Types of accounts Adhering to your budget Other ways to secure funding How to process payment Important people and places.

Treasurer TrainingPresented by the Office of Campus Life

and the Student Senate

What will we cover today?

•Types of accounts •Adhering to your budget•Other ways to secure funding•How to process payment•Important people and places

TYPES OF ACCOUNTS

•Funds Allocated Account, “04” Account•Funds Raised Account, “06” Account

Funds Allocated Account

82_ _ _ _-802101-23304-500 Also known as the “04” account All funds allocated through the Student

Senate that are not spent by the end of the academic year will be forfeited

A deficit in the “funds allocated” account will be covered by money in the “funds raised” account.

Funds Raised Account

82_ _ _ _-802101-23306-500 Also known as the “06” account Any money remaining in the “funds

raised” account will roll over to the next fiscal year.

ADHERING TO YOUR BUDGET•Keeping Track of Your Budget•Role of Treasurer•Role of Student Senate Bookkeeper•Reallocation•Charging for Events

Keeping Track of Your Budget

NAME OF EVENT

SENATE ALLOCATED

AMOUNT SPENT

BALANCE

Wing Night in the Depot

$600

Dance Party in the Social Hall

$500

Trip to Science Museum

$200

Keeping Track of Your Budget, continued

WING NIGHT IN THE DEPOT

Date Description of Transaction

Amount

10/11/09 Food from Dining Services

$220

10/12/09 Decorations $200

10/12/09 Invitations $100

$520

Keeping Track of Your Budget, continued

NAME OF EVENT

SENATE ALLOCATED

AMOUNT SPENT

BALANCE

Wing Night in the Depot

$600 $520 $80

Dance Party in the Social Hall

$500

Trip to Science Museum

$200

Role of Treasurer

You should know where you are financially at all times (in BOTH accounts)

Process payments and reimbursements for your organization

Track receipts Act as a financial liaison between your

organization and professional staff members (i.e. Bookkeeper, Assistant Directors, etc.)

Develop budget for next fiscal year, attend budget training, etc.

The Treasurer should not be the President or the Advisor of the organization

Role of Student Senate Bookkeeper

The Bookkeeper’s role is to HELP you, NOT to do your job

Cross-checking information A resource

Reallocation

For organizations that wish to purchase items outside of their approved budget, the Budget Reallocation Request Form must be completed before those purchases are made.

Funds may be reallocated from the same event or from a different budgeted event. Funds may also be reallocated to another organization for a co-sponsored event.

Charging for Events

All Student Senate funded events must be free of charge. You may not require a donation of money or goods. However, it is acceptable to suggest a donation.

OTHER WAYS TO SECURE FUNDING•The Discretionary Fund•The Special Events Fund•The Enterprise Fund•The Social Enhancement Grant

The Discretionary Fund

Intended for the funding of newly formed student groups and for existing organizations with requests of an extraordinary nature.

Shall not compensate for negligence or poor organizational planning at the time of budget hearings.

Shall not be used to appeal prior decisions of the Finance Committee or to finance the day-to-day operations of any student organization.

Existing groups are limited to a $1,000.00 total per year in requests.

Requests must be submitted at least two (2) weeks prior to the event.

The Special Events Fund

Purpose: to help organizations better plan their events. This process should also help organizations increase their attendance at events and better process the experience of planning an event.

Must be requested at least four (4) weeks prior to the event.

Events and programs using this budget may be requested at anytime throughout the year.

The Special Events Fund will start with $90,000 in it from the initial Student Activities Fee Budget.

The Enterprise Fund

Works like a loan to initiate an innovative and tangible fundraiser.

Requests must be submitted at least two (2) weeks prior to the fundraiser.

Funding requests may not exceed $500 and allocations from this fund must be repaid within one calendar year of the disbursement.

Student organizations are limited to one Enterprise Fund request per year.

The Enterprise Fund will have a beginning balance of $1,000 each year.

The Social Enhancement Grant

Designed to help facilitate the sponsorship of an alcohol-free social event on campus.

Grants of up to $200 are available to anyone on campus, both individuals and groups including residence hall floors, fraternities and sororities.

Priority for funds will be given to weekend events held at night.

The event must be a free social event open to the entire campus, whether it is a dance party, a game show, or any other social event that does not serve alcohol.

HOW TO PROCESS PAYMENT•Contracts•Invoices•Purchasing Cards•On-campus•Reimbursement•Depositing

Contracts

Step 1: Collect Paperwork› Obtain contract signed by professional

staff member and third party representative at least 2 weeks prior to the event.

› Obtain ORIGINAL W-9 for third party representative.

Contracts

Step 2: Fill out Student Senate Transaction Statement› Obtain Student Senate Transaction Statement from

the Office of Campus Life or Student Senate Office› Check “Payment Voucher” › Make sure the address under “If Payment” matches

address on contract and W-9› If you want the check to be mailed to the third party

representative, note this on the top of the paper.› Likewise, if you want the check to be sent to the

Office of Campus Life, note this on the top as well.

Contracts

Step 3: Take All Aforementioned Paperwork to Student Senate Office› Give W-9, contract, and completed and

signed Student Senate Transaction Statement (by you or your organization’s President) to the Student Senate Bookkeeper.

› Student Senate Bookkeeper will process the payment request.

› Your organization will receive the pink copy of transaction statement in your organization’s mailbox.

Contracts

Step 4: Record Amount in Ledger› Record the amount spent in your ledger.› Check with Student Senate Bookkeeper to

make sure that the payment has cleared and your records are accurate.

Invoices

Step 1: Collect Paperwork› Obtain invoice from third party

representative (there may be some cases where you are invoiced in advance so you must leave time to process payment, like a contract).

› You do not need to obtain an original W-9 unless you are working with a restaurant that is coming and serving food at your event.

Invoices

Step 2: Fill out Student Senate Transaction Statement› Obtain Student Senate Transaction

Statement from the Office of Campus Life or Student Senate Office

› Check “Payment Voucher” › Make sure the address under “If Payment”

matches address on invoice.

Invoices

Step 3: Take All Aforementioned Paperwork to Student Senate Office› Give invoices and completed and signed

Student Senate Transaction Statement(by you or your organization’s President) to the Student Senate Bookkeeper.

› Student Senate Bookkeeper will process the payment request.

› Your organization will receive the pink copy of transaction statement in your organization’s mailbox.

Invoices

Step 4: Record Amount in Ledger› Record the amount spent in your ledger.› Check with Student Senate Bookkeeper to

make sure that the payment has cleared and your records are accurate.

Purchasing Cards

Student Organizations may reserve a p-card from the Student Senate Bookkeeper in the Student Senate Office—hours are 10-2pm.

The Student Senate Bookkeeper must be aware of circumstances where the purchasing card will be checked out for an extended period of time.

It is required that you leave your cell phone number so that the Student Senate Bookkeeper can reach you if any problems arise.

There are nine (9) cards and they are available on a first come, first served basis.

Cards may not be used for personal reasons. Misuse of the cards will result in the revocation of privilege and possible disciplinary procedures. Please keep in mind that using the credit card is a PRIVILEGE, not a RIGHT.

It does not need to be the treasurer who checks out the card. The purchasing card should not be passed amongst club members.

Purchasing Cards, continued.

Because the college is a tax-exempt organization, you should never pay tax on any official purchases you make for your student organization.

Before making purchases, you will need to pick up a tax exempt form from the Office of Campus Life or from the Student Senate Bookkeeper. Certain stores such as Wal-Mart have a specific tax exempt card that you will have to bring with you when you make your purchases.

All organizations associated with Dickinson College may use tax-exempt status.

Neither funds raised nor funds allocated monies may be used to pay taxes. Any taxes paid will not be reimbursed.

On-Campus

Authorization for Services Form:› For all on-campus services, such as Dining

Services, the Department of Public Safety, and the Print Center, an “Authorization for Services” Form must be completed and signed by the Student Senate Treasurer prior to requesting the service.

Reimbursement

Though a College check or purchasing card is preferable for payment, in rare cases it is acceptable to pay for items yourself and then get reimbursed.

Reimbursement

Step 1: Fill out Student Senate Transaction Statement › Obtain Student Senate Transaction

Statement from the Office of Campus Life or Student Senate Office

› Check “Payment Voucher”› Person receiving reimbursement should

write their HUB Box # on “Address” line

Reimbursement

Step 2: Take All Aforementioned Paperwork to Student Senate Office› Put receipts and completed and signed Student Senate

Transaction Statement(by someone other than you) in the Student Senate Treasurer’s mailbox for his signature.

› Student Senate Bookkeeper will process the payment request.

› Person receiving reimbursement will receive pink copy of transaction statement in HUB box.

› Requests under $100 can be cashed through the Cashier’s Office. Requests over $100 will require the college to issue you a check.

› Any taxes paid will not be reimbursed.

Depositing

Step 1: Fill out Student Senate Transaction Statement› Check Deposit Box› Fill out all relevant information, with the

exception of the “If Payment” section› This does not need to be signed by the

Student Senate Treasurer.

Depositing

Step 2: Take Paperwork and Money To Cashier’s Office› Open from 10am-2pm

IMPORTANT PEOPLE AND PLACES•Student Senate•Office of Campus Life

Student Senate

Cabinet› President: Lee Tankle› VP: Juan Carlos Flores› Secretary: Kim Starfield› Treasurer: Rob Seitz› CAEC Chair: Sarah Henry› Community Relations Chair: Ouwen Xia› MOB Chair: Alex Baranick

Office Hours Bookkeeper

› Mary Silva, 10am-2pm

Office of Campus Life

Staff› Mary Triano, Director› Dan Confer, Assistant Director› Elizabeth Farner, Assistant Director› Erica Gordon, Assistant Director› Annie Kondas, Assistant Director› Tricia Contino, Administrative Assistant› Laurie Henry, Administrative Assistant

Located in the lower level of the HUB Office Hours

› Monday-Friday, 8:30am-4:30pm