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Student Organization Treasurer Training
2012-2013
Jeff Pelletier – 292-8763 [email protected] @JeffBC94
Training Outline
• Registration and Training
• Roles and Responsibilities
• Resources
• Available Funding
• Applying For Funds
• Auditing Your Funds
• Presentation Available at: www.slideshare.net/jeffbc94/treasurer-training-2012-2013
Registration Management • Student Organization Year
– Fall (Aug 1 – Oct 15) registration – Spring (Feb 15 – Apr 30) registration
• Training is good through next Registration Cycle • Annual Renewal Requirements
– Training (Treas, Pres, Adv) – Financial Good Standing (Treas) – Online Updates (Pres)
• roster, constitution, general information – Advisor Approval (Adv)
• Registration Status – Pending – Active – New/Re-Established – Active – Established – Inactive
Eligibility for Funding
• EIN - Employer Identification Number (Group’s SSN) – irs.gov/businesses/small/article/0,,id=97860,00.html – Sign up as “Social or Savings Club” – Student Organizations are not non-profit/tax-exempt
• AP Compliance Form (new Organizations only) – Form available on student organizations funding page – Must have EIN – Provide organization name, phone number
• Organization Checking Account – Checks are written to organization, not individual – Name on account must match name in directory – Look for free checking, no fee/no minimum balance – Huntington, US Bank, and 5/3 Bank are great options
ohiounion.osu.edu/get_involved/student_organizations/funding
Role of the Advisor
• Primary resource for the organization
• University Faculty or Staff member (name.#)
• Complete Advisor Certification
• Approve organization annually
• Approve all funding requests
• Co-signer on organization account
• Submit your advisor for the spotlight
• Complete and manage registration for organization
• Coordinate meetings and programs
• Primary contact for student organization
• Corresponds on behalf of organization
• Communicate with organization membership and
advisor
Role of the President
Role of the Treasurer
• “Treasurer” = I know stuff about money
• Set example with how organization funds are managed, used, and reconciled
• Steward of student money
• Example of financial wellness
• Request all funds
• Complete all audit forms
Sound Budget Management
• Draft a written budget plan, including reserve funds • Keep track of all income and expenses • Meet regularly with advisor to review accounts • All expenses should be pre-approved by YOU • No receipt, no reimbursement • Consider membership dues • Fundraising
– Everyone’s responsibility – Watch for issues with contracts (Coca-Cola, Huntington Bank, Barnes
and Noble, credit card programs)
• Retain records for pass-down to next treasurer
Resources for Operations
Center for Student Leadership & Service
The Center offers programs, resources, and
services for individuals & student groups
at beginning, intermediate, & advanced
levels, to help take the next step in
membership, leadership, and citizenship.
Your point of connection for the full
spectrum of involvement at Ohio State.
• Lounge
• Graphics Department
• Video Department
• Meeting Rooms
• Office Space & Lockers
• Leadership Library
• Resource Room
Center for Student Leadership & Service
Resource Room
• Resource Room Handout – Page 4 • Annual $250 Line-of-Credit to spend on resources. • Line of Credit is reset at conclusion of registration period; not
available until organization obtains Active status. • When Line of Credit runs out, or if so desired, items may be
purchased with cash/credit/Buck ID. • All members can use Line-of-Credit. • Only leaders may check out equipment. • Items available for individual purchase too
ohiounion.osu.edu/get_involved/student_organizations/resourceroom
Ohio Union Website
ohiounion.osu.edu Your home for info!
Approved programs listed on daily event
calendar
Meeting & Event Space
Center for Student Leadership & Service
Access free workshops and retreats for your
organization.
Center for Student Leadership & Service
Go to Get Involved and click Student
Organizations
Most Popular: link for Student Organizations
Student Organizations home page
Click here (on any student org page) to
access the management system
Guidelines, documents, links, access to marketing/
graphics/video services
Click here (on any student org page) to
access the management system
Funding: important treasurer information, including
deadlines guidelines, and documents
Enter your OSU.# username and password Only the listed Treasurer can
apply for funding
Your organization and desired function
View line of credit balance
Scroll down…
…to view EIN on file
CSA Funding Process
Funding Oversight
• Council on Student Affairs (CSA) – University Senate committee, chaired by student – Determines Student Activity Fee (SAF) Allocation – CSA Allocations Committee oversees student organization
programming funds • Ohio Union Staff
– Oversee funding distribution – Advise all SAF programs
• Student Organization Treasurers – Follow guidelines, spend appropriately – Ethical, Positive use – Reporting process (audits)
ohiounion.osu.edu/get_involved/student_activity_fee
Student Activity Fee Funds
ohiounion.osu.edu/get_involved/student_activity_fee
Operating Funds
Operating Funds
• Operating expenses necessary to maintain your
organization
• $200 annually
• Apply between July 1, 2012 and April 1, 2013
• Must audit by May 1, 2013 or when spending is
complete
• Return any unused funds by May 1
• Check cut in advance; or can spend funds first
ohiounion.osu.edu/get_involved/student_organizations/funding
Operating Expenses • Handout Page 6
• Advertising/Promotion/Printing
• Bank Charges
• Books/Subscriptions
• Dues/Fees
• Equipment/Facility Rental
• Food – Recruitment or marketing events only
– Audit limited to 50% of allocated funds
– Only Coca-Cola products may be purchased
• Membership Awards
• Office/Consumable Supplies
• Travel/Transportation
• Other
ohiounion.osu.edu/get_involved/student_organizations/docs_links
Apply for funds online
All requirements complete
Check requested from University [3 weeks]
Check available for pick-up Center for Student
Leadership and Service
Spend $
Audit funds
e-mail confirmation sent
e-mail if incomplete
e-mail when available
e-mail when complete
Select operating request form
Helpful reminders when filling out the form – please read them!
Select fundable category in which you are requesting
funding
Describe the expected purchase according to the
fundable guidelines
Provide $ amount requested for this item, according to
guidelines
Add additional line items by pressing Add Cost
Include all budgeted items on one request form.
Will generate and error if more than $200 is requested
The form keeps a running total of your
line items
Once you have budgeted for $200
Edit any line item to get under budget
Click Update/Submit to complete your request
Once your request is submitted the Request Confirmation will appear on
screen
Already received Email confirmation!
Email confirmation, with advisor approval links.
Programming Funds
Programming Funds
• Reviewed by CSA Allocations Committee – Review starts after deadline, takes three weeks
• Fundable programs must: – be an educational or service activity held on campus or a
service/outreach activity held off-campus
– be open to all students beyond the membership of the sponsoring student organization
– provide developmental and educational outcomes for all participants
– be held at a public venue on-campus
• Review CSA Guidelines online for prohibited expenses/non-fundable programs
ohiounion.osu.edu/get_involved/student_organizations/docs_links
Programming Funds • $2000 or $3000 annually (depends on active status) • $1500 programs meet with program planner • Issued on a reimbursement basis
– Some costs may be paid for directly (OSU vendors) • Must audit within 30 calendar days after scheduled
program date • Request deadline based on event date:
– July 1: program dates 8/16 – 10/15 – September 1: program dates 10/16 – 12/31 – November 15: program dates 1/1 – 3/15 – February 1: program dates 3/16 – 5/31 – April 15: program dates 6/1 – 8/15
ohiounion.osu.edu/get_involved/student_organizations/funding
• Handout Page 7
• Fully fundable Categories – Speaker Costs/Entertainment
– OSU Physical Facilities/Personnel/Equipment Rental
– Consumable Supplies
• Percent-limited Categories – Food & Beverages (limited to 40% of the total cost of the entire
program)
– Publicity/Apparel/Takeaways (limited to 20% of the total cost of the entire program)
– Travel (up to 50% of the transportation and lodging expenses associated with a service program not on campus)
Programming Funds
ohiounion.osu.edu/get_involved/student_organizations/docs_links
Apply for funds online before the deadline
CSA Allocations meets and approves funding requests
Requested program held on scheduled date
Submit audit within 30-days of scheduled program date
e-mail confirmation sent
e-mail status within 3 weeks of application
deadline
Check requested from University [3 weeks]
7 days to appeal if denied
Pick-up Check - Center for Student Leadership and
Service
e-mail when complete
e-mail when available
Approved $ = Max $
Select programming request form
Select funding window, click New Programming Request to
start
Select a descriptive program
name
Select the program date and time – this section checks for programming
funds deadlines
Select the program date and time – this section checks for programming
funds deadlines
2.specific on-campus location
3. Collaborative program? All groups
must apply
1. Start/End Time
4. Select program type as defined by the student organization guidelines
Please explain the program for the allocations committee (i.e. agenda, itinerary, activities).
BE SPECIFIC
Please explain the program for the allocations committee (i.e. agenda, itinerary, activities).
BE SPECIFIC
Better descriptions are more likely to be approved the first-
time around
Explain evaluation and
success of program. Be
specific.
Estimate the number of attendees and
student attendees you plan to have at
your program
Enter admission fees if
applicable.
Identify your marketing plan
Describe each expense specifically
Follow these helpful hints to complete the budget portion.
Read before advancing!
Expenses can be fully or partially covered by CSA funds, or covered
by an outside source.
Expenses can be fully or partially covered by CSA funds, or covered
by an outside source.
Expenses can be fully or partially covered by CSA funds, or covered
by an outside source.
Hit update to total program budget and requested amount
List other funding sources
here
One last step. Certify…
And Submit!
Errors will appear here – go back and fix to resubmit
Computer goes back to program list for your group; Submitted program
is now showing up
Click view to see what was submitted
Use this four-digit ID when referring to your program.
Click to delete. But…
Only delete if you mean it!
Completing Audit Forms
Submitting an Audit • Original, Itemized, Legible Receipts • Delivery orders/sales slips/confirmations/signed
statements alone do NOT count – most need “proof of payment” – Proof of payment can be a cancelled check, credit card or
bank statement
• To pay Ohio Union costs directly, must submit invoice, not confirmation; write “please pay directly”
• YES! It’s okay if actual expenses differ from estimated budget
• Contact us if you have questions about paperwork, before you submit an audit
ohiounion.osu.edu/get_involved/student_organizations/funding
Must be filled out by treasurer
List each receipt/payment
separately
What/why
JugglersRUs
Garage
Band
Performances at event 50
200
Follow these steps!
This (or bank statement) shows the
funds have cleared your account
From the bank account, not a
photocopy of the check
Proof of Payment: Cancelled Check
Acceptable Receipt
Each item purchased is listed separately and lists each unit
price along with total
P*ps* products not a fundable item! Purchase only Coca-Cola
Products!
Lists only total and does not show items
purchased
Not Acceptable
Not Acceptable
Itemized, shows amount, does not show proof of
payment
Not Acceptable
Illegible – this group waited too long to turn in
their audit!
Not Acceptable
Acceptable?
Itemized with total
Proof of payment
Acceptable!
Not Acceptable
Almost…
shows amount, does not show proof of payment
Acceptable!
Not Acceptable
Cannot pay from confirmation
Invoice can be paid directly from approved
funds
Sign-in Sheet Complete Evaluation
Stop by Resource Room Thanks for Coming!
Jeff Pelletier – 292-8763 [email protected] @JeffBC94
Human Resources for your Organization
Adam Burden – Coordinator, Student Involvement Organization registration management, trainings
Deb Cunningham – Coordinator, Student Organizations
Funding process Katie Dean Williams – Graduate Administrative Associate Resource Room operation, Student Staff supervision