Treasurer Training2014-2015

Cory Lang, Student Senate TreasurerJake Boldig, Student Senate Finance Chair

Elizabeth Brzeski, Senior Director of Student Affairs

Duties & Responsibilities

Keeping financial records in order

Paying all bills on time

Presenting creative ways to raise funds

Being trustworthy and responsible

Creating and proposing the organization’s budget for following academic year

Follow proper policies and procedures including Carroll University Student Senate Financial Allocating Guidelines

Understand how to use all of the budget forms

Finance Guidelines

All financial rules that must be followed can be found in the Student Senate Financial Allocating Guidelines

Please take time to read over the Financial Guidelines

Look over any changes you may notice!

See Treasurers Information page

Account Numbers

Listed as a span of four different number sets

Example: 10-3590-5590-7583

Fund All org accounts start with a “10” fund

Cost Center All org accounts are under the “3590” cost center

Expense Account Different expense account for each area

Ex: 5590 = supplies & other

Project Code Each org has their own code

Ex: Student Senate = 7583

Commonly Used Expense Accts

5510: Travel & Conference

Hotel Accommodations

Airfare

Transportation

Conference Registration

Carroll University Van Rental

Mileage / Other transportation

5520: Postage

5530: Telephone & Fax Expense

Commonly Used Expense Accts

5540: Printing & Duplication Expense Carroll Duplication Expense

Charges to print from an outside vendor

(Newspapers / Magazines / Etc.)

5545: Contracted Individuals Independent Contractor:

Guest Lecturer

Entertainer

5550: Contracted Companies Contracted through Agency:

Band

Performer

Commonly Used Expense Accts

5560: Rentals Expense Rentals of Equipment:

Chairs, Tables, Etc. (from an outside company, not though Carroll)

School Buses (First Student Bus Company)

Movie Rentals (Swank)

5570: Subscriptions & Memberships Magazines, Periodicals, Etc.

Membership to organizations (individual & group)

5590: Supplies & Other Charges that don’t fit anywhere else

Supplies

Bookstore Charges

Prizes

5740: Chartwells

Reservations and Events FeeStudent Senate 2013-2014 Financial Allocating Guidelines

Article III, Section 15:

The Student Senate will set aside an adequate amount of money to supplement costs incurred through the Reservations and Events Office. If any late fees are incurred, these will not be funded by the Student Senate or any funds received from the Student Senate. Organizations must pay for any late fees using either their “O” account or they must find funding outside of Senate or their budget to cover these costs.

Reservations and Events Fee

Step 1: Reserve rooms, tables, chairs, etc.

Step 2: Hold event!

Step 3: Send receipt to sstreas@carrollu.edu

**If late fees are incurred, the organization will be responsible for covering the event fees with their “O” account.**

Reservations and Events Fee

Organizations will be initially charged for Reservations and events fees.

The Student Senate treasurer will then transfer money into the organizations account (reimbursement)

Helps to maintain accurate record keeping of all organization’s events.

Financial Forms Request for Payment Form

Found on Treasurers Information page

All original receipts must be included (NO COPIES!!!!)

Must be submitted within 30 days of purchase

If prizes are on there, must include prize log

List of attendees if outside event

Example: Chicago trip to Shedd Aquarium

Tax Exemption

W9

Prize Winners Log Found on Treasurers Information page

Must be filled out for any prize winners

Only Carroll Students should be winning prizes

Fill out for specific request (make it look nice)

Financial Forms*All forms found on Treasurers Information Page*

Invoice

Budget Transfer Request

Used to transfer money from one expense account to another within your organization

Can only transfer in whole dollar amounts

To cover charges in other expense areas

Request for Purchase Order Form

Another way to purchase items from vendor

No need to be reimbursed

Still send invoice, but company feels more comfortable with it

Financial Forms

Expense Report for Travel

Itemizes Travel

Must remember 75% and $100 cap rules!

Attach all receipts

Conference agenda attached

Student Senate Request for Funding Form

Due Wednesdays at Noon in order to be discussed at the next Finance Committee meeting

Fill out on Campus Computer

Email in attachment to sstreas@carrollu.edu

Internal Charges

Carroll University Van Charges

Use of Vans

Gas Charges

Chartwells

Bookstore

Duplication

Mailroom

When you are told what the charges are, please report them to sstreas@carrollu.edu

Frequently Asked Questions

Where can I find all of these forms?

On the Treasurers Information page

When do all Request for Payment need to be in?

Friday by noon

So they can be taken care of for the following week

Where do I turn them in?

DO NOT TAKE THEM TO THE BUSINESS OFFICE

Take them to the Student Affairs Office

Wooden shelf underneath the TV on wall

Bottom of shelf, box that says “Student Org Requests”

Frequently Asked Questions

Can the forms be printed and then filled out by hand?

Please fill them out on a campus computer and then print

Business Office needs to be able to read them

What kind of documentation needed?

Original receipts or documents that prove the request

Prize logs

List of attendees for outside events

Conference Agendas for travel

W9s if needed

Frequently Asked Questions

How much is in my budget?

You should be keeping track

Can track in spreadsheet

Can double check with SS treasurer

When do Requests for Funding need to be in?

Wednesdays by noon to sstreas@carrollu.edu

Additional Questions?