SU Treasurer’s Training

SU Treasurer’s Training September 13, 2015

OFFICE HOURS • DUC: • Monday - Thursday 8:30 am to 9:00 pm • Friday 8:30 am to 5:00 pm • Saturday & Sunday 12:00 pm to 5:00 pm • Paint Room: • Everyday 12:15 pm to 5:00 pm Business Coordinator of the Day Hours: 9:00 am to 4:30 pm Monday – Friday (Please be mindful of these hours and plan ahead) • DUC: • Monday - Thursday 8:30 am to 9:00 pm • Friday 8:30 am to 5:00 pm • Saturday & Sunday 12:00 pm to 5:00 pm • Paint Room: • Everyday 12:15 pm to 5:00 pm Business Coordinator of the Day Hours: 9:00 am to 4:30 pm Monday – Friday (Please be mindful of these hours and plan ahead)

SECOND FLOOR WORK ROOM • You will be greeted by a Student Worker who can assist you with questions and help you with the workroom resources OR • The Business Coordinator of the Day who can assist you with financial transactions and answer general questions- Thursday 8:30 am to

ASSIGNED BUSINESS COORDINATOR • Able to assist your group with in-depth questions about your accounts or travel arrangements • Schedule an appointment via email • Your assigned Business Coordinator also processes all of your paperwork when they are not the Business Coordinator of the Day. We are each responsible for over one hundred groups.

MEETINGS • The professional Student Union staff has a meeting every Monday from approximately 9:00 am – 11:00 am • The workroom is open and a Student Worker is available to assist you, if needed • Plan accordingly as Business Coordinators will not be available at this time to assist you.

MAIL FOLDERS • Each Student Group has a mail folder so be sure to get in the habit of looking on a regular basis for: • Mail • Checks • Rejected Request Forms

PACKAGES • Student Union groups may have packages sent to our office • When packages are received by our office for your group, a department note goes out to notify the registered group leaders and the packages are locked up in our storage room 252 • Packages delivered to the DUC for your group can be picked up during SU Office Hours – just see the second floor Student Worker

STORAGE DURING PROGRAMMING • If your group is tabling for multiple days and you would like to store items in our storage room 252, then please see the second floor Student Worker for an “Overnight Storage Form” • Once tabling is all done, your items must be picked up and stored with your group’s members.

COMPUTER KIOSKS • The second floor has six computers for your group to use for various group tasks • Your group can print from these kiosks by getting a Print/Copy Code from a Student Worker • You can also use your laptops to do certain tasks but there is no wireless printing available

BUTTONS • In order to acquire buttons from a Student Worker, you must turn in an Expense Request Form. This form is mandatory in order to receive the button supply. • The request form should be approved by your group’s treasurer. Buttons are $.15 each and the equipment to make the buttons may not leave the workroom.

CASH BOXES • Cash Boxes are allowed to be checked out by your group • There is no reservation for the Cash Boxes. They are checked out on a first come first serve basis. • A Student Worker will be able to assist you with the check out

SAFE • There is a safe available in Student Union to keep cash in when you are programming for multiple days and nights. • The safe is located in the Business Coordinators suite so the cash is only attainable during the Business Coordinators hours • It is your group’s responsibility to pick up the cash from the safe to deposit into your group’s account via a deposit. This should be done within 24 hours after the event

HOW TO VIDEOS AND INSTRUCTIONS • New to Student Union is a website with a variety of videos and instructions for your convenience • How to do a Deposit • How to make Buttons • How to use the Copier • How to Fill out a Request Form • And much much more… Coming soon to the second floor – touch screen monitor to access such tutorials!

BEAR BUCKS MACHINES • Make your reservation at the correct location • Consult our SU website for all of the locations with data lines • Offline reservations should name the location where machine will be used without a data line • Receipts should always be turned in upon the machines return • This means every group who used the machine should have an envelope in the container when machine is returned • You must use the same price that you reserved • The price you reserved identifies your group

NEW PAINT ROOM POLICY • Do not lock up the wagon and supplies anywhere except right outside the Paint Room • Overnight check out • 12:00 pm next day • If return is during Paint Room hours, then see the Student Worker • If return is after Paint Room hours, then lock up outside Paint Room • Currently, we are low on Black, but we have a lot of Brown to use up

MEETING SPACE • Meeting space is available to your group for various types of activities, free of charge – know before you plan and reserve • Be mindful that there are spaces that you will be billed for and excepted to pay • Your group can still be charged for a space that you didn’t use if you didn’t go through the proper channels to cancel • When you reserve spaces, free or billed, you should be aware of any extra charges such as… • WFF set up, clean up and post set up

NEW TREASURERS • Go to SUFINANCE.WUSTL.EDU • Register as a group leader • Fill out information and hit Create My User Account • Next, go to SU.WUSTL.EDU • Use the search field and enter Treasurers Training • Follow instructions to access Treasurers Training Quiz on Blackboard • You must score an 86 % or higher • Have your President register as a group leader on SUFINANCE.WUSTL.EDU. This is mandatory! • Go to Student Union office, second floor and see the Business Coordinator of the Day to have your Group’s account unrestricted

CO-PRESIDENTS/TREASURERS • SUFINANCE will only allow one person to register as a President and one person as a Treasurer • If your group wants to function with co-leaders, then register one of them as a leader and the other one as a member. They will both still receive communication from Student Union

SU COMMUNICATIONS • Anyone who registers as a group leader in SUFINANCE will receive SU email communications. • This is the main line of communication • Always make sure that someone is registered from your group in order to receive communications

$35 CREDIT FOR OFFICE SUPPLIES • If your group registers both a President and Treasurer, the Treasurer passes the test and your account is un-restricted by a Business Coordinator THEN • Your group will earn a $35 credit towards Office Supplies • Treasurer will receive an Office Supply Request Form by going to the Business Coordinator of the Day to un-restrict your group’s account after training • Attach the $35 Office Supply Request form to the Request Form from SUFINANCE in order for your group to receive the $35 credit • Office Supply Request Form expires Wednesday, September 30th 2015 • Excluding CAT lll Student Groups

IMPORTANT POLICIES • Depositing Funds • All money collected must be deposited in your group accounts • Do NOT pay items or events from money that you have collected. By doing this you are not giving an accurate account of the cost or revenue of the event

IMPORTANT POLICIES • Students may not use meal points or Bear Bucks to purchase food or supplies for events and then be reimbursed

NEW POLICY REGAURDING PAYING STUDENTS/EMPLOYEES • If your group contracts for a service with a University employee or student who is also employed by the University, that employee will be paid for the service on the payroll period following review of the relevant expense request form by a business coordinator and the Tax Department. No manual checks will be issued. • Students or student groups can only be paid from fundraising or gift account. • Student Union will not pay in excess of $15/hour to employees/student workers for services rendered to student groups.

ACCESSING YOUR GROUP’S ACCOUNTS • Navigate to sufinance.wustl.edu • Sign in with your WUSTL key • Select “Track Spending”

BEST PRACTICES • Please submit your group’s expenses in a timely manner • Within two weeks of your event or activity is strongly encouraged. This relieves a lot of stress on everyone. Remember, Business Coordinators have over one hundred groups each they are processing paperwork for. • There are many steps involved in the approval process. Understand that poor planning affects several departments not just the Treasurer and their Business Coordinator.

REQUEST FORMS • Anyone in your group can fill out a Request Form, but the Treasurer is the only one who can approve (Submit) the Request Form • The Business Coordinators can’t process a Request Form that hasn’t been approved by your group’s Treasurer • Submitted Request Forms should be turned into the basket on the Student Worker desk in the work room • Except for Credit Card Request Forms and time sensitive Request Forms that has been previous discussed with your assigned Business Coordinator • These must be handed to the Business Coordinator of the Day during their business hours

HELPFUL HINTS • Ensure the reimbursement address is correct • If the number of participants is less than 13, you are required to list each individual’s name

SPECIAL MAILING INSTRUCTIONS • You may request to hand the check to the performer in person if they are coming to campus, by selecting the Special Mailing option • Pickup at North Campus, need to provide student’s name picking up the check, need to pick up the check within 2 days

GIVING A GIFT • Gifts, prizes and awards are considered taxable income per the IRS and must be reported as income to any recipient • Gift Certificates, gift cards, cash and even tangible gifts • Do not submit any expenses for gifts, prizes and awards without having a Gift, Prize or Award Form filled out • Please see the Business Coordinator of the Day to pick up the forms • If you are in doubt of what is considered taxable income, please see ask a Business Coordinator prior to purchases

TRAVEL • What is considered travel? • Reimbursement for gasoline and food while traveling • Registration fees / conference fees / competition fees • Hotel charges • Car rental and airfare • You need to know: • Dates of travel • Destination, including city and state • Note: credit card statement for gasoline is not an acceptable receipt. It must be the gas pump itemized receipt. Receipt must match travel information.

RUSH PAYMENTS • We expect proper planning on your end • Please discuss with your assigned Business Coordinator the processing of time sensitive payments • This is an exception and not the rule.

PENDING REQUESTS • It is your group’s responsibility to track the status of the processing of request forms • Get into the habit of checking pending requests the entire semester • Ask your assigned Business Coordinator to check the status of a pending request • DO NOT DUPLICATE REQUESTS

REMEMBER • Refer to “How Things Work” when in doubt • The Business Coordinators are here to help you, drop by anytime and come ask questions • Pay attention to the last day of programming and the deadline to turn in Expense Requests

SU CREDIT CARDS – SAM’s “FAX & PULL” • Sam’s (Fax and Pull) • Go to samsclub.com • Write down or print out your list • Fill out a request form • Turn in the form and your list to a Business Coordinator • Fill out a Fax cover sheet • Order will be ready for pickup 24 hours after it has been faxed to Sam’s • For weekend pickups, your order must be faxed by 4:30pm on Thursday • Get a copy of receipt from your group folder before going to Sam’s • You can only pickup your order from Sam’s in Maplewood Commons on Hanley Road

SU CREDIT CARDS - SCHNUCKS • Schnucks Card • Fill out a request form with an estimate cost of purchase • Pick up a Schnucks Card from a Business Coordinator • Shop at any Schnucks • Then return the card with an original itemized receipt • NO SALES TAX

SU CREDIT CARDS - VISA • SU Visa Card • For internet or phone purchases or for companies that do not accept Purchase Orders and for things do not require a university contract • Do not check out the card • MUST see a Business Coordinator in person • Fill out the request form • Print out the request form (Don’t put in BasKet) • Turn in the receipt after placing the order

INTERDEPARTMENTAL ORDERS • What’s it for? • Transferring funds to/from other SU groups or University departments including Event Services, WFF, Bon Appetit, Res Life, Mail Services, Knight Center, and Maintenance • Note: Funds moving between groups will go into the same account they came from. • Operating to Operating or Fundraising to FR • EXCEPTION: being paid for service/performance

CHECK REQUEST • What do you need for a reimbursement? • A Receipt that: • Is original • Itemized • Shows proof of payment • Is taped neatly on all four sides to an 8½ x 11 sheet of paper • The student/Employee ID or Social Security number of the person being reimbursed • Note: A credit card statement only shows proof of purchase and does not count as a receipt

CHECK REQUEST CONTINUED • Why to fill it out? • Reimbursing another group member • Pay an individual or company • Require additional supporting document, i.e., receipt, invoice, or contract • How long does it take? • It will take about two weeks

SU Treasurer’s Training