1. Student OrganizationTreasurer Training2011-2012Jeff Pelletier 292-8763pelletier.12@osu.edu @JeffBC94

2. Training Outline Registration and Training Roles and Responsibilities Resources Available Funding Applying For Funds Auditing Your Funds Presentation Available at:www.slideshare.net/jeffbc94/treasurer-training-2011-2012 3. Registration Management Student Organization Year: May 1 April 30 Training is good from today until April 30, 2012 Annual Renewal Requirements (May 1 Oct. 15) Training (Treas, Pres, Adv) Financial Good Standing (Treas) Online Updates (Pres) Advisor Approval (Adv) Registration Status Pending Active New/Re-Established Active Established Inactive 4. Eligibility for Funding EIN - Employer Identification Number (Groups SSN) irs.gov/businesses/small/article/0,,id=97860,00.html 1-800-829-4933 Sign up as Social or Savings Club AP Compliance Form (new Organizations only) Form available on student organizations funding page Must have EIN Provide organization name, phone number Organization Checking Account Checks are written to organization, not individual Name on account must match name in directory Look for free checking, no fee/no minimum balance US Bank and 5/3 Bank are great optionsohiounion.osu.edu/get_involved/student_organizations/funding 5. Role of the Advisor Primary resource for the organization University Faculty or Staff member (name.#) Complete Advisor Certification Approve organization annually Approve all funding requests Co-signer on organization account Submit your advisor for the spotlight 6. Role of the President Complete and manage registration for organization Coordinate meetings and programs Primary contact for student organization Corresponds on behalf of organization Communicate with organization membership and advisor 7. Role of the Treasurer Treasurer = I know stuff about money Set example with how organization funds aremanaged, used, and reconciled Steward of student money Example of financial wellness Request all funds Complete all audit forms 8. Sound Budget Management Draft a written budget plan, including reserve funds Keep track of all income and expenses Meet regularly with advisor to review accounts All expenses should be pre-approved by YOU No receipt, no reimbursement Consider membership dues Fundraising Everyones responsibility Watch for issues with contracts (Coca-Cola, Barnes and Noble, creditcard programs) Retain records for pass-down to next treasurer 9. Resources for Operations 10. Human Resources for yourOrganizationJeff Pelletier - Asst Dir, Student InvolvementStudent Organization Funding processCenter Operation and ManagementAdam Burden - Coord, Student InvolvementStudent organization registration, trainings Deb Cunningham - Coord, Student OrgsStudent organization resources, supervision ofStudent organization support staffKatie Dean Williams - Graduate Admin AssocStudent Organization Funding, Tenant Programming 11. Center for StudentLeadership & ServiceYour point of connection for the fullspectrum of involvement at Ohio State.The Center offers programs, resources, andservices for individuals & student groupsat beginning, intermediate, & advancedlevels, to help take the next step inmembership, leadership, and citizenship. 12. Center for StudentLeadership & Service Meeting Rooms Leadership Library Lounge Graphics Department Video Department Office Space & Lockers Resource Room 13. Resource Room Resource Room Handout Page 3 Annual $250 Line-of-Credit to spend on resources. Line of Credit is reset each year on June 15; not available untilorganization obtains Active status. When Line of Credit runs out, or if so desired, items may bepurchased with cash/credit/Buck ID. All members can use Line-of-Credit. Only leaders may check out equipment. Items available for individual purchase tooohiounion.osu.edu/get_involved/student_organizations/resourceroom 14. Center for StudentLeadership & Service 15. Center for StudentLeadership & Service Existing and New Initiatives Annual Conference on Leadership and Civic Engagement Student Organization Summit Skill building workshops Leadership Awards Student Leadership Advocates Community Service Programs Leadership & Service Clearinghouse Calendar of Events Academic Courses & Leadership Minorohiounion.osu.edu/get_involved/csls 16. Access free workshops andretreats for yourorganization. 17. Meeting & Event Space 18. CSA Funding Process 19. Funding Oversight Council on Student Affairs (CSA) University Senate committee, chaired by student Determines Student Activity Fee (SAF) Allocation CSA Allocations Committee oversees student organization programming funds Ohio Union Staff Oversee funding distribution Advise all SAF programs Student Organization Treasurers Follow guidelines, spend appropriately Ethical, Positive use Reporting process (audits)ohiounion.osu.edu/get_involved/student_activity_fee 20. Student Activity Fee FundsSignature Student Events Buck-I-Serv Governments 7%4%9%OUAB Student 52%Organizations13% DiscountTickets 15%ohiounion.osu.edu/get_involved/student_activity_fee 21. Operating Funds Operating expenses necessary to maintain yourorganization $200 annually Apply between June 15 and April 30 First come, first served Check cut in advance; or can spend funds first Must audit by June 1, or when spending is complete Return any unused funds by June 1ohiounion.osu.edu/get_involved/student_organizations/funding 22. Operating Expenses Handout Page 5 Consumable supplies Equipment/Facility rental Advertising, promotion, newsletters Books and subscriptions Dues to local, state, national, and international organizations Bank charges Awards Travel Food Recruitment or marketing events only Audit limited to 50% of allocated funds Only Coca-Cola products may be purchasedohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf 23. Apply for funds online e-mail confirmation sentAll requirements completee-mail if incompleteCheck requested from University [3 weeks] e-mail when availableCheck available for pick-up Center for Student Leadership and Service Spend $ Audit funds e-mail when complete 24. Programming Funds Reviewed by CSA Allocations Committee A fundable program, for the purpose of student activity feefunding, is defined as an educational or service activity heldon campus or a service/outreach activity held off-campus. Fundable programs must: be open to all students beyond themembership of the sponsoring student organization, providedevelopmental and educational outcomes for all participants,be held at a public venue on-campus, and be broadlymarketed. Review CSA Guidelines online for prohibited expenses/non-fundable programsohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf 25. Programming Funds $2000 or $3000 annually (depends on active status) $1500 programs meet with program planner Request deadline based on event date (5th Friday ofprior quarter) July 22: Fall 2011 (part 1) (September 18 October 31) includes Welcome Week October 7: Fall 2011 (part 2) (November 1 January 1) includes Winter Break October 21: Winter 2012 (January 2 March 26) includes Spring Break February 3: Spring 2012 (March 27 June 11) April 27: Summer 2012 (June 20 September 18)ohiounion.osu.edu/get_involved/student_organizations/funding 26. Programming Funds Handout Page 6 Fully fundable Categories Speaker Costs/Entertainment OSU Physical Facilities/Personnel/Equipment Rental Consumable Supplies Percent-limited Categories Food & Beverages (limited to 40% of the total cost of the entire program) Publicity/Apparel/Takeaways (limited to 20% of the total cost of the entire program) Travel (up to 50% of the transportation and lodging expenses associated with a service program not on campus) Issued on a reimbursement basis; must audit within 30 calendar days after scheduled program date Some costs may be paid for directly (OSU vendors)ohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf 27. Apply for funds onlinee-mail confirmation sent before the deadline e-mail status within 3CSA Allocations meets andweeks of applicationapproves funding requests deadlineRequested program held on 7 days to appeal if scheduled datedenied Approved $ = Max $Submit audit within 30-daysof scheduled program date e-mail when completeCheck requested from University [3 weeks] e-mail when availablePick-up Check - Center for Student Leadership and Service 28. Semester Conversion Organizational Changes Financial reporting, dues collection Elections/Transitions: shift to Spring (Feb-Apr) or Fall (Aug-Oct) registration Major Events and Programs: Autumn Semester: Aug 20 Dec 7 Spring Semester: Jan 7 April 25 Proposed Operating Funds Calendar May 1 Operating Funds Audit Deadline July 1 Operating Funds Requests open for upcoming Year Proposed Programming Funds Calendar November 30 (program dates 1/1 3/15) February 15 (program dates 3/16 5/31) April 30 (program dates 6/1-8/15) July 15 (program dates 8/16 10/15) September 15 (program dates 10/16 12/31) 29. Ohio Union Website 30. ohiounion.osu.eduYour home for info!Approved programslisted on daily event calendar 31. Go to Get Involved andMost Popular: click Studentlink for Student OrganizationsOrganizations 32. StudentOrganizations home page Click here (on anystudent org page) to access themanagement system 33. Guidelines, documents, links,access to marketing/graphics/video services 34. Funding: important treasurer information, includingdeadlines guidelines, anddocumentsClick here (on any student org page) toaccess the management system 35. Enter your OSU.#username and passwordOnly the listed Treasurer canapply for funding 36. Select your organization anddesired request form 37. Click on group name to viewIncluding balance on line ofgeneral creditinformation 38. Click on EIN information toview EIN on file 39. OperatingRequest Form 40. Select operating requestform 41. Helpful reminders whenfilling out the form please read them! 42. Select fundable category in which you are requestingfunding 43. Provide $ amount requested for this item, according toguidelines Describe the expectedpurchase according to the fundable guidelines 44. Add additional line items bypressing Add Cost 45. Include all budgeted itemson one request form. 46. The form keeps arunning total of your line itemsWill generate and error if morethan $200 is requested 47. Edit any line item to get under budget Click Update/Submit toOnce you have budgeted for $200 complete your request 48. Once your request issubmitted theRequestInformation willappear on screenAlready received Email confirmation! 49. Email confirmation, with advisor approval links. 50. ProgrammingRequest Form 51. Select programmingrequest form 52. Select funding window, clickNew Programming Request to start 53. Select adescriptive programnameSelect the programdate and time this section checks forprogramming funds deadlines 54. List the time and on-campuslocation of your program(please bespecific)Select the type ofprogram as definedby the student organizationguidelines 55. Please explain the program forthe allocations committee (i.e. agenda, itinerary, activities).BE SPECIFIC 56. Please explain the program forthe allocations committee (i.e. agenda, itinerary, activities).BE SPECIFICPlease note what marketing methods will be used 100 points 57. Explain benefitsand success of program. Be specific. Estimate the numberList of attendees and collaboratingstudent attendeesgroup(s) hereyou plan to have at(if applicable).your program 58. Describe whatthe expense is Select the appropriate specificallyCategory as listed inthe Guidelines 59. List the expense forthis category 60. Expensescan be fullyor partiallycovered byCSA funds,or covered by anoutsidesource. 61. Hit update to total program budget andrequested amountList other funding sources here 62. One last step. CertifyAnd Submit! 63. Click view to seeComputer goeswhat was back to programsubmittedlist for your group 64. Use this four-digitID when referringto your program. 65. Only delete if youmean it! 66. CompletingAudit Forms 67. Submitting an Audit Original, Itemized, Legible Receipts Delivery orders/sales slips/confirmations/signedstatements alone do NOT count most need proof of payment Proof of payment can be a cancelled check, credit card or bank statement To pay Ohio Union costs directly, must submit invoice,not confirmation; write please pay directly Contact us if you have questions about paperwork,before you submit an auditohiounion.osu.edu/get_involved/student_organizations/funding 68. Must be filled outby treasurerList eachreceipt/payment separatelyWhat/whyJugglersRUs 50Performances at eventGarage Band 200 69. Proof of Payment:Cancelled CheckFrom the bankaccount, not a photocopy of thecheckThis (or bank statement) shows the funds have clearedyour account 70. Acceptable Receipt Each item purchased is listedseparately and lists each unit price along with total P*ps* products not afundable item! only Coca-ColaPurchaseProducts! 71. Not AcceptableLists only total anddoes not show itemspurchased 72. Not AcceptableItemized, shows amount, does not show proof of payment 73. NotAcceptable Illegible this groupwaited too long to turn in their audit! 74. NotAcceptable 75. Acceptable!Acceptable? Itemized with totalProof ofpayment 76. NotAcceptable 77. Almostshows amount, does notshow proof of payment 78. Acceptable! 79. NotAcceptableCannot pay fromconfirmation 80. Invoice can be paiddirectly from approvedfunds 81. Sign-in SheetComplete Evaluation Stop by Resource Room Thanks for Coming!Jeff Pelletier 292-8763pelletier.12@osu.edu@JeffBC94