ASISU FINANCIAL WORKSHOP

2015-2016

ASISU Financial Technician

Assistant

Tyler Liddle

Introductions…

208-282-4588liddtyle@isu.edu

Mahrika Davis

HANDOUTS

Be sure to sign the Training Verification to make sure your club gets credit for coming!

Training Verification

Quick Guide to Paying Expenses

Request for Payment Forms

Incentive Points Requirements

Yearly Club Checklist

Click icon to add picture

TWO IMPORTANT THINGS FIRST OFF

A W9 and ISU’s Non-Cash Prize or Award

Documentation Form is required for all gift

cards and/or prizes such as Kindles, iPads,

speakers, mini fridges, iPod, etc.

A contract is required anytime someone comes

to campus to perform or speak.

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 3/17/2016)

$500 cap subject to funding availability

Must attend Financial Workshop, New Officer Training, and host a booth at one Student Organization’s 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)

$500 max determined for this year

June, 27 2015 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 Initial Deposit

Clubs may apply for a maximum of $500 $300 for this year

FUND-RAISING LOAN

Loan from ASISU to be used for fund-raising 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

Each point will be assigned a dollar amount by

dividing the incentive funding for that semester

by the total number of points earned. A minimum of 25 points will be required to

receive an allocation.

Deadline: November 13, 2015 by 5pm

March 31, 2016 by 5pm

Activity Categories Include:

• Club Events

• Service

• ASISU Events

• Any ASISU or ISU Event

• ISU Athletics

• Homecoming Events

• Springfest Events

• ASISU Student Organization Retreat

GENERAL INFORMATION

All financial transactions are processed

in am the Involvement Center (1st floor

PSUB)

8am – 5pm Monday - Friday

Account balance must be verified

before disbursing funds

PAYING EXPENSESA Request for Payment (RFP)form must be turned in withtwo authorized signatures inorder to process transactions.

These forms can be

picked up at the

Involvement Center

or downloaded from

our website

Who is authorized to sign?Who is authorized to sign?

AU

TH

OR

IZED

SIG

NATU

RE

SH

EET

PAYING EXPENSES: DOCUMENTATION

Must have original invoices (not

Statements)

Receipts Original

Name of business

Must indicate amount paid and how is was

paid

Return all documentation to the

Involvement Center within 5 business days

for processing

Must pay sales tax unless reselling the

items

PAYING EXPENSES:

Any expense over $200.00 must have Involvement Center approval.

All receipts must be turned in 5 business days after transaction.

METHODS OF PAYMENT

Cash Reimbursements

Cash Advances

University Check

Purchasing Card

Requisitions

On-campus vendors

Travel Honorariums (payment to individuals for services)

CASH REIMBURSEMENTS

Bring in Receipts and Request for Payment

$200.00 limit on Reimbursements

Within 5 business days of transaction

Uses Refreshments

Supplies

Do not use food stamps to pay for

items. You will not be reimbursed.

CASH ADVANCES

$200.00 limit

Receipts and leftover money must be

returned within 5 business 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’s used with food stamps

UNIVERSITY CHECK For reimbursements over $200.00 Request for payment form filled out Name, SS number/Bengal Card Number &

address. Will need to sign ISU reimbursement form.

W-9 needed for people not in ISU system (ex. Non students and non faculty/staff)

If getting reimbursed 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

UNIVERSITY CHECK All checks take 15 business days to

process. Reimbursement checks, travel checks,

honorarium checks. Account Director signs, then University

Business Officer. Goes to Accounts Payable to be reviewed and

processed.

PURCHASING CARD

Works just like a VISA

$2,500 transaction limit

May not be used for travel, honorariums, or

reimbursements

Card holder has to make the purchase not the

club

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

PURCHASING CARD

REQUISITIONS/PURCHASE ORDERS

Requisitions are used when a Purchase Order

is to be sent to a vendor for ordering goods or

services

Reqs are needed for anything costing over

$2,500.00

If an invoice is over $500 and cannot be paid

with the P-Card, a Req will need to be done.

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

ADDITIONAL INFORMATION

ON-CAMPUS VENDORS

Chartwells

Total Copy Center

Bookstore

Mail Center

Alumni House Outdoor Adventure

Center

Motor Pool

Craft Shop

Games Center

Campus Recreation

Scheduling & Events

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!

ON-CAMPUS VENDORS

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

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

Sedans, minivans, Gas credit card

Club is responsible for $500 deductible

Any medical expenses that incur the individual is reasonable for.

TRAVEL Cash advances/reimbursements are not used

Can pay for trip with own money and get

reimbursed upon returning. (15 business days for

check)

Travel advance can be taken out. Ten days notice needed for advance.

No more then 60 days prior to trip.

The student cashes the check and pays all the bills.

The student receiving the check is responsible for

bringing back all receipts.

Be sure to bring back receipts within five days of

trip If receipts are not returned, a hold will be placed on

your personal account

TRAVEL - MINUTES ISU requires meeting minutes for travel expenses

as documentation.

If your club is not recording minutes, get someone

to.

Minutes are to protect you, the club, and the

university.

We don’t need minutes turned in with travel

paperwork, but we may ask for them anytime and

expect you to provide them if asked.

TRAVEL

Airline Travel Receipt copy

Personal car mileage License plate number A receipt showing you

went somewhere.

Rental car fees and gas Receipts needed

Lodging Receipt with zero

balance

Per Diem (Meals, Tips) No receipts needed

Registration Receipt showing

amount paid

Ground

Transportation (taxi,

buses, shuttle) Receipts needed

Receipts needed upon return:

HONORARIUMS Honorariums are payments to:

SpeakersArtistsGuest instructorsSports officialsDance D.J.sAnyone else performing some type of

serviceRemember, a contract is required for

anyone coming to campus to perform, even if they are not charging your club.

If speaker is part of the University, we must pay them though the payroll system. Faculty Staff Students

HONORARIUMS

University Check (15 business days to process) 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 and all proper paperwork filled

out, a check can be prepared for you to present at the

time of your event. Otherwise, the check will be

mailed afterwards(15 business days prior to event)

HONORARIUMS

CONFLICT OF INTERESTThe Idaho State Board of Education gives the following in

its policies and procedures: conflict of interest occurs

when a person's private interests compete with his or her

professional obligations to the Board-governed entity to a

degree that an independent observer might reasonably

question whether the person's professional actions or

decisions are materially affected by personal

considerations, including but not limited to personal gain,

financial or otherwise.

• ISU is considered a Board-governed entity • To avoid a conflict of interest, please do not

purchase items for your club from immediate family or close friends

The State of Idaho has ruled that all monies which flow

through the University are subject to Idaho State spending

guidelines. All funds deposited with the University,

regardless of source, are University funds and must be

handled in accordance with University policy

DEPOSITSDeposit 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

New Deposit Form

Please roll coins

NEW DEPOSIT FORM – USE FOR EVERY DEPOSIT

DEPOSITS & SALES TAX

Garage sales

Admissions

T-shirt sales

Welcome/Finals

basket sales

Space Rentals

Class notes sales

Food sales

Book sales

Other

merchandise

sales

You must remit sales tax from certain fundraisers:

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

CLU

B T

RA

NS

AC

TIO

N R

EP

OR

T

Reports are available upon request in the Involvement Center

Check your club mailbox regularly

Get a W-9 and ISU’s Non Cash Prize form for

winners of gift cards and raffle prizes

Original receipts for all transactions

Contract required for all speakers or performers

Club registration sheets due Friday September 25th

Inventive Points Due November 13, 2015 by 5pm

DON’T FORGET:

QUESTIONS?