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 – Budget Assistant
 Ensures sufficient funds are available
 General budget information & account numbers
 fnachef@fgcu.edu; 590-7730
Michael Danis – Student Government Treasurer
 Ensures purchases align with finance code
 sgtreas@fgcu.edu; 590-7877
Sue Hertle – Executive Secretary
 Makes purchases for student organizations
 shertle@fgcu.edu; 590-7740
Sendi Colquitt – Coordinator for Student Organization Development
 Ensures organization is active and in good standing
 scolquitt@fgcu.edu; 590-7729
TREASURER’S RESPONSIBILITIES

Attend Treasurer Training;

Prepare the annual student organization budget;

Sign off on all purchasing paperwork;

Maintain all account numbers and information;

Pay any bills;

Coordinate fundraising efforts;

Encourage responsible spending and purchasing.
Annual Budget Applications
• Due OCTOBER 10TH at 12pm to
Multicultural and Leadership
Development Office; Cohen Center 2nd
Floor
• Mandatory budget information sessions –
sign up here!
Student Government Funding
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•
•
•
A&S Fees
Funding
Annual Budget
Senate Bills
Funding 101: Activity & Service (A&S)Fees
Tuition & Fee Details: Fall 2013, Spring 2014 & Summer 2014
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
$11.50
$11.50
$11.50
$11.50
$11.50
$11.50
$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
A&S
Athletic
Total Per Credit Hour
A&S Funding Procedures

What you can purchase:


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Food, catering services, 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
 Scholarships
 Graduation related items
 Placement tests, preparation courses, or certification courses
 Plaques, awards and other non-monetary tokens of recognition exceeding $100
 Cash awards
 Fines, late fees, penalties (including parking tickets)
 Any purchase of chemicals unless approved by the Office of Environmental Health and Safety
Student Government Annual Budget Process
1. Receive ABA Form
from Student
Government
4. SG Senate approves
Budget
7. Student Body
President approves
Budget
2. Create a budget with
your advisor and fellow
officers. Turn into MLD
Office. LATE ABA WILL
NOT BE ACCEPTED!
5. SG Appropriations
committee approves
Budget
8. University President
approves Budget
3. ABAs are reviewed
by the SG Senate
Appropriations
Committee
6. Each group will get a
hearing to meet with SG
Senate Appropriations
Committee
9. Funds are uploaded
into accounts on July 1st
SENATE BILL PROCESS
(6 to 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
to MLD
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
A&S BUDGET TRANSFER FORM






Maximum of 4 transfers per
fiscal year
Maximum transfer of $1,500
Above $1,500/ submit Senate
Bill
Travel pool cannot exceed
$7,500.
Submit to Felicia Nachef in CC
275
Transfer will not be made
unless approved by SG
treasurer
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
 i.e. Wells Fargo, Bank of America, Suntrust, SunCoast, etc.

Can be a checking or savings account
 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
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•
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Purchase Orders
Pre-Authorization Forms
Payee Invoices
PURCHASE ORDER REQUEST FORM FAQs
Who needs to sign? At least two Officers & your Advisor
Where do I submit this form? Office of Student Involvement ONLY
What document(s) do I need to submit with this form? A quote, invoice,
estimate, contract, etc. from the company or vendor.
How early do I need to turn it in? At least 2 weeks in advance.
Who makes the actual purchases? How? Sue Hertle makes all
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 verifying that it does not violate the Finance
Code or that funds are available
Submit 2 weeks in advance; pink copy must be
turned in with Payee Invoice
Signature Process:
 A&S
Budget Assistant
 SG Treasurer
 Coordinator for Student Organization Development
PAYEE INVOICE FAQs
Who needs to sign this form? At least two Officers & your Advisor
Where do I submit this form? Office of Student Involvement ONLY
What document(s) do I need to submit with this form? The pink copy of your Pre-Authorization
form 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 at that time.
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 now allows for tax to be reimbursed
TRAVEL: Purchasing & Reimbursements

Rental Cars

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Submit Payee Invoice with gas receipts and MapQuest or Google
Maps printout at all times. Starting location is always FGCU.
Rental of vehicle can be done prior to departure with a Purchase
Order Form or upon return with a Payee Invoice (gas and rental
vehicle can be reimbursed on the same Payee Invoice with all
receipts). Remember that a pre-authorization form will be
needed if rental vehicle is not secured through a purchase order.
Personal vehicle


Reimbursed for mileage/gas at $0.445/mile
Complete Payee Invoice and attach MapQuest or Google Maps
at all times with starting location always FGCU

Remember to include roundtrip!
LICENSED VENDORS
 If
you are using Florida Gulf Coast University, FGCU, the
Eagle Wings or Head, Dunk City, etc. in promotional items you
wish to purchase, 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 ?