Cot module 2

Module 2Spending Club Money

• This module contains A LOT of information. Take your time & read it carefully.

• Your advisor has given you the Club Resource Manual. You should follow along in this manual as you do this training.

• Your manual will be more detailed than this training. Please refer to this full manual as your guide on policies.

Quick NotesModule 2: Spending Money

• Advisors and club members must follow all procedures contained in the full manual.

• ALL PVCC student organizations are subject to the purchasing guidelines that apply to all 10 Maricopa Colleges.

Quick NotesModule 2: Spending Money

Club Officers must complete Club Officer Training either online or at an in-person session by the stated

deadlines

• A club must submit a Club Statement of Activity Form

Only Active Clubs Can Spend Club MoneyActive Club Status

• Each student organization has a Fund 910 account kept at PVCC.

• This means the club has an account that allows remaining funds to “roll-over” and accumulate from year to year.

• A club can add money to its 910 accounts by participating in fundraising, contests & incentive programs.

• Some clubs may also have a Scholarship Account. This money also rolls over from year to year.

• Learn more about raising funds for your club in Module 4: Fundraising.

Where Club Money is KeptClub Accounts

Petty Cash: Most common way for clubs to spendmoney. For purchases of items $100.00 and under.

Cannot be used for services like printing, performers,

Inflatable games, etc.

Club SpendingThere are 2 Ways to Spend Club Money:

DO NOT MAKE PURCHASES WITHOUT USING ONE OF THESE METHODS OR WITHOUT THE PROPER APPROVAL.

UNAUTHORIZED PURCHASES WILL NOT BE REIMBURSED.

Purchase Order: For the purchase of things over $100

and other things that petty cash can’t buy such as for paying speakers, performers, etc. Also used for vendors needing checks, for items that need adeposit or for a club to make a donation.

• Food supplies for fundraisers

• Food for club parties or celebrations

• Promotional items to recruit members like candy or pencils, etc.

• T-shirts for club members

• To pay for performers, speakers, DJ’s

What Stuff Do Clubs Buy?Club Spending

• The Official Function Form must be completed and signed by the Student Life Director and the Dean or Vice President of Student

Affairs before the purchase is made. This form must be attached to any petty cash form or requisition when:

• A. Food is served (ALL food sales such as: BBQ’s, candy, snacks, etc.).

• B. Decorations are purchased (table clothes, balloons, etc.).• C. Rooms or facilities rented (to hold a conference or workshop).• D. ANY type of giveaways or promotional items (gifts, door prizes, etc.).

• Let’s take a closer look at the Official Functions Form…

Giving Items Away for Free

Club Spending – Official Functions

• Must be used when spending money on food that will “be given away for free or sold” (Examples: Club Pizza Party, giving away candy, BBQ’s).

• An Official Function Form must be approved by 2 people: the Director of Student Life and the Dean or Vice President of Student Affairs.

• What the club needs to do: complete the Official Function Form & submit it to Student Life. Include the contact name & phone number for the club advisor.

• Student Life will call your club advisor when the form has been approved by everyone.

• Sometimes it can take a few days to get this form signed, so plan ahead! You will not be allowed to take out petty cash for food until the form is approved.

Sample Official Function Form in Club Officer Manual

Official Function Forms

SampleOfficial Function Formwww.pc.maricopa.edu/studentlife

Item 4

Write a detailed description of the event

Item 5

The description must be detailed and provide specific activities or objectives of MCCCD

Must be approved by several people.

Your club wants to buy pizza to serve to all club

members attending a planning meeting for a

community service project. You are required to

submit a signed Official Function Form when

requesting petty cash for this purpose. Which

answer is a sufficient example of an appropriate

description for an Official Function Form?

A. “We are buying pizza because it is our money, and we’ll do with it what we want.”

B. “To buy pizza for our club meeting.”

C. “Club members will be meeting to discuss plans for a service event at a local food bank. The meeting is an opportunity for our club members to work together on a common goal. Activities of this nature promote leadership development and fellowship among members while creating a sense of unity and pride at Paradise Valley Community College.

ScenarioLet’s Practice

The answer is C!

The answer provides clear details and explains how

the event fits the objectives of MCCCD.

• Used to make purchases of goods $100.00 and under. (ex: things you can touch).

NOT to pay guest speakers, DJ, performers, or other services (such as printing logos on shirts).

• Only one petty cash voucher per club is allowed out at a time. For example, you cannot use one $100 petty cash voucher to purchase a $400 item.

• Cannot use petty cash as a deposit to hold more expensive items.

• Original receipts must be submitted and they cannot contain any personal items.

For Non-Service Purchases Under $100.00Petty Cash

• 1) A Petty Cash Voucher must be completed and signed by your club advisor and the club’s treasurer or a club officer.

• 2) The Director of Student Life & Leadership must sign the voucher.

• 3) The Fiscal Office must sign the voucher.• 4) The advisor must pick up the petty cash from

the Fiscal Office and is ultimately responsible for money and receipts. The advisor can then give the money to the students to spend.

• 5) Original "paid" receipts and any remaining money must be returned to the Fiscal Office within three (3) days. If receipts and monies are not returned in a timely manner, an outstanding petty cash voucher will place a club's account on probation. A second offense will result in a 30-day account freeze.

Steps to Get a Petty CashPetty Cash

What a Petty Cash Looks LikeForms Available in Student Life or the Cashier’s Office

Advisor & a club officer must sign the form before it is turned in

The Director or the Program Specialist in Student Life must sign before turning in

Please complete entire form and explain purpose clearly

It is Monday afternoon and you need petty cash for Tuesday forsome last minute purchases… What are you going to do?

A. Pay for the stuff on your own and get reimbursed?

B. Follow the process of getting petty cash by completing the appropriate paperwork?

C. Beg your Advisor for some money to buy what you need?

ScenarioLet’s Practice

The Answer is B, it might take

longer to get the money but it

will not be money out of your

pocket and you will befollowing the Correct

process of spending club money!

Completed and signed petty cash voucher

Time

• Pay performers, speakers, or vendors

• Make a donation to an organization

• Pay for services such as the printing of t-shirts

• Pay a deposit on an order

• Get a check to pay for hotel rooms for a field trip

• Pay for a conference registration

• Catering for an event

• Pay for things that cost more than the $100 petty cash limit

Used to do things such as:

Requisitions and Purchase Orders

• The Student Life Office can create requisitions for your club. It must be done through our online financial system.

• A vendor must be in the system.• There are hundreds of vendors already in the system, but if you want to use a new vendor, all they have to do is complete & submit paperwork ahead of time. (Plan Ahead!)

• Allow for two weeks to process a requisition to get a check or a purchase order number. (Plan Ahead!)

• Payment cannot be made from a contract. An invoice must be submitted for payment.

How do I Create a Requisition or Purchase Order?

Requisitions and Purchase Orders

The whole process works something like this:1. Your club votes to purchase a snow cone machine for

$400.002. The club decides to buy it from a vendor who is in the

MCCCD system3. Your club advisor asks the Student Life Office to make a

requisition and provides all the details (a quote with the following: quantity, cost, tax, shipping, etc.) for the purchase

4. The requisition is made and the funds are held for the purchase

5. The purchase order is created and sent to the vendor as the official order

6. Then your order is shipped to the college7. The vendor sends the invoice to the district8. The vendor is paid

The Requisition Process – The Case of a Snow Cone Machine

Let’s Review

Vendor Registration Form

• If you want to work with a performer, speaker, or the club wants some service performed (banner, t-shirts) you must work with an approved vendor that is “in the system.”

• If a vendor is not in the system, they must complete a Vendor Registration Form. The vendor must be registered before items are ordered or services performed in order to pay them.

• It may take several days to get a vendor registered, so… plan ahead!

How to Get a Vendor in the System

• DO NOT SIGN ANY CONTRACTS

• on behalf of your club, PVCC or MCCCD.

• If a vendor needs a signature in order to begin work, such as the printing of T-shirts, a purchase order number should be given instead of a signature. Vendors are usually receptive to this because it indicates that payment has already been established.

• Do not make any promises to vendors or allow them to print shirts, etc., until you have the proper money approvals in place.

• There have been occasions, although rare, when a club was not approved to spend club money & club members were stuck repaying a vendor from their own pockets!

Contracts, Purchase Agreements, Terms…

Signing Authority

• Remember: The next module will not start automatically. To enter the next module, you must first exit this module and then select MODULE 3 from the menu.

Event PlanningPlease Go to Module #3