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SOM Funding. Erin C. Toller STUCO Treasurer. Overview. STUCO Funding Presentation Forms Reimbursements SOMAFF requests National E-Board funding Club Accounts. STUCO Funding. Presentation Request funds at least 1 month prior to travel No retroactive awards
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SOM Funding Erin C. Toller STUCO Treasurer
Overview • STUCO Funding • Presentation • Forms • Reimbursements • SOMAFF requests • National E-Board funding • Club Accounts
STUCO Funding • Presentation • Request funds at least 1 month prior to travel • No retroactive awards • Funding Request Guidelines • Forms • Travel Approval • Travel Waiver • Travel Expense
General • If someone does not travel, still submit TE form with $0 • Money is awarded PER PERSON not per club! • Maximum amount to be reimbursed should be submitted to Karen by the Treasurer
ReimbursementsTravel • Before travel: Travel Approval Form (TA), Travel Waiver form • Submit completed TA Form, waiver and verification of reimbursement to Karen Miklosey in the Student Affairs Office at least one month beforethe travel departure date. Please include ALL funding sources with amounts awarded and any outstanding funding requests.
ReimbursementsTravel cont. • After travel: Travel Expense Form (TE), receipts • After returning from travel, submit a completed Travel Expense Form (TE form) together with original receipts to Karen Miklosey within 45 Days of return. Failure to submit completed TE forms with receipts within 45 days of return will result in non-processing of forms. Allocated funds will then be returned to the funding source or the affiliate club.
ReimbursementsTravel cont. • Students should pay for their own expenses and have their own receipts. One student paying for multiple airfares / room costs / meals will delay and possibly compromise the reimbursement process. If multiple students stay in one hotel room, have individuals make partial payments on the bill and get a receipt of the partial payment from the hotel.
ReimbursementsEvents • Students must get specific receipts for all items/ travel that are going to be reimbursed. • Example - A credit card statement for “Wal-Mart…. $50.00” is not sufficient. You must have the original Wal-Mart receipt with the item(s) purchased. • Remember that alcoholic beverages cannot be reimbursed. • If you buy soda, ice, etc. at a liquor store, make sure that the receipt describes what you bought. • If you have an alcoholic beverage on a meal receipt while traveling, just subtract the drink + tax on the receipt and submit. • For a Vendor to be paid, you must submit the vendor’s name, address and an invoice from vendor.
ReimbursementsEvents cont. • Expenses greater than $100 with 1 month or more of advance planning, a request for payment by purchase order should be attempted. If the vendor will accept a purchase order, then this will allow for payment of the goods/services without a student needing to put out their own money. The student must obtain a quote for the goods/services. A completed “Student Reimbursement Form” including the signature of the Club/STUCO President or Treasurer must accompany the quote and be brought to Karen Miklosey in the Office of Student Affairs for processing
ReimbursmetsEvents cont. • Ensure that Club/ STUCO / Class Council authorizes you to make the purchase • Obtain and save appropriate receipt(s) for the item(s) • Complete student reimbursement form including signature from President or Treasurer • Attach receipt(s) to completed form and give to Karen Miklosey in the Student Affairs Office – Academic Center, 2nd Floor.
ReimbursementsEvents cont. • Petty Cash: • Expenses of less than $100 • 1 per event • Check request: • Expenses of $100 or more • 2-3 weeks???
SOMAFF • SOM Association of Families and Friends • Travel money requests • Deadlines (Feb. 15th, Sept 1st) • If awarded, notified by letter in mailbox • Money received: • When: after June • Where: • Individual-student account • Club-club school account
National E-Board Funding • Separate amount budgeted by STUCO specifically for National E-Board members travel • Who qualifies? • Follow same funding guidelines as clubs • Be sure to include how much, if any, is awarded by the National organization
Club Accounts • School Campus Account • Karen keeps spreadsheet • Can make deposits: give her the cash/check • Withdrawals only via reimbursements • Keep your own record • Outside Account • We are allowed • WARNING! School cannot police these accounts, so police yourselves!
