Treasurer’s WorkshopFiscal Year 2014

Presented by:

Blanka Caha & Joshua Barry

9/10/13, 9/11/13

Club Signers Book Two authorized signers, usually President and

Treasurer Budget hardcopies/emails The Lynx

www.uvm.edu/clubs Supplemental Forms, Travel Forms, Etc.

Mailboxes Resources – www.uvm.edu/sga

Important Information

Financial Calendar

Outlines events and deadlines www.uvm.edu/sga and in the Treasurer’s

Manual.

Account Details Chartstring

Source numbers

Budgeted Fund (130)

Determined by the SGA Finance Committee

All expenses outlined in budget

Budget reallocation process

SGA General Fund

Fundraised Fund (131)

Funds raised to the organization Money must be spent to benefit the ENTIRE

club and its goals. Spending is not limited to that which was

approved by the Finance Committee during the last fiscal year.

Required deposit of $100 by February (2014) Funds rolled over to the next fiscal year

Donations (311)

Through the UVM Foundation 5% Processing fee on all donations Under no circumstances shall alcohol be part

of donation to the club, or to any auctioning activity. It is absolutely imperative for any SGA organization to refuse such a donation.

Additional information is available on the UVM Foundation website at: www.uvmfoundation.com

Frozen Accounts No ability to access money from budgeted (130) or

fundraised (131) account Accounts may be frozen due to:

Defaulting on a loan Not staying “in good standing” by Student

Activities Committee standards Failure to repay petty cash Insufficient balance in account/overdrawn account

Unfreezing accounts

Purchase Order Request (PO) Most vendors accept Purchase Orders

legal promise of payment from the University The request must be dropped off at least 7-

10 business days in advance—no backdating!

UVM cuts checks on Tuesdays and Fridays only, so make sure you plan ahead

Purchase Orders Continued

How to fill out a PO RequestHave an amount – even for just a PO

Give the FULL vendor name and address, this includes the Zip Code

When renting a vehicle/bus give ALL of this information

Select the fund (s) the money is coming from

and

one of the four options below

Remember:

For a check – you must have some type of quote/invoice/statement saying you owe the vendor something!

Hurry and ASAP are NOT a date

Purchase Orders Continued Do NOT commit money to any vendor until a

Purchase Order is processed. This is unauthorized spending.

Be sure to have ALL necessary paperwork before dropping anything in the PO box

Respond promptly to notices from the Treasurer Request copy will arrive in the club’s mailbox

Proves that the request has been submitted. Does not mean that it has been approved

Vehicle Rental Requirements to drive UVM owned/rented

vehicles Minimum age (19) Certification course

http://www.uvm.edu/~riskmgmt/?Page=driver_train/index.html

Transportation policy: http://www.uvm.edu/sga/resources/documents/sgatransportationpolicy.pdf

SGA Vehicle Rental

Must be reserved no more than 4 weeks prior to the anticipated rental date

SGA Fleet 8 vans at $80/day 1 pick-up truck at $60/day

Outside Vendor Vehicle Rental

Outside vendors: Hertz (Preferred)

Enterprise (driver must be 21) First Student (school buses) Premier Coach (coach buses)

Dattco Requires a payment order

Must fill in additional information section of payment order request form

Renting from Hertz

Bus Rental

The SGA may partially fund for chartered school buses Difference is to be paid from the club’s fundraised

fund (131) for coach buses Clubs may fund a bus on their own if the event

is not budgeted Contracted vendors must be used

Special Purchases Payment for an individual providing a service

Independent Contractor Form and/or W-9 Form Must have a contract Coaches and other temporary employees do not fall

under this category Ordering products with University symbols

Must fill out licensing waiver Office Supplies (no PO request form needed)

Use UVM Bookstore, UVM Print and Mail, or Staples Reimbursement (Extremely Rare)

W-9 Federal law and UVM auditing

policies require a W-9 to be on file for all vendors used Employee ID number or SSN must be on

the W-9 and it must be signed. A W-9 is needed before the

Purchase Order Request can be submitted—your responsibility

W-9’s are needed only for new vendors.

Independent Contractor FormInclude name and social security number of the payee. Unit/dept. is Student Government Association. You fill out the form preparer information.

Do not sign here! This is for the Finance Office.

Fill out citizenship information

Fill out only sections I, II, and III, as well as C unless dealing with a researcher.

Don’t forget to fill in the description of services

Base Contract Form

Needs a signature from the purchaser (club representative) and Director of Student Life (Pat Brown)

Cost, date, and location are needed

Needs telephone number and SSN

Special Purchases—Food

Catering on campus is subject to other policies Sodexo waiver needed for outside catering on

campus. Exceptions: Purchase of pizza Catering by University approved vendors Potluck for Club by the Club Catering on campus is submitted online through

the Conference and Events services website and requires 2 weeks for approval

Credit Card Charge

Used if no other form of payment is acceptable (ex. hotels, plane tickets, internet order)

Arranged during Finance Office business hours only

Petty Cash Used sparingly Responsibility is

placed solely on the individual

Must close out with original receipts and/or cash on time

One Petty Cash open at a time per club

The Charge Card (“Orange Card”) Works for expenses incurred within the University

i.e. Print and Mail & Bookstore with up to a 30% discount. One transaction/card, authorized by an SGA

authorized signer (Sara/Blanka/Josh)

Loans Made with the approval of

the SGA Treasurer Loan payment schedule made

during the loan hearing The SGA reserves the right to

derecognize any organization failing to repay a loan

No interest applied

Student Government Association Loan Request Form *Please print clearly

Date: ____________________

Club Requesting Loan: __________________________________ President/Treasurer (Name):_______________________________ Date Loan Needed: _____________________________________ Amount: ______________________________________________ Purpose (Please include exact costs and breakdown): ________________________ __________________________________________________________________________________________________________________________________________________________________ Repayment Method: _____________________________________ __________________________________________________________________________________________________________________________________________________________________

(Please obtain updated figures from SGA Finance Office) _________________________________ ____________________________ Organization Treasurer (signature) Organization President (signature) *Please fill out the form completely. Return it to the SGA Secretary and make a time to meet with the SGA Treasurer to discuss the loan. *Loan Request Forms must be returned at least 2 weeks before the loan is needed.

Budget Account #: ______________________________ Revenue Account #: _____________________________ Budget Account Balance: _________________________ Revenue Account Balance: ________________________

Deposit Slips

Used to deposit cash, checks, and unused petty cash

Absolutely NO account out of the University system

Reserving Space

Called Virtual EMS https://emsweb.uvm.edu/virtualems/,

Easily found under UVM A-Z

Clean up to prevent custodial charges

Reserving Space

Reserving Space

Reserving Space

Reserving Space

Financial Transaction Reports

Monthly basis Look for emails from sgafnanc@uvm.edu Use this email for requesting copy of your

budget and fund balance inquiry Additional information on SGA Resources

webpage

Additional Funding Funds for new and current clubs

Supplemental, Gas Supplemental, Capital, Nationals, Diversity Enhancement, Uniform Fund, and Student Professional Development Fund

Submit forms online by noon on Mondays Hearing with the Finance Committee No hearing for Gas Supplemental Requests under $2,000.00 do NOT require an advisor’s

approval email SGA Senate approval needed if over $2,000.00—more time

Note: The more detailed the information provided on the form the better

Supplemental Funding Utilized for items/events not included in the

original budget i.e. hotel rooms, flights, van rentals, supplies, equipment

and materials, as well as outside people and organizations General guidelines

Hotels: Up to $120/night/room with 4 people/room Flights: Up to $900/semester for two people Up to 75% of any “fee” may be allocated Food following appropriate criteria

Allocation Criteria for Food

Money for food may be allocated if used in one of the following ways: Educational purpose coinciding with club’s mission Culture/Religious group function (ex. holiday

dinners/meals) Meals for a speaker and two club members Meals for a club retreat

Requesting Supplemental Funding

Step 1: Log in to The Lynx (www.uvm.edu/clubs)

Step 2: Search for SGA Senate Finance Committee

Step 3: Click “Forms”

Step 4: Select the appropriate form for your request

Step 5: Fill out the form as accurately as possible. Click “submit” when you are finished. An email confirmation that you have submitted a request will be sent shortly thereafter.

Step 6: Wait to receive an email confirming your hearing time (if a hearing is necessary).

-Bring supporting documents to the SGA Office Front Desk.

-The online form and all documents must be turned in by noon on Monday for consideration that week.

-Allocations made and decisions emailed to you by noon on Friday of the same week.

Step 7: If your request is for more than $2,000, your advisor must send an email to sga.finance@uvm.edu confirming their knowledge of the request

-The email must include a description of fund use and the amount requested

-It is acceptable for you to send an email to your advisor with this information and for your advisor to email their approval

Gas Supplemental Funding

Gas is never budgeted for Must print out Mapquest directions for trip

(with route and total miles traveled) and bring to SGA office front desk by Monday at noon to be considered that week

Estimate the gas expense with the average gas price at the time, based on the Mapquest information

Must be done before trip

Capital Project Proposal

Special Funds available for tangible items durable for five years or more

Bring price estimate for the item(s) needed and any additional information supporting the allocation to SGA office front desk

Diversity Enhancement Funding

Utilized for events of a cultural or religious nature in order to enhance diversity and benefit the campus as a whole i.e. holiday events, speakers, etc…

Must be an on-campus event

Food may be allocated for events supporting diversity

Nationals Funding

Used for qualifying national events, an acknowledgement for athletic achievement

This fund has more flexibility in regards to the maximum amount of funding allocated

Uniform Funding Used as an aid for clubs to obtain uniforms

(will not fund full purchase)

Three year rule

Evidence or intention of fundraising for the purpose of buying uniforms must be shown

A detailed distribution plan to ensure that uniforms are not lost or stolen is required

Student Professional Development Fund Fund available to students who have achieved

significant recognition for work/services in their field of study Used to further enhance knowledge through conferences,

seminar, etc… Not to be used as an internship stipend/funding

Detailed proposals are to be submitted to SGA Treasurer for review and allocation

Contact Josh for more information

This is a list of clubs that HAVE NOT done their club update/registration form on the Lynx. These clubs accounts have been frozen and they cannot access

their funds until they visit the Lynx and complete the registration process. Contact Sara with any questions or problems.

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Questions?