Treasurer Training - Vice President of Student Affairs
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RSO TREASURER TRAINING Presented by the Office of Student Involvement & Student Government Learning Outcomes Participants will: Gain knowledge and understanding of student organization funding resources, policies, and opportunities. Develop collaborative relationships with key students and staff members involved in the funding and purchasing processes at FGCU. People to Know Felicia Nachef – A&S Budget Assistant Ensures sufficient funds are available General budget information & account numbers fnachef@fgcu.edu; 590-7730 Karli Gomes – Student Government Treasurer Ensures purchases align with the Finance Code sgtreas@fgcu.edu; 590-7877 Sue Hertle – Executive Secretary Makes purchases for student organizations shertle@fgcu.edu; 590-7740 Ashton Hartley – Coordinator for Student Organization Development Ensures organization is active and in good standing arhartley@fgcu.edu; 590-4410 TREASURER’S RESPONSIBILITIES Attend Treasurer Training Prepare the annual A&S budget application for organization Sign off on all purchasing paperwork Maintain all account numbers and information Pay any bills Coordinate fundraising efforts Encourage responsible spending and purchasing Student Government Funding • • • • A&S Fees Funding Annual Budget Senate Bills Funding 101: Activity & Service (A&S) Fees Tuition & Fee Details: Fall 2015, Spring 2016 & Summer 2016 Undergraduate FL Resident Differential Tuition Base Undergraduate FL Resident No Differential Undergraduate Non FL Resident Differential Undergraduate Non FL Resident No Differential Graduate FL Resident Graduate Non FL Resident $105.07 $105.07 $105.07 $105.07 $290.60 $290.60 Transportation Fee $5.95 $5.95 $5.95 $5.95 $5.95 $5.95 Parking Fee $2.75 $2.75 $2.75 $2.75 $2.75 $2.75 A&S $11.50 $11.50 $11.50 $11.50 $11.50 $11.50 Athletic $17.54 $17.54 $17.54 $17.54 $17.54 $17.54 Health Fee $9.24 $9.24 $9.24 $9.24 $9.24 $9.24 Technology Fee $5.25 $5.25 $5.25 $5.25 $14.52 $14.52 $203.94 $167.56 $838.73 $802.35 $373.38 $1,300.66 Total Per Credit Hour A&S Funding Procedures What you can purchase: Food and catering services Promotional items, t-shirts and other general items/services Contractual services (performers, lecturers, speakers) Travel related items/services What you cannot purchase: Alcohol Direct or indirect contribution to a political candidate, party or committee Rental of or expenditures towards functions hosted in a private residence Use of A&S fees to benefit activities for which admission fee is charged to students Transfer A&S funds to outside revenue accounts & the use of A&S fund for personal benefit Scholarships Graduation related items Placement tests, preparation courses, or certification courses Plaques, awards and other non-monetary tokens of recognition exceeding $100 Monetary prizes and gift certificates Fines, late fees, penalties (including parking tickets) Any purchase of chemicals unless approved by the Office of Environmental Health and Safety Money spent prior to an allocated being made Student Government Annual Budget Process Receive ABA Form from Student Government Available: September 2nd Create budget with advisor and officers. Turn into OSI (CC 258) LATE ABA WILL NOT BE ACCEPTED! SG Senate approves Budget Student Body President approves Budget SG Appropriations Committee approves Budget University President approves Budget Each group will get a hearing to meet with SG Appropriations Committee Funds are uploaded into accounts on July 1st Due: October 2nd at 12PM ABAs are reviewed by the SG Appropriations Committee A&S Budget Forums *MANDATORY if planning to go through annual budget process* Dates Wednesday, September 2nd at 12:30pm – CC 247 Wednesday, September 2nd at 4:00pm – CC 247 Thursday, September 3rd at 10:30am – CC 247 Thursday, September 3rd at 5:00pm – CC 247 Friday, September 11th at 1:00pm – CC 247 Saturday, September 12th at 10:00am – CC 247 SENATE BILL PROCESS (Operational Funding ONLY - 8 weeks to complete) Bill placed under first reading One week later, bill placed under second reading and voted on by Senate Submit Senate Bill request form with proper documentation through EagleLink Bill reviewed by Senate Committees If passed, bill receives necessary signatures and is processed Meet with bill sponsor and work with them to author bill Sponsor will submit bill to Senate Executive If applicable, funds deposited into account within 7-10 business days Contact Senate President: sgsenate@fgcu.edu *Cannot spend money before it is uploaded into your account Off-Campus Bank Accounts Primarily used to store fundraising monies, pay tips & gratuities, reselling items for a profit, dues and donations A Tax ID or Employee Identification Number (EIN) must be established by the RSO before opening an account; can be created at any time Available to open an account at any bank of your choice Can be a checking or savings account i.e. Wells Fargo, Bank of America, SunTrust, Sun Coast Credit Union, etc. Account may or may not have monthly or annual maintenance fees Money cannot be transferred between an A&S and Off-Campus bank account Please see the Off-Campus Banking manual for guidelines Purchasing & Spending Money • • • Purchase Order Forms Pre-Authorization Forms Payee Invoices *All forms are available in the Office of Student Involvement PURCHASE ORDER REQUEST FORM Required Signatures: Always submit to the Office of Student Involvement front desk Must be submitted at least 2 weeks in advance Please leave account information blank Additional Documents President, Treasurer and Advisor Quote, invoice, estimate or contract from the vendor Sue Hertle will let you know if additional documentation is needed Sue makes all RSO purchases by using a University credit card or by processing a purchase requisition through Procurement for a check SIGNATURE PROCESS Reimbursements Pre-Authorization Form Authorizes the reimbursement of a purchase to be made Signatures Needed: Verifying that it does not violate the Finance Code or that funds are available Payee, two officers (only one additional officer if payee is an officer) and Advisor Required for reimbursements over $100 per event and not per individual Always submitted to the Office of Student Involvement front desk Must be submitted 2 weeks in advance; pink copy will be turned in with Payee Invoice Signature Process: A&S Budget Assistant SG Treasurer Coordinator for Student Organization Development PAYEE INVOICE Required signatures Payee, two officers (only one additional officer if payee is an officer) and Advisor Always submit to the Office of Student Involvement front desk Additional Documentation Pink copy of pre-authorization form (if purchase is $100 or more) AND Original/Itemized receipts How early do I need to turn it in? ASAP; Procurement will only accept legible and original/itemized receipts. If you hold onto the receipts for too long, there is a chance that it will fade or get lost. Faded or copies of receipts will not be accepted. How can I guarantee my reimbursement? Complete a Pre-Authorization Form to authorize your purchase before it’s made. Additional Information: General cash advances are never allowed Procurement allows for tax to be reimbursed Travel • • • Special Conference and Travel Committee Travel Funding Request Process Purchasing and Reimbursements Special Conference and Travel (SCT) Committee RSOs can apply for travel funding only through the SCT committee Cannot be combined with operational funding requests through the Senate Bill process A&S travel funding for each organization will not exceed $5,500 per fiscal year May be requested up to four times per fiscal year SCT Committee approval document MUST be submitted with all travel related purchase order and reimbursement forms *A&S budget transfers will no longer be accepted – the travel pool in each A&S account is no longer available for use Travel Funding Request Process Submit request with proper documentation through EagleLink (Domestic Travel Planning Form) Committee will determine the amount of funds to be allocated for the trip Request is added to the agenda for the next available SCT committee meeting RSO will meet with SCT committee to discuss request and provide further documentation if needed RSO will receive an approval document with allocation information RSO will submit approval document with any purchasing or reimbursement paperwork to OSI **Request must be submitted at least FOUR weeks prior to traveling** Special Conference and Travel (SCT) Committee QUESTIONS? For more guidelines and SCT committee information, please contact: SG Travel Chair: sgtravel@fgcu.edu Senate President: sgsenate@fgcu.edu SG Treasurer: sgtreasurer@fgcu.edu TRAVEL: Purchasing & Reimbursements Purchasing Attach approval document from SCT committee to purchase order request form and submit to OSI for processing Purchase Order Request form is required for: Be sure to allow for OSI’s purchasing policy and submit paperwork at least two weeks in advance Conference registration, airfare, rental vehicles, and lodging Reimbursements Attach approval document from SCT committee to payee invoice and submit to OSI for processing within 10 business days of returning from the trip Reimbursement will not exceed the amount allocated by the SCT committee If approved, reimbursable expenses include gas, mileage and food while traveling TRAVEL: Purchasing & Reimbursements If reimbursement is approved by SCT committee, Rental Vehicles Rental vehicle must be purchased prior to departure through a Purchase Order Request Form Reimbursed only for gas needed for rental vehicle Submit payee invoice with gas receipts and MapQuest or Google Maps printout. Starting location is FGCU and don’t forget to include roundtrip. Personal vehicle Reimbursed for mileage at $0.445/mile Complete Payee Invoice and attach MapQuest or Google Maps printout. Starting location is FGCU and don’t forget to include roundtrip. LICENSED VENDORS If you are using Florida Gulf Coast University, FGCU, the Eagle Wings or Head, Dunk City, etc. in any type of promotional items that you wish to purchase, then you must use a licensed vendor The above items are trademarked by the University Licensed vendors can be found at: http://www.fgcu.edu/BusinessOps/Licensing.html QUESTIONS ?
