ASISU
FINANCIAL
WORKSHOP
2012-2013
Tyler Liddle
ASISU Financial
Technician
208-282-4588
liddtyle@isu.edu
Introductions…
Important Date Cards
Request For Payment Form
Yearly Club Checklist
HANDOUTS
Be sure to sign the attendance sheet to make
sure your club gets credit for coming!
THE FINANCIAL HANDBOOK IS
ALSO LOCATED ONLINE AT:
isu.edu/asisu/funding
W ORKSHOP O VERVIEW
 Types
of Funds
 General
 Paying
Information
Expenses
 Making
Deposits
 Transaction
Reports
TYPES OF FUNDS
Club Accounts
C.E.A.S.A.R. Funding
New Club Funding
Fund-Raising Loan
Incentive Funding
CLUB ACCOUNTS

Money raised by or donated to student
organizations


Deposited into their campus account

Campus account required
Can be used at the discretion of club members


Cannot purchase alcohol, firearms, or ammunition
Exempt status with sufficient financial oversight
C.E.A.S.A.R. FUNDING*
 Initial
Deposits

Requests accepted during March (Due 3/21/2013)

$500 cap subject to funding availability

Must attend Financial Workshop, New Officer
Training, and host booth at Student Organization
Fair to be eligible
* Club Efforts Are Supplemented And Rewarded
C.E.A.S.A.R. FUNDING*
 Matched
Funding

ASISU will match club fundraising efforts based on a
ratio determined by Senate Finance Committee
(3:1 Ratio for this year)

Apply for matched funds using the Matched Deposit
Request Form (available online)

$1,300 max determined for this year

No Deadline… subject to funds available
* Club Efforts Are Supplemented And Rewarded
HOW DO I APPLY FOR
C.E.A.S.A.R. FUNDING?
isu.edu/asisu/funding
NEW CLUB FUNDING



Clubs are eligible to apply for New Club Funding
if they were organized after the Initial Deposit
deadline of the previous year
They may also apply if they were inactive the
previous year and did not apply for the $500
Initial Deposit
Clubs may apply for a maximum of $500
FUND-RAISING LOAN
 Loan
from ASISU to be used for fundraising activities
 Must
be repaid within 5 business days
after the fund-raising activity
QUALIFICATIONS TO APPLY FOR
A FUND-RAISING LOAN

Must be chartered, recognized and in good financial
standing

Must show financial stability for one full year

New clubs, or clubs renewing active status, may apply for
funds up to $500

Active Clubs may apply for any amount up to $1,000
INCENTIVE FUNDING

Money “earned” by clubs for doing:

Community service

Attending Student Organization events

Attending ISU events such as games

Holding club functions that are not regular meetings

Can receive up to $500 each semester

Forms are located online (isu.edu/asisu/funding)

Deadlines: November 09, 2012 and March 29, 2013
Activity
Categories
Include:
•Service Projects
•Club Events
•ASISU Events
•ASISU Trainings
•ISU Activities
•Homecoming Events
•Springfest Events
ALL FUNDING FORMS ARE
LOCATED ONLINE:
isu.edu/asisu/funding
GENERAL INFORMATION
 All
financial transactions are processed in
the Involvement Center (1st floor PSUB)
 Account
balance must be verified before
disbursing funds
PAYING EXPENSES
A Request for Payment (RFP)
form must be turned in with
two authorized signatures in
order to process transactions.
These forms can be
picked up at the
Involvement Center
or downloaded from
our website
Who is authorized to sign?
AUTHORIZED SIGNATURE SHEET
PAYING EXPENSES:
DOCUMENTATION

Invoices (not Statements)

Receipts


Original

Name of business

Must indicate amount paid
Return all documentation to the Involvement
Center within 10 days for processing
METHODS OF PAYMENT

Cash Reimbursements

Cash Advances

Purchasing Card

Requisitions

On-campus vendors

Travel

University Check

Honorariums
(payment to individuals for services)
CASH REIMBURSEMENTS

Bring in Receipts and Request for Payment

$200.00 limit on Reimbursements

Same day service

Uses


Refreshments

Supplies
Do not use food stamps to pay for things. You will
not be reimbursed.
CASH ADVANCES

$200.00 limit

Receipts and leftover money must be returned
within 10 days

Uses

Purchases

Change funds (cash boxes available to check out in
Involvement Center)

No more than two outstanding advances at any
one time
PAYING WITH CASH:
RESTRICTIONS

Cash reimbursements and advances may not
be used for:

Travel Expenses (including gasoline)

Honorariums

Payment to departments on Campus

Payment used with food stamps
PURCHASING CARD

Works just like a MasterCard

Tax exempt!

$2000 transaction limit

May not be used for travel, honorariums, or
reimbursements

Card holder has to make the purchase not the club
PURCHASING CARD


If you would like to use the purchasing card:

Request for Payment

Invoice
Online Order:

Request for Payment

Name of website and web address

Information of items to be ordered
REQUISITIONS

Requisitions are used when a Purchase Order is to
be sent to a vendor for ordering goods or services

Requisition is submitted online to the Purchasing
Department

A Purchase Order number will be assigned to the
requisition and given to the vendor to include on
the invoice
REQUISITIONS

No sales tax when a requisition is used

Takes around five days for purchase order
number to be assigned

Invoice must be turned in before payment
can be sent to the vendor
INFORMATION NEEDED
TO PROCESS A REQUISITION

Vendor

Complete description of the goods or services to be ordered

Quantity

Price of each item

Preferred delivery date
ADDITIONAL INFORMATION

Computers must be bought through the ISU
Purchasing Department

Capital items over $300 must have an ISU tag

Items over $10,000 are subject to the State of
Idaho bid process
ON-CAMPUS VENDORS

Chartwells

Motor Pool

Total Copy Center

Craft Shop

Bookstore

Games Center

Mail Center

Campus Recreation

Alumni House

Scheduling & Events

Outdoor Adventure
Center
ON-CAMPUS VENDORS

Special forms required for some on-campus vendors

Come to the Involvement Center before charging
anything to get the details and correct forms

You MUST let us know about all expenditures and
turn in a completed RFP

You MUST charge expenses to these vendors

If you pay with cash, we cannot reimburse you!
CHARTWELLS

Come to the Involvement Center first to make
sure you have enough money in your account to
cover expenses

Make decisions about menu and prices

Club menu vs. Catering menu


dineoncampus.com/isu
Talk to Chartwells staff at 282-2242
TOTAL COPY CENTER

Come to the Involvement Center first to get
correct paperwork and Index Code

Go to Total Copy Center and place order

Bring receipt to the Involvement Center with
the Request for Payment form
MOTOR POOL


You may use Motor Pool vehicles when traveling
as a club, but are not required to do so
Come to Involvement Center for the proper
paperwork

Drivers license record check authorization form

Vehicle use agreement form

Motorpool Request Form

Check availability with Motorpool

Gas credit card

Sedans, Suburban, minivans
TRAVEL

Special procedures required

Purchase orders do not apply

Cash advances/reimbursements are not used

One student receives an advance (if desired) for the
entire group


Ten days notice needed for advance
The student cashes the check and pays all the bills
TRAVEL

Required Information

Name, SS number, address, and phone number of
person receiving check

Dates of travel (Date/times)

Destination

Purpose

Number and names of people going

License plate numbers of any personal vehicles
being used

Breakdown of funds to be spent

Date when you need the check
TRAVEL

The student receiving the check is responsible for
bringing back all receipts

A Travel Record must be completed after the trip

Be sure to bring back receipts within ten days of trip

If receipts are not returned, a hold will be placed on your
personal account

Reimbursement without Advance
TRAVEL
Receipts needed upon return:

Airline Travel




A receipt showing you
went somewhere.
Receipts needed
Lodging

Receipt with zero balance
Per Diem (Meals, Tips)


License plate number
Rental car fees and gas


Receipt copy
Personal car mileage


Registration


No receipts needed
Receipt showing
amount paid
Ground Transportation
(taxi, buses, shuttle)

Receipts needed
UNIVERSITY CHECK
Request for payment form filled out
 Name, SS number/Bengal Card Number &
address. Will need to sign ISU reimbursement
form.
 W-9 need for people not in ISU system (ex. Non
students and non faculty/staff)
 If getting reimburse for prizes (tablets, gift cards,
iPods, kindles, Nooks, other cash prizes) a w-9
NEEDS to be filled out by the winners. ISU will
not reimburse if there is no w-9.  Very
Important

HONORARIUMS

Honorariums are payments to:
 Speakers
 Artists
 Guest instructors
 Sports officials
 Dance D.J.s
 Anyone else performing some type of service
HONORARIUMS


Payroll

Faculty

Staff

Students
If the payee is not currently signed up with
payroll, we have the paperwork
HONORARIUMS

University Check

Those not employees or students at ISU



Guest speakers, instructors, etc.
Include all expenses in the honorarium check

Travel

Meals

Lodging

Fee
With ADVANCE notice a check can be prepared for
you to present at the time of your event. Otherwise,
the check will be mailed afterwards.
HONORARIUMS

We need the following info & forms:

W-9

Full name

Home address

Social Security number

Signed Independent Contractor Payment Request

Request for Payment showing amount to be paid

Date and description of service performed

Signed contract if paying $1000.00 or more
DEPOSITS
Deposit all funds at the Involvement
Center on the 1st Floor of the Student
Union Building
DEPOSITS

Bring all cash and checks to the Involvement Center

Credit cards are not accepted

Make timely deposits

Checks are only good for 90 days

Do not pay expenses from cash deposits

On-campus departments can transfer money directly
to your club account
DEPOSITS & SALES TAX
You must remit sales tax from certain fundraisers:

Garage sales

Class notes sales

Admissions

Food sales

T-shirt sales

Book sales

Welcome/Finals

Other merchandise
basket sales

sales
Space Rentals
Idaho Sales Tax is 6%
SALES TAX

You may include sales tax in purchase price of
the item and we will separate the proper amount
at the time of deposit

ISU will complete all sales tax returns for clubs
CLUB TRANSACTION REPORT
Reports are available
upon request in the
Involvement Center
DON’T FORGET:

Turn in Club Registration Forms (Due Sept. 28rd)

Turn in Authorized Signature Sheets

Check your club mailbox regularly

Get a w-9 for winners of cash prizes and raffle
wins

Original Receipts for all transactions
QUESTIONS?
THANK-YOU FOR ATTENDING!
Feel free to contact us with any questions
282-4588