Student Organization Treasurer Training

2012-2013

Jeff Pelletier – 292-8763 pelletier.12@osu.edu @JeffBC94

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-2012-2013

Registration Management • Student Organization Year

– Fall (Aug 1 – Oct 15) registration – Spring (Feb 15 – Apr 30) registration

• Training is good through next Registration Cycle • Annual Renewal Requirements

– Training (Treas, Pres, Adv) – Financial Good Standing (Treas) – Online Updates (Pres)

• roster, constitution, general information – Advisor Approval (Adv)

• Registration Status – Pending – Active – New/Re-Established – Active – Established – Inactive

Eligibility for Funding

• EIN - Employer Identification Number (Group’s SSN) – irs.gov/businesses/small/article/0,,id=97860,00.html – Sign up as “Social or Savings Club” – Student Organizations are not non-profit/tax-exempt

• 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 – Huntington, US Bank, and 5/3 Bank are great options

ohiounion.osu.edu/get_involved/student_organizations/funding

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

• 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

Role of the President

Role of the Treasurer

• “Treasurer” = I know stuff about money

• Set example with how organization funds are managed, used, and reconciled

• Steward of student money

• Example of financial wellness

• Request all funds

• Complete all audit forms

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

– Everyone’s responsibility – Watch for issues with contracts (Coca-Cola, Huntington Bank, Barnes

and Noble, credit card programs)

• Retain records for pass-down to next treasurer

Resources for Operations

Center for Student Leadership & Service

The Center offers programs, resources, and

services for individuals & student groups

at beginning, intermediate, & advanced

levels, to help take the next step in

membership, leadership, and citizenship.

Your point of connection for the full

spectrum of involvement at Ohio State.

• Lounge

• Graphics Department

• Video Department

• Meeting Rooms

• Office Space & Lockers

• Leadership Library

• Resource Room

Center for Student Leadership & Service

Resource Room

• Resource Room Handout – Page 4 • Annual $250 Line-of-Credit to spend on resources. • Line of Credit is reset at conclusion of registration period; not

available until organization obtains Active status. • When Line of Credit runs out, or if so desired, items may be

purchased with cash/credit/Buck ID. • All members can use Line-of-Credit. • Only leaders may check out equipment. • Items available for individual purchase too

ohiounion.osu.edu/get_involved/student_organizations/resourceroom

Ohio Union Website

ohiounion.osu.edu Your home for info!

Approved programs listed on daily event

calendar

Meeting & Event Space

Center for Student Leadership & Service

Access free workshops and retreats for your

organization.

Center for Student Leadership & Service

Go to Get Involved and click Student

Organizations

Most Popular: link for Student Organizations

Student Organizations home page

Click here (on any student org page) to

access the management system

Guidelines, documents, links, access to marketing/

graphics/video services

Click here (on any student org page) to

access the management system

Funding: important treasurer information, including

deadlines guidelines, and documents

Enter your OSU.# username and password Only the listed Treasurer can

apply for funding

Your organization and desired function

View line of credit balance

Scroll down…

…to view EIN on file

CSA Funding Process

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

Student Activity Fee Funds

ohiounion.osu.edu/get_involved/student_activity_fee

Operating Funds

Operating Funds

• Operating expenses necessary to maintain your

organization

• $200 annually

• Apply between July 1, 2012 and April 1, 2013

• Must audit by May 1, 2013 or when spending is

complete

• Return any unused funds by May 1

• Check cut in advance; or can spend funds first

ohiounion.osu.edu/get_involved/student_organizations/funding

Operating Expenses • Handout Page 6

• Advertising/Promotion/Printing

• Bank Charges

• Books/Subscriptions

• Dues/Fees

• Equipment/Facility Rental

• Food – Recruitment or marketing events only

– Audit limited to 50% of allocated funds

– Only Coca-Cola products may be purchased

• Membership Awards

• Office/Consumable Supplies

• Travel/Transportation

• Other

ohiounion.osu.edu/get_involved/student_organizations/docs_links

Apply for funds online

All requirements complete

Check requested from University [3 weeks]

Check available for pick-up Center for Student

Leadership and Service

Spend $

Audit funds

e-mail confirmation sent

e-mail if incomplete

e-mail when available

e-mail when complete

Select operating request form

Helpful reminders when filling out the form – please read them!

Select fundable category in which you are requesting

funding

Describe the expected purchase according to the

fundable guidelines

Provide $ amount requested for this item, according to

guidelines

Add additional line items by pressing Add Cost

Include all budgeted items on one request form.

Will generate and error if more than $200 is requested

The form keeps a running total of your

line items

Once you have budgeted for $200

Edit any line item to get under budget

Click Update/Submit to complete your request

Once your request is submitted the Request Confirmation will appear on

screen

Already received Email confirmation!

Email confirmation, with advisor approval links.

Programming Funds

Programming Funds

• Reviewed by CSA Allocations Committee – Review starts after deadline, takes three weeks

• Fundable programs must: – be an educational or service activity held on campus or a

service/outreach activity held off-campus

– be open to all students beyond the membership of the sponsoring student organization

– provide developmental and educational outcomes for all participants

– be held at a public venue on-campus

• Review CSA Guidelines online for prohibited expenses/non-fundable programs

ohiounion.osu.edu/get_involved/student_organizations/docs_links

Programming Funds • $2000 or $3000 annually (depends on active status) • $1500 programs meet with program planner • Issued on a reimbursement basis

– Some costs may be paid for directly (OSU vendors) • Must audit within 30 calendar days after scheduled

program date • Request deadline based on event date:

– July 1: program dates 8/16 – 10/15 – September 1: program dates 10/16 – 12/31 – November 15: program dates 1/1 – 3/15 – February 1: program dates 3/16 – 5/31 – April 15: program dates 6/1 – 8/15

ohiounion.osu.edu/get_involved/student_organizations/funding

• Handout Page 7

• 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)

Programming Funds

ohiounion.osu.edu/get_involved/student_organizations/docs_links

Apply for funds online before the deadline

CSA Allocations meets and approves funding requests

Requested program held on scheduled date

Submit audit within 30-days of scheduled program date

e-mail confirmation sent

e-mail status within 3 weeks of application

deadline

Check requested from University [3 weeks]

7 days to appeal if denied

Pick-up Check - Center for Student Leadership and

Service

e-mail when complete

e-mail when available

Approved $ = Max $

Select programming request form

Select funding window, click New Programming Request to

start

Select a descriptive program

name

Select the program date and time – this section checks for programming

funds deadlines

Select the program date and time – this section checks for programming

funds deadlines

2.specific on-campus location

3. Collaborative program? All groups

must apply

1. Start/End Time

4. Select program type as defined by the student organization guidelines

Please explain the program for the allocations committee (i.e. agenda, itinerary, activities).

BE SPECIFIC

Please explain the program for the allocations committee (i.e. agenda, itinerary, activities).

BE SPECIFIC

Better descriptions are more likely to be approved the first-

time around

Explain evaluation and

success of program. Be

specific.

Estimate the number of attendees and

student attendees you plan to have at

your program

Enter admission fees if

applicable.

Identify your marketing plan

Describe each expense specifically

Follow these helpful hints to complete the budget portion.

Read before advancing!

Expenses can be fully or partially covered by CSA funds, or covered

by an outside source.

Expenses can be fully or partially covered by CSA funds, or covered

by an outside source.

Expenses can be fully or partially covered by CSA funds, or covered

by an outside source.

Hit update to total program budget and requested amount

List other funding sources

here

One last step. Certify…

And Submit!

Errors will appear here – go back and fix to resubmit

Computer goes back to program list for your group; Submitted program

is now showing up

Click view to see what was submitted

Use this four-digit ID when referring to your program.

Click to delete. But…

Only delete if you mean it!

Completing Audit Forms

Submitting an Audit • Original, Itemized, Legible Receipts • Delivery orders/sales slips/confirmations/signed

statements 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”

• YES! It’s okay if actual expenses differ from estimated budget

• Contact us if you have questions about paperwork, before you submit an audit

ohiounion.osu.edu/get_involved/student_organizations/funding

Must be filled out by treasurer

List each receipt/payment

separately

What/why

JugglersRUs

Garage

Band

Performances at event 50

200

Follow these steps!

This (or bank statement) shows the

funds have cleared your account

From the bank account, not a

photocopy of the check

Proof of Payment: Cancelled Check

Acceptable Receipt

Each item purchased is listed separately and lists each unit

price along with total

P*ps* products not a fundable item! Purchase only Coca-Cola

Products!

Lists only total and does not show items

purchased

Not Acceptable

Not Acceptable

Itemized, shows amount, does not show proof of

payment

Not Acceptable

Illegible – this group waited too long to turn in

their audit!

Not Acceptable

Acceptable?

Itemized with total

Proof of payment

Acceptable!

Not Acceptable

Almost…

shows amount, does not show proof of payment

Acceptable!

Not Acceptable

Cannot pay from confirmation

Invoice can be paid directly from approved

funds

Sign-in Sheet Complete Evaluation

Stop by Resource Room Thanks for Coming!

Jeff Pelletier – 292-8763 pelletier.12@osu.edu @JeffBC94

Human Resources for your Organization

Adam Burden – Coordinator, Student Involvement Organization registration management, trainings

Deb Cunningham – Coordinator, Student Organizations

Funding process Katie Dean Williams – Graduate Administrative Associate Resource Room operation, Student Staff supervision