate business
entity that provides personal services while retaining control over the means
and methods of accomplishing the work. The IC has a principal place of
business other than at the University, offers services to the general public,
and has clients other than the University. The IC uses a personal SSN (i.e.,
xxx-xx-xxxx ). Examples of ICs are a DJ, a guest director, a speaker, a
contest judge, and a dance instructor.
Because of Federal tax laws and penalties, never pay an IC directly via
check or cash. JHU will not reimburse a group member if this happens.
Since the OSA Director must approve all contracts, bring all items below to
OSA at least three weeks before the event (never after). Contracts signed by
anyone else are not legally binding.
 A completed IC short form with the vendor’s signature, title, and date at
the bottom of the second page
 The vendor’s invoice with a unique tracking number and without
Maryland sales tax included. Provide the vendor with the JHU MD sales
tax exemption form prior to them creating the invoice.
 A W9 if the vendor does not already exist in the JHU accounting system.
If you are not sure whether a W9 is required, ask OSA or include it.
 A completed Financial Transaction Request Form. To pick up a vendor’s
check from OSA, write ‘mark for pickup’ in the ‘Description of Payment’
section.
FINANCIAL TRANSACTION REQUEST FORM
Today’s Date: 09/04/14
Please Check One: [ X ] Payment to Outside Vendor [ ]
Reimbursement
Group Name: Hopkins Students
Association
Financial Officer Name: Penny Cash
Officer Phone: 410-516-1111
Officer E-Mail: pcash1@jhu.edu
PAYMENTS TO VENDORS
Payable To: Harold Speaker
Group Budget Number: 80011111
Description of Payment: Speaker for HSA banquet being held on 10/15/14; mark check for pick up
(Please specify if would like to pick the check up directly from Accounts Payable)
FOR REIMBURSEMENTS
Who Are You Reimbursing? [
] Student
[
] Faculty/Staff
Payee Name:
Phone:
E-Mail:
Payee JHED ID:
Group Budget Number:
Mailing Address:
Reason for expense (do not list the stores where items were purchased):
:
Financial Officer Signature: Penny Cash
Total Amount Requested without
sales tax: $ 300.00
Return to Office of Student Activities | Mattin Center, Ross Jones Bldg., Room 131
Phone- 410-516-4873 | E-Mail- StudentActivities@jhu.edu | Website- www.jhu.edu/StudentActivities
Remember to attach original itemized invoices, contracts, and/or receipts
INVOICE
Invoice Number: 2014-1
Date: 09/03/14
Due: 09/25/14
Payable to:
Harold Speaker
One Speaking Place
Baltimore, MD 21218
Due from:
Hopkins Student Association
3400 N. Charles Street
Mattin Center Suite 131
Baltimore, MD 21218
Amount due: $300
Description: Speaker for HSA banquet on 10/15/14
PAYING A JHU STUDENT EMPLOYEE
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Federal employment law mandates that a JHU student employee
can only work 19.99 hours per week for all JHU entities.
If you are trying to hire a student that is not already a student
employee, OSA has to set them up as a student employee first.
This is often not a quick process.
Per Federal tax law, a group cannot pay a student directly with
cash or a check. By doing so, laws are being broken. The student
will be taxed on the amount of the payment and must report it on
their Federal income tax return.
To ensure all student groups follow the Federal employment and
tax laws which are also JHU policy, please set up a meeting with
the OSA Sr. Finance Coordinator (jdavi142@jhu.edu) at least four
weeks in advance to determine if it will be possible. If it is not,
then an incorporated vendor or Independent Contractor will need
to be hired to provide the services. If it is, OSA will request the
information that is necessary to process a supplemental pay ISR.
REIMBURSING A GROUP MEMBER
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Bring OSA original purchase receipts and a completed Financial Transaction
Request Form.
All receipts must show a breakdown of items purchased as well as the method
of payment (i.e., credit card type, cash, etc.) or a zero balance due. If they do
not, attach a bank or credit card statement showing only the impacted
transaction and amount paid.
Multiple receipts for a student should be attached to one request form.
Receipts that total to $100 or less will be handled as a Petty Cash Voucher
which can be taken to Cash Accounting (Garland Hall basement) to receive the
money from Monday through Thursday between 10 a.m. and 3 p.m. OSA will
email you when the voucher is ready for pickup from our office. If a petty cash
voucher is not cashed in within 60 days of OSA issue, it is no longer
redeemable.
Receipts that total over $100 will be sent as a check for a non-student
employee. For a student employee, be sure their address is correct in ISIS if
they do not receive their paycheck via direct deposit.
For audit purposes, a financial officer cannot request a payment to
himself/herself. The President or Second Financial Officer must complete and
sign the financial transaction request form.
Because of liability issues, JHU Risk Management policy does not let students
travel over 300 miles round trip in any personal car, rental car, or JHU van.
Public transport (i.e.,. airplane, train, or bus) must be used. There are no
exceptions to this policy.
REIMBURSEMENTS, CONT.
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For fuel purchases for a JHU van or rental car with travel under 300
miles roundtrip, a vendor receipt is adequate.
When using a personal vehicle for travel under 300 miles roundtrip, a
document showing the driver’s name/JHEDID, date(s) of travel,
place(s) of travel, miles travelled, purpose(s) of travel, and group
name/account number must be provided. A gas receipt alone is not
sufficient. The student will be reimbursed for the mileage not for the
gas purchase.
Alcohol may never be purchased using group funds or reimbursed.
If paid, sales tax cannot be reimbursed for the state of Maryland and
most other states. Give the JHU Maryland state sales tax exemption
certificate to the vendor or online business before making the
purchase. It is illegal to use a Maryland tax exemption certificate for
personal purchases.
Reimbursement checks can never be issued before travel occurs. If
travelling by air, train, or bus, boarding passes must be turned in
after the trip is over along with the payment request, receipt, and
proof of payment. A hotel folio must be obtained at check-out and
turned in to OSA.
REIMBURSEMENTS (CONT.)
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If the reimbursement is for a food purchase, attach the detailed
list of what was purchased and the receipt showing the payment
method. A credit card payment receipt alone is not enough Also
attach a document with the list of the names of the attendees if it
is for 10 or less students. If it is for more than 10 people, put the
total number of attendees in the description section of the
Financial Transaction Request Form and on the receipt.
Reimbursement requests for Fall expenditures must be turned in
to OSA by 02/13/15. The Spring deadline is 06/05/15. Requests for
the 2014-2015 school year that are brought in after these date will
not be processed.
FINANCIAL TRANSACTION REQUEST FORM
Today’s Date: 09/06/14
Please Check One: [
Financial Officer Name: Penny Cash
] Payment to Outside Vendor [ X ] Reimbursement
Group Name: Hopkins Students Association
Officer Phone: 410-516-1111
Officer E-Mail: pcash1@jhu.edu
FOR PAYMENTS TO VENDORS
Payable To:
Group Budget Number:
Description of Payment:
(Please specify if would like to pick the check up directly from Accounts Payable)
FOR REIMBURSEMENTS
Who Are You Reimbursing? [ X ] Student
[
] Faculty/Staff
Payee Name: Hope Abounds
Phone: 410-516-2222
E-Mail: habound1@jhu.edu
Payee JHED ID: habound1
Group Budget Number: 80011111
Mailing Address: 3400 N. Charles Street, Apt. 111, Baltimore, MD 21218
Reason for expense (do not list the stores where items were purchased):
Decorations for HSA speaking event 10/15/14
Financial Officer Signature: Penny Cash
Total Amount Requested without sales tax:
$ 122.00
Return to Office of Student Involvement | Mattin Center, Ross Jones Bldg., Suite 131
Phone- 410-516-4873 | E-Mail- StudentActivities@jhu.edu | Website- www.jhu.edu/StudentActivities
Remember to attach original itemized invoices, contracts, and/or receipts
TRANSFERRING FUNDS
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Transferring of funds occurs when a student group wants to
move funds from their account to another group account or to
another Johns Hopkins entity. This can also work in reverse
when a group receives funds from departments or other student
groups.
For funds transfers out of a student group account, bring OSA a
completed Funding Transfer Request Form.
 Part I is completed by the financial officer or financial
administrator of the group or department giving the funds.
 Part II is completed by the financial officer or financial
administrator of the group or department receiving the
funds.
If a department is transferring funds into a group account, they
can email the details (i.e., their cost center or IO, amount, group
name, and description) to the OSA Sr. Finance Coordinator
(jdavi142@jhu.edu).
DEPOSITING MONEY
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Cash and checks come from dues, fundraising, ticket sales, etc.
Since student groups are part of the university community, all group
funds are the property of JHU. Funds received must be deposited into
the group’s account within two business days after receipt.
It is preferable that groups accept JCash and use JHU Tickets as a
payment source instead of accepting cash. For JCash, contact ID Card
Services in 51 Garland Hall. For JHU Tickets information and set-up,
contact the Director of OSA.
Whenever possible, do not hold cash overnight. To ensure your safety,
please ask for a security escort if you must carry cash. Cash boxes with
locks are available from the OSA staff. Contact studentactivities@jhu.edu.
Make and retain copies of all checks before you turn them in to OSA. This
is important if a refund is required later.
Bring checks and cash along with a completed Deposit Transmittal Form to
the OSA office from Monday through Friday between 8:30 a.m. and 4 p.m.
If a check is for a charitable contribution and the donor wants a tax
deductible letter from JHU, be sure to denote that on the deposit form. You
must bring OSA the completed deposit form, check, and the envelope it
arrived in. A 4% processing fee is assessed. Do not mix charitable and noncharitable deposits on the same deposit form.
Do not leave a deposit with the student monitor, in the OSA mailbox, or
under the office door.
Office of Student Activities
Deposit Transmittal Form
Date:__________________________
Budget Number:_________________
Directions: Fill out all areas (except Office Use Only Section). If you need more room,
simply attach another form.
Check All That Apply
 CASH
 CHECK
Student Group Information
Group Name:
Student Officer Name:
E-Mail:
Phone #:
Description of Deposit:
Is this a charitable donation?
Yes
No
(circle one)
If ‘Yes’ is chosen, a tax deductible letter will be mailed to the donor. Do not mix
charitable donations with non-charitable deposits on the same Deposit Transmittal
Form.
Funds Received (Cash and/or Check)
Issued by/Line Description
Amount
1
2
3
4
5
TOTAL DEPOSIT:
For Office Use Only
Fund:
Cost Center:
G/L #:
*Bring to Mattin Center Room 131 Monday-Friday 8:30AM 4:00PM*
(410) 516-4873
TRAVEL REQUEST FORM
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A process is being offered out of OSA for travel. All types of travel
arrangements (flight, bus, hotel, etc.) can be charged to the travel
card as long as the card has not reached its monthly limit and as long
as the student group account has adequate funds to cover the costs.
A completed Travel Request Form must be given to the OSA Sr.
Finance Coordinator at least two weeks in advance of travel and
preferably sooner to get the best rates.
Names, birthdates, sex, and email addresses must be given for each
traveler. For international travel, passport numbers and expiration
dates are also required.
After the trip is completed boarding passes, hotel folios, etc. must be
given to OSA for audit purposes.
If the trip is not taken the group account will still be charged, and the
group needs to give the unused tickets back to OSA to determine if a
refund can be processed back to the group account. Hotel
reservations must be cancelled by a group member by the hotel’s
deadline to receive a refund from the hotel.
A group financial officer must fill out the information below and return the form to Jolle Davis in the Office
of Student Activities (Mattin 131) no later than 2 weeks prior to the student group trip. Forms that are
incomplete or received less than 2 weeks prior to the trip will not be accepted.
Office of Student Activities
Student Group Travel Request Form
Requested by: ________________________________________
Requestor’s Title: _______________________________
Requestor’s Email: _____________________________________
Requestor’s Phone: ______________________________
Date of Request: _________________________
Student Group Name: ______________________________________________________________________________
Date(s) of Travel: ___________________________________________________________________________________
Purpose of Travel: __________________________________________________________________________________
Full Names & Birthdates of Travelers (Use back of the form if necessary) and include passport numbers if international travel is
being requested:
1. _______________________________________________________________________________________________
2. ________________________________________________________________________________________________
3. ________________________________________________________________________________________________
Name of Airline/Train/Bus (e.g. American, Amtrak, Greyhound): ____________________________________________
Travelling from: _______________________________
Travelling to: _____________________________
Departure Date: ________________________________
Return Date: ______________________________
Departing Flight/Train/Bus # or desired time of travel:
________________________________
Returning Flight/Train/Bus# or desired time of travel:
________________________________
Name of Hotel: _____________________________________________________________________________________
Hotel Phone Number: _______________________________
Number of Rooms Required: ______________________
Check-in/Check-out Dates: _______________________________________________________
Name(s) to Put on Hotel Reservation: ___________________________________________________________________
OFFICE USE ONLY
OSA Signature: ________________________________________________________
Cost Center/IO: ____________________
Amount Charged:
Form Updated 08/28/13
Date Charged:
COPYING
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If your group needs to make copies, you can use the OSA copier
in the rear of the Student Activities area.
Never make personal copies using a student group account.
The President and/or Treasurer/Financial Officer of the group
has access to the copier entry code information.
If your group needs to be set up on the copier, the Treasurer or
President must contact the OSA staff.
To avoid issues with unauthorized copying, limit the number of
people with the copier entry code.
The group account will be charged monthly for the total amount
of copies that are shown on the monthly copier report.
Black and white copies are $.07 per side. Color copies are $.20
per side.
GROUP REGISTRATION – HOPKINSGROUPS
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Be sure that your organization is registered with the Office of Student Activities
at: groups.jhu.edu
Unregistered and inactive groups cannot process financial transactions, use
campus services, rent vans, or reserve rooms.
Every group must re-register yearly before September 15th or they will be marked
inactive. OSA will send an email to notify the groups when the registration period
begins. To appear on the roster after the re-registration process, the Officers must
accept the email invitations sent to them from HopkinsGroups.
Use JHU email addresses when re-registering or inviting members to join.
Make sure current group officers are listed in their proper role(s) in the group
roster. The roster is checked before financial transactions are processed or
account information is given out to ensure the requestor is a valid financial officer.
Important emails are sent by OSA, SGA, and SAC to each group’s Primary
Contact, President, and/or Treasurer/Financial Officer.
Officers of the group can obtain the OSA group budget number by viewing the
Profile information in section .03.
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Group members can print transcripts of their student involvement.
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Please contact an OSA staff member if assistance is required.
HopkinsGroups (groups.jhu.edu)
groups.jhu.edu
STUDENT ACTIVITIES COMMISSION (SAC)
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The Student Activities Commission (SAC) is the annual and monthly funding
board for the Student Government Association (SGA) for Special Interest and
Hobby, Religious and Spiritual, Publications and Journals, Cultural, and
Performing Arts, and Advocacy and Awareness groups.
Student groups with graduate student officers cannot receive SAC funding.
The application instructions for annual funding requests for 2015-2016 will be
emailed to Presidents and Treasurers listed on HopkinsGroups by the end of
February 2015. The final amounts will be emailed by mid-September 2015. In
order to actually receive the funds, the receiving student group must be registered
for 2015-2016 on HopkinsGroups by September 15th, 2015 .
If a group ends 2014-2015 with insufficient funds, 2015-2016 SAC allocated funds
will be used to offset the overdrawn amount.
During the school year, monthly grant applications can be submitted online for
eligible groups at: TBD. The 2014-2015 deadlines for SAC monthly grant
applications are 11:59 p.m. on the following dates: September 30th, October 31st,
November 30th, January 31st, February 28th, and March 31st.
Unused 2014-2015 SAC funds will be recalled before the start of the 2015-2016
academic year.
NON-SAC GRANTS
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If a grant application asks for your student group’s staff Financial or
Account Administrator's name, it is the OSA Sr. Finance
Coordinator, Jolle Davis at jdavi142@jhu.edu .
Student Life Programming Grant (SLPG) applications are due semiannually on 9/15 and 2/15:
http://web.jhu.edu/studentlife/funding/HSA/index.html
Faculty Involvement Grant (FIG) can be submitted anytime during
the Spring or Fall semester:
http://web.jhu.edu/studentlife/activities/forms/faculty_grant.html
Alumni Student Grant Program are due in October:
http://alumni.jhu.edu/studentgrants
Nolan’s is offering up to $200 in grants for student groups to host
their event in the Nolan’s Student Lounge:
nolansstudentlounge@gmail.com
Homewood Arts Grant for Performing Arts groups: contact Eric
Beatty
Credit Union T-shirt Grants (CUTS) are due by mid-February;
http://web.jhu.edu/studentlife/activities/forms/cuts.html
OTHER REVENUE SOURCES
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Membership dues and/or event entry fees
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Fundraising events
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Event co-sponsorship with other student groups
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Department donations
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Assisting with move-in or Spring Fair activities
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Outside donations or gifts from parents, supporters, etc.
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http://www.giving.jhu.edu/online - The donor must designate the gift
to ‘Other’, specify receiving group name, and include 8-digit group
account number. There is a 4% processing fee. The group Financial
Officer needs to notify OSA of known online donations when they
happen to ensure the funds get into the account in a timely fashion.
WAYS TO SAVE MONEY
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Only buy t-shirts if it is essential to the group’s mission
(i.e., part of a costume, etc.).
Whenever possible, find a discount or promotional code for
online purchases (i.e., use Retailmenot.com).
Order items through OSA staff from Office Depot. JHU
receives a discount for these orders. Please give the OSA
Sr. Financial Coordinator (jdavi142@jhu.edu) at least two
week’s notice before the items are needed.
Use the OSA copier instead of going to Kinko’s or other
more expensive businesses.
Use school buses instead of higher priced coach buses.
Shop at Giant, Costco, Sam’s Club, etc.
Use online vendors who offer free shipping or place online
orders in enough time to receive the item(s) without using
expensive express shipping.