RSO TREASURER TRAINING Presented by the Office of Student Involvement & Student Government.
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Transcript of RSO TREASURER TRAINING Presented by the Office of Student Involvement & Student Government.
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RSO TREASURER TRAINING
Presented by the Office of Student Involvement & Student Government
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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.
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People to KnowFelicia Nachef – A&S Budget Assistant Ensures sufficient funds are available General budget information & account numbers [email protected]; 590-7730
Karli Gomes – Student Government Treasurer Ensures purchases align with the Finance Code [email protected]; 590-7877
Sue Hertle – Executive Secretary Makes purchases for student organizations [email protected]; 590-7740
Ashton Hartley – Coordinator for Student Organization Development Ensures organization is active and in good standing [email protected]; 590-4410
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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
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• A&S Fees• Funding• Annual Budget• Senate Bills
Student Government Funding
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Funding 101: Activity & Service (A&S) Fees
UndergraduateFL ResidentDifferential
UndergraduateFL Resident
No Differential
UndergraduateNon FL Resident
Differential
UndergraduateNon FL ResidentNo Differential
Graduate FL Resident
GraduateNon FL Resident
Tuition Base $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
Total Per Credit Hour
$203.94 $167.56 $838.73 $802.35 $373.38 $1,300.66
Tuition & Fee Details: Fall 2015, Spring 2016 & Summer 2016
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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
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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!
Due: October 2nd at 12PM
ABAs are reviewed by the SG
Appropriations Committee
Each group will get a hearing to meet
with SG Appropriations
Committee
SG Appropriations Committee
approves Budget
SG Senate approves Budget
Student Body President approves
Budget
University President approves
Budget
Funds are uploaded into accounts on
July 1st
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A&S Budget Forums
*MANDATORY if planning to go through annual budget process*
DatesWednesday, 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
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SENATE BILL PROCESS(Operational Funding ONLY - 8 weeks to complete)
*Cannot spend money before it is uploaded into your account
Contact Senate President:
Submit Senate Bill request form
with proper documentation
through EagleLink
Meet with bill sponsor and
work with them to author bill
Sponsor will submit bill to
Senate Executive
Bill reviewed by Senate
Committees
Bill placed under first reading
One week later, bill placed under second reading and voted on by Senate
If passed, bill receives
necessary signatures and is
processed
If applicable, funds deposited
into account within 7-10
business days
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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, Sun Coast Credit
Union, 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
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• Purchase Order Forms• Pre-Authorization Forms• Payee Invoices
Purchasing & Spending Money
*All forms are available in the Office of Student Involvement
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PURCHASE ORDER REQUEST FORM
Required Signatures: President, Treasurer and Advisor
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 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
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SIGNATURE PROCESS
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Reimbursements
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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 Signatures Needed:
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
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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
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• Special Conference and Travel Committee
• Travel Funding Request Process• Purchasing and Reimbursements
Travel
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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
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Travel Funding Request Process
Submit request with proper documentation
through EagleLink(Domestic Travel Planning
Form)
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
Committee will determine the
amount of funds to be allocated for the trip
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**
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Special Conference and Travel (SCT) Committee
QUESTIONS?
For more guidelines and SCT committee information, please contact: SG Travel Chair: [email protected] Senate President: [email protected] SG Treasurer: [email protected]
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TRAVEL: Purchasing & Reimbursements
Purchasing Attach approval document from SCT committee to
purchase order request form and submit to OSI for processing Be sure to allow for OSI’s purchasing policy and submit
paperwork at least two weeks in advance Purchase Order Request form is required for:
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
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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.
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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
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QUESTIONS ?