PowerPoint

Treasurer Training

Agenda

Account and Budget Statements Request for Purchase Tax Exemption Status Organizational Travel Funding

Fundraising Student Budget Committee Coca Cola

Handling/Depositing Cash Budgeting Financial Consultation

Monthly Account Statement

Current Balance, Organization vs. SBC Funds

Status of a Payment / Transaction Details

Reading Your SBC Budget Statement

Funds AwardedEntire eventSpecific line items

Budget Line Items SBC Rationale Budget Caps Transactions

Budget Statements

Request For Purchase Form (RFP)

Used to request payments for all expenditures by your organization.

Highly recommend you fill it out online! Reimbursements Invoices Contracted Services Mileage Transfers to Other University Accounts

Service Providers

ALL service providers must be paid on a University cut check for tax purposes.

Do not pay them out of pocket and then file for reimbursement. You may not be able to get reimbursed.

This includes: DJs, artists, speakers…

RFP

RFP

Must be signed by advisor if amount is over $50

ORIGINAL documentation must be paper-clipped to the RFPReceipts, invoices, etc.Copies of documentation not accepted

All bills must be paid within 30 days

RFP If you are using SBC funds, you MUST indicate which

“budget line” you are spending money from. If you are not sure what this means, ask your financial consultant. If the SBC line is left blank, it will be assumed that it

should come out of your organizational funds.

Tax Exemptions

YOU WILL NOT BE REIMBURSED FOR STATE TAXES!

1) A copy of the Tax Exemption Certificate is included in the appendix to your manual.

2) Bring certificate to the vendor at the time of the transaction.

3) Some vendors will collect the certificate – some will simply want to see it and allow you to keep it.

4) We are able to reimburse/pay for eat-in and hotel taxes.

Using the OCA Credit Card

Hotel, car rental, etcEasiest way is to create the reservation,

turn in an RFP with a print out of the reservation, and we will call and change it.

Online orders, e.g. Amazon.comMake a “fake” cart, print and attach to an

RFP Cannot be done same day. The RFP

must go through the approval process.

Travel Registration

When traveling, you represent the University

Travel registration is required for all trips outside the city limits of Bowling Green

Must be submitted 2 weeks in advance for review

Travel Registration needs to be completed and approved before any related bills can be paid by OCA!

Fundraising

BG-1 Card Card readers available for checkout Accepts both credit/debit and BG-1 cards

E-Store Online service that allows organizations to

sell goods and services All funds will be directly transferred to the

organization’s account

Student Budget Committee (SBC) Funding

Annual Funding Hearings Occur in February Apply for year-long SBC allocation

Spot Funding Hearings Apply for funding for a specific event or need of the

organization First monthly hearing is in September- apply early Spot Funding, Coke Funding, and budget

modifications are reviewed Off-campus accounts are prohibited for any

organization which receives SBC funding. Operating an off-campus account will result in forfeiture of SBC funding.

Coca-Cola Marketing Funds & ProductREQUIREMENTS:

The event must be on or near campus.

The event should be open to the general student population.

No organization may receive more than $2,000 in funds or

$1,000 in product during the academic year.

Coca-Cola funds must not be the sole source of funding for

an event. Funding is intended for promotions, marketing and

small-scale event management.

Coca-Cola must appear as a recognized sponsor on all

promotional materials for the event. Electronic Coca-Cola

logos are available in OCA.

Applying for Coke Funding/Product

1. Complete a Coca-Cola Marketing Funds &

Product Request Form.

2. Turn the form in to the Office of Campus

Activities.

3. The request will be reviewed by SBC at their

next hearing.

4. The Office of Campus Activities will notify your

organization of their decision.

Handling Cash

Cash Handling Tips For events where admission is charged, record

counts of attendees and the amount of money received.

Have two members count, confirm and sign off on the total amount.

Pay all expenses from the money deposited into your University account.

Deposit all cash and checks into your organization’s account at the Bursar’s Office.

Depositing Funds Funds can be deposited at the Bursar’s Office

8am-5pm Mon-Fri

• If you need to deposit money outside these hours, you

can deposit your money at the Information Center in

the Student Union across from Wendy’s.

• If you try to deposit at the Info Center while the Bursar

office is open, you will be directed to make your

deposit there.

• All deposits must be made within 24 hours of

collection.

Budgeting

Identify all expenses for the academic year (July 1st to June 30th)

Review transactions and budgets from prior years Talk to the people planning the event Get estimates from service providers / vendors Identify possible revenues Membership dues Fundraisers Ticket Sales Decide which type of funding you will use for which

activities Prioritize events and needs

Budgeting

Calculate projected year-end balance

Revenues minus expenses

The total should not be negative

Adjust budget throughout the year if necessary

May think of ways to increase revenues

and/or decrease expenses

Budget template is available online

Sample Budget

Date Activity Budgeted

Actual transactions

   Org. Funds SBC Funds Org. Funds SBC Funds

  Remaining Balances: $462.87 $0.00 $774.43 $21.73

7/1/2009 Starting Balance +$362.87   +$362.87  

7/1/2009 Student Budget Committee Allocation   +$600.00   +$600.00

8/23/2009 Fall Retreat -$300.00 -$200.00 -$289.00 -$178.27

9/8/2009 Campus Fest -$50.00 -$100.00 -$39.00 -$100.00

  Thanksgiving Fundraiser +$100.00   +$110.00  

12/12/2009 Banquet -$650.00 -$300.00 -$430.00 -$300.00

2/20/2010 President's Day Fundraiser +$1,000.00   +$1,059.56  

Financial Consultations You will meet with your Financial Consultant once a month

Meetings provide an opportunity to reconcile your University account, ask questions, and learn about funding options

Meetings help to ensure funds are being used appropriately

Financial Consultation Evaluation Completed after each monthly meeting to track your

organization’s financial management success and identify areas for improvement

The score you receive will affect future SBC funding

Your first monthly consultation needs to be in September!

Getting Started! Review the Student Organization Treasurer’s

Manual.

Meet with your group advisor and organization’s leadership.

Understand the current financial situation of your organization: How much money do you have? What events are you currently planning? Do you have the funds to support these events? Do you have an up-to-date budget? What fundraising events do you have planned? Are you eligible to receive SBC funding?

Getting Started!

Have a transition meeting with the previous treasurer

Ask Questions! Create/update your year-long budget Schedule a September meeting with

your financial consultant by calling the OCA office at 419-372-2343

Forms, Policies, and Info

www.bgsu.edu/getinvolved

Contact Info

PJ Wolf: Groups A - [email protected]

Matt Garrison: Groups D - [email protected]

Jacob Cramer: Groups L - [email protected]

Amber Soldenwagner: Groups S - [email protected]