Student Organization Treasurer Guide
Treasurer Responsibilities
1. The Treasurer is the primary contact for Student Life with regard to organization business
matters. You alone will be contacted by the office. You should keep all of your contact
information up to date on OrgSync. Your primary contact in Student Life is the Student Life
Budget Manager, currently Michele (Escobar) Lacroix.
2. The treasurer is responsible for maintaining the organization’s budget and check register on
OrgSync.
3. You are responsible for all payment arrangements for your organization’s activities. It is your
responsibility to make sure all necessary paperwork is properly completed and turned over by
the deadline put forth by Student Life.
4. You are allowed a campus purchasing card (p-card) to facilitate making payments. The
application can be found on OrgSync under Money Matters.
5. You will be responsible for delivering all revenue and deposits to the Student Account Services
office in Speare 108 (located in office with Financial Aid). (Please make deposits to the office
prior to 3:30 pm M-F.) These funds must be delivered within 24-48 hours of collection.
6. You will be responsible for making all of your organization’s domestic travel arrangements. All
airfare and rail arrangements MUST be made through the Student Life Budget Manager, Michele
(Escobar) Lacroix.
7. You are required to attend one session of the Spring Allocation Training and it is your
responsibility to present a proposed budget at Allocations session during the spring semester.
8. It is mandatory that you attend the Presidents and Treasurer’s (P&T) meeting at the start of
EACH semester.
9. It is your responsibility to make sure fundraising registration forms are completed on OrgSync
and ALL appropriate fundraising policies are being followed. (i.e.: crowdfunding, raffle,
merchant solicitation, etc.)
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Your Organization’s Budget
The treasurer is responsible for maintaining the organization’s budget. On OrgSync, there is a
folder named: Money Matters, these files will be extremely important and helpful to you throughout the
year. There is a Budget Template available for you to keep your organization on track. You are required
to keep the org’s checkbook in OrgSync up to date. Make sure you record all revenues and expenses as
they are incurred so that you will have an up to date working balance of your account. Every week, you
will receive a “Student Organization Balance Sheet.”
Please note that your OrgSync balance is for working purposes and only will reflect the balance
that you input, so if you are not up to date, then your balance is not up to date. If the balance that you
receive on the Student Org Balance Sheet does not agree with your records, it is YOUR RESPONSIBILITY
to contact Michele (Escobar) Lacroix (mdlacroix@plymouth.edu) to discuss any discrepancies. Her office
is in the HUB Administration office, 2nd floor. Here is a guideline to reading the balance sheet:
How to Read your Student Organization Balance Report:
Balance Forward – this column represents the rollover from FY14 (note - not all organizations
had funds to rollover)
Revenues – this column represents new revenue collected in FY15 (since July 2014) from
fundraising, dues, etc.
Expenses – this column is a combination of your FY15 allocation funds minus any expenses that
have gone through since July 2014
Ending Balance – this column represents your balance but does not include the YTD
commitments listed in the next column.
YTD Commitments – this column represents any current encumbrance. Most orgs only have
copying encumbrances, which allows you to make copies on the MFD in the HUB. Other
encumbrances may be outstanding purchase orders.
Unappropriated Balance – this column is your available budget balance.
To search your transaction, press CTRL “F” and you can easily negotiate through the report to
only see the transactions for your FOAPAL.
Please note this balance may not include outstanding p-card expenses as they can sometimes take
up to 2 weeks to hit your budget depending on when the vendor processes the transactions. YOU
ARE REQUIRED TO USE THE CHECKBOOK FEATURE IN ORG SYNC…it is the only
way to keep an accurate budget.
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Organization Activities
Planning your activities
The Student Activities Office (SAO – 2nd floor of HUB) is available to help you plan and carry out
your activities. Consult them prior to engaging in any activity. The staff will be able to assist you with
developing a list of things you will need to do to successfully carry out your activity. They are a resource
and can assist with planning, publicity, promotions, contracts and fundraising!
Budgeting for your org’s activities
Both the SAO and Student Life Budget Manager can help you develop a budget for your
activities. You will want to make sure you have a solid estimate of revenues (i.e.: fundraisers) and
expenditures to carry out the activity. The end goal is to make sure you can do something without
exceeding your organization’s budget and balance.
Payment Methods
To pay your expenses, there are a variety of methods for your organization:
Org P-Card (PSU Credit Card) – Only the treasurer of each organization (unless preapproved by Michele
(Escobar) Lacroix) may apply for a campus purchasing card. It is essentially a corporate credit card with
low dollar transaction limits. You may use this to purchase goods or arrange travel (NOT Air or Rail).
This card is for the use of the organization ONLY and must be approved by the students. Advisors are
not able to make purchases with P-Cards without the student’s prior notice and approval. There is a
mandatory training program with the campus card program administrator that will explain specific
purchase allowances and prohibitions and documentation requirements that must be completed before
you are allowed to receive your card. There will be several times during the semester to attend the
training session with the administrator. Please refer to the P-Card training for complete rules and
regulations on using the P-Card.
BAS purchasing card – The Student Life Budget Manager, Michele (Escobar) Lacroix, also has a p-card
with significantly higher limits for purchases. For purchases beyond your limits and any airfare or rail
fare, you may arrange travel with the Student Life Budget Manager to make the purchases for you.
Direct Payment Vouchers – For merchants that do not accept credit cards, you may request a check for
payment. To request a check, please contact Michele (Escobar) Lacroix, the Student Life Budget
Manager, to make sure your merchant is part of our university system vendor database and acquire an
itemized invoice. The invoice provides the documentation necessary for issuing the check. The service is
not available on a walk in basis. Arrangements must be made two weeks in advance of the date the
check is needed. Checks are cut once per week at the university systems offices in Durham and are not
available until Tuesday Afternoon of the week the check is needed.
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Purchase Orders – are used for ordering services that do not require a contract. Some examples would
be renting portable toilets, equipment repair or installation, chartering buses. A detailed quote is
needed before a purchase order will be issued. Purchase orders should be issued well before you need
the service. Payment is always rendered at the time of or after the service has been rendered according
to the merchant terms. Please consult with the SAO or Student Life Budget Manager before arranging
services.
Contracts – All entertainers, speakers, presenters and people doing specialized work (usually designing
things) require contracts. Work with the SAO on acquiring contracts. NEVER sign a contract on your
own! You are not an official agent of PSU and cannot obligate the university contractually. Please allow
an absolute minimum of three weeks prior to the event for processing of contracts but earlier if
possible.
Payment Documentation
All payments issued by PSU for any reason require proper documentation. These may be
invoices, contracts, receipts, etc. All documents MUST BE ITEMIZED, i.e.: there must be a breakdown of
what is being purchased. The detail must answer the following questions:
1.
2.
3.
4.
5.
Who? Is the name and contact of vendor on the document?
What? What item(s) were purchased?
When? Is the date available on the document?
How much? Item cost, any fees and tax must be shown on receipt.
Why? Why the item(s) were purchased – purpose of purchase?
Prohibited Items: No Gift Cards, No alcohol, No tobacco, No fuel for personal vehicle, No tip over 20%,
See P-Card training manual for more detailed listing.
All purchases must be made in the current fiscal year. Fiscal year ends June 30th and purchases made
any time after June 1st run the risk of not being credited to the correct fiscal year. (i.e.: Online purchase
made June 10th with vendor, yet vendor does not sweep credit card sales until June 30th, which would
show up on the July statement – the next fiscal year)
Local or Domestic Travel
Including ANY off-campus events
1. Notify SAO of any potential trip by completing off campus registration form on OrgSync.
2. Complete and Submit ALL Travel documents required on OrgSync, i.e.: OrgSync, Files: Travel
Documents; application to travel abroad, spreadsheet, airfare purchase authorization, etc…
3. Notify the Student Life Budget Manager, Michele (Escobar) Lacroix, of any potential trip.
4. Arrange financing for the trip. You should have the expected FULL amount of funds available for
your trip BEFORE you make arrangements.
5. Register for your conference or event; try to get any available discounts by registering early.
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6. Make hotel arrangements if the trip will be more than one day event.
7. Make your transportation arrangements in advance if necessary.
8. Arrange for your travel, either through the Student Life Budget Manager (if using air or rail) or
on your own.
9. Return all itemized receipts to Michele in the HUB Admin office.
10. Fill out a travel expense voucher if necessary.
Notifying the SAO of your Prospective Trip
Please talk to a member of the SAO professional staff regarding your prospective trip so they
can review any potential risk, liability and financing issues with you regarding the trip. They will also
have information regarding raising revenue for your organization to help fund the trip. The off campus
registration form MUST be filled out and submitted for ANY travel: from Ashland to Australia!
Notifying the Student Life Budget Manager, Michele (Escobar) Lacroix, of any Prospective Trip
Please talk to Michele regarding your trip. There will be a secondary review of any potential risk,
liability and financing issues. You will also receive assistance in developing a budget to estimate the total
cost of taking the trip.
Arranging financing for the Trip
Before making actual arrangements, you should have sufficient funds in your organization’s
account to cover all expected expenses for your trip. If you cannot cover the cost of your trip, you
cannot go! Personal contributions toward covering the trip’s expenses will not be refunded unless the
trip is cancelled or a traveler falls ill and cannot make the trip. In the latter case, a doctor’s note will be
required before any refund is issued.
Registrations
Before making any actual travel arrangements, register for your conference or event. It is the
responsibility of each traveler to fill in a registration form properly and timely. If a membership in a
professional org is needed to attend a conference or would provide a substantial discount, the org’s
university account may be used to cover the cost of the membership. For other events that require
tickets, the cost of the tickets may be covered by the org’s funds, within reason.
Making Hotel Arrangements
If a conference or event is being held at a specific hotel, you are allowed to book a room at that
hotel, providing that your org can cover the cost. Otherwise, you must seek a reasonably priced hotel for
accommodations. The simplest way to do this is online via a specific hotel’s website or a booking site
such as hotels.com, expedia or kayak. Book no more than four (4) individuals to a room, unless it is a
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hostel with large dorm rooms. Most hotels are required to charge and additional 12-15% in taxes per
room per day. Make sure that you add this tax into your initial budget so as to have enough funds. Your
organization may pay for room, tax and parking only. There is an exception to also use it for hi-speed
internet access if you are traveling during a registration period for the following semester. If the hotel
needs a card for incidentals, you MUST use a personal credit card; you are not allowed to use the
University Credit Card.
When booking rooms, and booking multiple rooms, ask the hotel if there is a multiple room,
educational/student discount and make sure if it is for a conference, that you get the conference rate.
(It never hurts to ask.) If you as treasurer will not be taking the trip, you will need to get a credit card
authorization form from the hotel and return it via fax or email. DO NOT include a copy of the University
P-Card or your personal id, if those are requested. Such requests are in violation of credit card rules put
in place to deter identity theft. Please let the Student Life Budget Manager know if this becomes an
issue.
Make sure a bill for EACH room is returned to the Student Life Budget Manager upon your
return. If there isn’t a bill in your room on the day of departure, please have the front desk print you out
a copy.
Transportation Arrangements
Vehicle Rentals
PSU has rental agreements with both Enterprise Rent-a-Car and Merchant’s Fleet Management.
Enterprise provides vehicles up to the size of a SUV or minivan. Merchants provide 10 passenger vans.
You must be 18 with a valid license to drive Enterprise rentals and 21 with a valid license to drive
Merchant’s rentals. Defensive driving classes will be offered periodically throughout the year. All
students (regardless of age) must attend a defensive driving class prior to driving a van.
Please notify Jennifer Mike, in Purchasing (jpm1029@plymouth.edu) or Michele (Escobar)
Lacroix (mdlacroix@plymouth.edu) via e-mail of all vehicle reservations. Include the start and end date
of each reservation, the destination location and type of vehicle(s) reserved. Inspect your vehicles for
damage, dents and scratches upon pick up and return. If possible take a picture of each side of the
vehicle and the roof upon pick up and return. Make sure you rental vehicles are returned with a full tank
of gas and are clean! Charges will be applied to student organizations if the vehicle rental rules are not
followed. For any questions regarding vehicle rental, please contact Jennifer at X52429.
Personal Vehicles
Personal vehicles may be used for organization events, but is discouraged. The driver of the
personal vehicle is responsible for any liability coverage. Students transporting other students in their
personal vehicles for any PSU event must sign the Personal Vehicle Use waiver form prior to the
trip. (https://orgsync.com/30281/forms/96277/submissions) Plymouth State University will not pay for
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any damages incurred on a personal vehicle, so please plan accordingly with the appropriate insurance
on your vehicle if you wish to utilize it for student transportation.
Reimbursement for personal vehicle can be done in the form of mileage allowance of up to
$0.41 per mile. PSU no longer reimburses gas receipts for personal vehicles. The organization has the
right to cap the amount of the reimbursement; some organizations choose to pay $0.25 per mile for
local trips to stay under budget.
Rental Vehicles in Other Locations
On occasion an org will need to rent a vehicle after flying to another city. All car rental car
companies require the use of a physical credit card on site. In these cases one of the travelers will need
to use a P-Card to pay for the rental. These reservations are generally made online. Make sure the
company you wish to use will rent allow rental to an individual your age prior to the trip. The additional
insurance option is not required when using a P-Card, as this service is offered through the credit card
company. If any personal credit card used in lieu of the Plymouth State P-Card is used to rent a vehicle,
the individual will not be reimburse the additional insurance coverage as it would have been provided if
the P-Card was used.
Tickets & Fines
University System of New Hampshire policy forbids the payment of any tickets or fines with
university funds. If you get a ticket or fine, you will need to pay it yourself. Unpaid fines forwarded to
PSU by any rental company will be sanctioned through the campus judicial process.
Travel – Foreign
All student foreign travel is determined on a case-by-case basis using a risk management
process. Since each trip is vetted case-by-case, this means even though two trips by two groups are
desired for the same country, and general area, both, one or neither may be approved.
All prospective trips are assessed and approved by the (1) Global Education Office (GEO), (2)
Student Activities Office (SAO) and (3) the Student Life Budget Manager. This process requires significant
time so the process for all prospective international trips should be started around the beginning of the
semester PRIOR to the semester in which you want to travel. (Example: Travel during Spring break /
March? Get moving on this in September, latest!)
All student foreign travel require a chaperone from the faculty or staff to attend the trip as well
with one chaperone per ten people or portion thereof. (Ten or less = One Chaperone, 11-20= Two)
While a chaperone may be required, the funds to pay for that advisor / chaperone cannot be paid for
from the student activity fees. The funds for the advisor / chaperone must come from fundraised money
and / or personal contributions.
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Fundraising
Planning
Always use the SAO as your first resource for fundraising! Complete and Submit your
Fundraising Form on OrgSync at least One (1) week prior to your event or you will risk the request not
being approved! You should meet with a member of the staff to review any fundraising plans you have
and to make sure you are in compliance with all HUB policies and procedures. See attached Crowd
Funding Policy for information on GoFundMe accounts! Crowd Funding is becoming a popular form of
fundraising. Plymouth State University approves GoFundMe exclusively; no other forms of Crowd
Funding will be accepted. Organizations which do not follow these procedures risk judicial review.
Please also check with the SAO for policies in regards to raffles or merchant solicitation.
Change Funds
A change fund is the initial money for a fundraiser which is utilized to give change to customers.
If you need a change fund for a fundraiser, please contact Michele (Escobar) Lacroix, Student Life Budget
Manager.
Collecting and Depositing Revenue
This is extremely important and must be followed or you jeopardize your organization’s ability
to hold fundraisers. You may collect revenue … cash, check, or money order. All revenue under $500
must be brought to the Student Account Services Office (located downstairs of Speare sharing space
with the Financial Aid office, room 108) prior to 3:30pm within 2 business days of collection of funds
(48hours). All revenue collected over $500 must be brought to the SAS within 24 hours or the first
business day the office is open after the collection of the funds. PSU policy holds that individuals
holding onto revenue collected for a PSU organization for an extended period of time will be reported to
the campus Judicial Officer.
Cash should always be kept secure, preferable in either a locking bank bag or cash box. It should
be deposited as soon as possible in the SAS office. If you lose cash deposit, please IMMEDIATELY report
the loss to the University Police Department, the SAO and BAS offices. Locking bank bags and cash boxes
are available on a first come basis in the BAS office.
Checks and money orders must be made payable to PSU with the name of your organization in
the memo box with your FOPAL. They should NEVER be made payable to an individual or club for any
reason and should never be held until the completion of a fundraiser.
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Allocations
Funding for student organizations comes from the student activities fee collected each
semester. This fee is set through an annual budgeting process run by the Student Senate and approved
by PSU Administration. The Allocations Committee then is tasked with allocating the funds to each
organization according to the current bylaws. It is the responsibility of each organization’s treasurer to
prepare and present a budget to this committee annually.
This process is administered through OrgSync but also involves an in person hearing before the
Allocations Committee. You will be contacted prior to the spring semester regarding the timeline of the
allocations process and the steps you’ll need to take to complete the process successfully. To facilitate
the success of the allocations process it is mandatory that each treasurer attend one of the Allocation
Information Sessions meetings sponsored through the SAO each year. This session will answer questions
about the process you may have and also show you how to develop a budget for your organization for
the next school year. The allocations process is the single greatest responsibility of an organization’s
treasurer as it assures the funding of the organization for the next fiscal year. It is vital that you attend
the hearing for your organization. A missed hearing will result in the loss of funding for your
organization for the following year.
Eligibility
Each Student Organization is entitled to request allocations if each of the following requirements has
been met:
1. The Organization must be out of the emerging status and fully recognized by the Student Senate
at least 30 days prior to the beginning of the yearly allocations hearings.
2. The Organization must not have a negative balance in their student organization bank account
held through PSU and maintained by the Student Life Budget Manager. If at the end of the year
any organization has overdrawn their account, they will not receive the allocated funds for the
next fiscal year.
3. The Organization must not be currently under sanctions or judicial probation to be eligible to
attend the allocation hearings.
4. The Organization must send at least one active member of the organization to the allocation
hearing, the advisor is not an active member of the organization and is not eligible to request
allocation funding.
5. The Organization must have their account on OrgSync current, including Executive Officers with
up to date contact information and the check register must be completed and up to date.
6. This list will be updated as necessary and available on OrgSync for review.
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Miscellaneous Issues
Nepotism
It is against USNH policy to do business with family, friends or business associates without PRIOR
permission from the university’s Purchasing Office. This holds true even if such arrangements are
financially beneficial to your organization. Contact Michele, the Student Life Budget Manager, if you feel
such an arrangement offers significant financial benefit to your organization and you wish to seek
permission for an exception to purchasing policy. There is no guarantee that an exception will be
granted.
Borrowing funds for your organization
You may not borrow funds from any internal or external source for your organization with any
expectation or promise of payback. You cannot have fellow students or campus entities deposit money
into the account with the promise of a refund at a later date.
You cannot borrow money from any external source such as a family member, friend, bank or
business with any arrangement to pay them back. Nor can you make arrangements for such entities to
pay your bills with or without a promise to pay them back. You cannot “borrow” funds from the
following year’s allocation for your organization so you can spend more than you have in funds during
the current school year. Deficits will results in sanctions against accessing your funds for the following
school year and could also become a judicial matter. If your organization is low on funds you may hold a
fundraiser to raise new revenues but any money deposited into you organizations account will not be
refunded.
Outside accounts
All PSU student organization activities are funded and conducted through your campus account.
No outside accounts are allowed. If it is discovered that you have an account outside the institution for
your organization your organization’s campus funds will be suspended until such a time that the outside
account is closed and the funds deposited into your campus account. Organizations holding such
accounts will be reported to the Student Senate, SAO and campus Judicial Office for punishment.
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Additional Funding Sources:





Fundraising- i.e.: spaghetti dinner, bake sale, raffle (see SAO)
CEA request – (Conference / Event / Activity funds are available through Student Senate, See
OrgSync for more details)
Coke Grant – (See OrgSync)
(https://orgsync.com/30281/files/487400/download_version?version=718685)
Alumni Grant (See OrgSync)( https://www.plymouth.edu/alumni/alumniassociation/scholarships-and-grants/alumni-student-connections-grant-application/ )
Dues – have students self-contribute to the organization
RESOURCE LINKS:
(These all can be found on OrgSync under: Files » Money Matters / Treasury)
50/50 Registration: https://orgsync.com/30281/files/680065/show
CEA Dates Spring 2015: https://orgsync.com/30281/files/696954/show
CEA Guidelines FY 2015: https://orgsync.com/30281/files/670861/show
Merchant Solicitation Form: https://orgsync.com/30281/files/702851/show
P-Card Application: https://orgsync.com/30281/files/702850/show
P-Card Expense Report: https://orgsync.com/30281/files/680125/show
Student Airfare Authorization: https://orgsync.com/30281/files/794234/show
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(ATTACHMENT #1 – DEPOSIT FORM)
FUND: 6DT120
ORG: SEE WEEKLY ACCOUNT BALANCE SHEETS
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(ATTACHMENT # 2)
Plymouth State University Crowd Funding Policy
Plymouth State University recognizes crowd funding has become a valuable tool for fundraising and
has worked to develop a policy to protect and ensure monies raised by students are collected and
used responsibly. When a student organization is considering using crowd funding as a source of
generating revenue, the following guidelines and policy must be adhered to.

GoFundMe (www.gofundme.com) has been selected as the sole crowd funding site supported
by Plymouth State University. All crowd funding initiatives by recognized PSU organizations
should go through GoFundMe. If an organization wishes to use a different site, they must seek
permission from the Student Activities Office prior to setting up that site. PSU requires that
any crowd funding site that recognized student organizations use carries the Data Security
Standards Certificate of Compliance and that the Budget & Accounting Services Office has that
certificate on file.

Prior to setting up a fundraising page, the organization must complete a Fundraiser
Registration form on OrgSync and be approved by the Student Activities Office. The end date
of the organization’s fundraiser and the fundraising (monetary) goal must be provided.

Once approved, the organization is then able to create an account with GoFundMe and post a
fundraising page. The page title should include Plymouth State University and the official
name of the organization.

Throughout the fundraising period, a withdrawal request must be sent by a representative of
the student organization to GoFundMe by the 20 th of every month, no matter the amount of
money raised within that time frame.

Checks should be made payable to Plymouth State University with a request that We
Pay/GoFundMe add the student organization’s name to the Memo line on the check. We
Pay/GoFundMe should send checks to:
Plymouth State University
Budget & Accounting Services
17 High Street MSC 17
Plymouth, NH 03264
Failure to include the student organization’s name on the check may result in a delay of the funds
being properly recorded and transferred into the student organization’s account.

Failure to abide by the above listed guidelines can jeopardize the official status of the
organization and result in penalties by Student Senate, the Student Activities Office, and/or
Budget & Accounting Services.

Questions about this policy and using GoFundMe as a fundraising source may be directed to
Budget & Accounting Services, the Student Activities Office, or the Student Senate Treasurer.
12/11/2014
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(ATTACHMENT #3)
Example Budget for Organizations and Clubs
Projected Inflows/Income
Budget
Actual
Variance
Allocations
$300.00
$270.00
-$30.00
Fundraiser
$50.00
$50.00
$0.00
Fundraiser
$25.00
$25.00
$0.00
$100.00
$100.00
$0.00
$50.00
$50.00
$0.00
$525.00
$495.00
-$30.00
Guest Speaker
$100.00
$75.00
$25.00
Printing Expense
$100.00
$22.75
$77.25
Office Supplies
$100.00
$52.00
$48.00
Meals / Entertainment
$100.00
$135.85
-$35.85
Travel to Meetings
$100.00
$28.00
$72.00
Dues to National
$100.00
$100.00
$0.00
Postage
$100.00
$44.50
$55.50
$700.00
$458.10
$241.90
Dues
Letter Campaign
Total inflows/revenue:
Projected Outflows/Expenses
Variable Expenses:
Total Outflows/Expenses:
Actual Inflows
$495.00
Actual Outflows
$458.10
Balance:
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$36.90
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