Treasurer’s Workshop Fiscal Year 2014

1. Treasurer’s WorkshopFiscal Year 2014 Presented by: Blanka Caha & Joshua Barry 9/10/13, 9/11/13

2. Club Signers Book Two authorized signers, usually President and Treasurer Budget hardcopies/emails The Lynx www.uvm.edu/clubs Supplemental Forms, Travel Forms, Etc. Mailboxes Resources – www.uvm.edu/sga Important Information

3. Financial Calendar Outlines events and deadlines www.uvm.edu/sga and in the Treasurer’s Manual.

4. Account Details • Chartstring • Source numbers

5. Budgeted Fund (130) Determined by the SGA Finance Committee All expenses outlined in budget Budget reallocation process SGA General Fund

6. Fundraised Fund (131) Funds raised to the organization Money must be spent to benefit the ENTIRE club and its goals. Spending is not limited to that which was approved by the Finance Committee during the last fiscal year. Required deposit of $100 by February (2014) Funds rolled over to the next fiscal year

7. Donations (311) • Through the UVM Foundation • 5% Processing fee on all donations • Under no circumstances shall alcohol be part of donation to the club, or to any auctioning activity. It is absolutely imperative for any SGA organization to refuse such a donation. • Additional information is available on the UVM Foundation website at: www.uvmfoundation.com

8. Frozen Accounts No ability to access money from budgeted (130) or fundraised (131) account Accounts may be frozen due to: Defaulting on a loan Not staying “in good standing” by Student Activities Committee standards Failure to repay petty cash Insufficient balance in account/overdrawn account Unfreezing accounts

9. Purchase Order Request (PO) Most vendors accept Purchase Orders legal promise of payment from the University The request must be dropped off at least 7-10 business days in advance—no backdating! UVM cuts checks on Tuesdays and Fridays only, so make sure you plan ahead

10. Purchase Orders Continued

11. How to fill out a PO Request Hurry and ASAP are NOT a date Have an amount – even for just a PO Select the fund (s) the money is coming from and one of the four options below Remember: For a check – you must have some type of quote/invoice/statement saying you owe the vendor something! Give the FULL vendor name and address, this includes the Zip Code When renting a vehicle/bus give ALL of this information

12. Purchase Orders Continued Do NOT commit money to any vendor until a Purchase Order is processed. This is unauthorized spending. Be sure to have ALL necessary paperwork before dropping anything in the PO box Respond promptly to notices from the Treasurer Request copy will arrive in the club’s mailbox Proves that the request has been submitted. Does not mean that it has been approved

13. Vehicle Rental Requirements to drive UVM owned/rented vehicles Minimum age (19) Certification course http://www.uvm.edu/~riskmgmt/?Page=driver_train/index.html Transportation policy: http://www.uvm.edu/sga/resources/documents/sgatransportationpolicy.pdf

14. SGA Vehicle Rental • Must be reserved no more than 4 weeks prior to the anticipated rental date • SGA Fleet • 8 vans at $80/day • 1 pick-up truck at $60/day

15. Outside Vendor Vehicle Rental • Outside vendors: • Hertz (Preferred) • Enterprise (driver must be 21) • First Student (school buses) • Premier Coach (coach buses) • Dattco • Requires a payment order • Must fill in additional information section of payment order request form

16. Renting from Hertz

17. Bus Rental The SGA may partially fund for chartered school buses Difference is to be paid from the club’s fundraised fund (131) for coach buses Clubs may fund a bus on their own if the event is not budgeted Contracted vendors must be used

18. Special Purchases Payment for an individual providing a service Independent Contractor Form and/or W-9 Form Must have a contract Coaches and other temporary employees do not fall under this category Ordering products with University symbols Must fill out licensing waiver Office Supplies (no PO request form needed) Use UVM Bookstore, UVM Print and Mail, or Staples Reimbursement (Extremely Rare)

19. W-9 • Federal law and UVM auditing policies require a W-9 to be on file for all vendors used • Employee ID number or SSN must be on the W-9 and it must be signed. • A W-9 is needed before the Purchase Order Request can be submitted—your responsibility • W-9’s are needed only for new vendors.

20. Independent Contractor Form Fill out citizenship information Include name and social security number of the payee. Unit/dept. is Student Government Association. You fill out the form preparer information. Fill out only sections I, II, and III, as well as C unless dealing with a researcher. Don’t forget to fill in the description of services Do not sign here! This is for the Finance Office.

21. Base Contract Form Needs telephone number and SSN Cost, date, and location are needed Needs a signature from the purchaser (club representative) and Director of Student Life (Pat Brown)

22. Special Purchases—Food Catering on campus is subject to other policies Sodexo waiver needed for outside catering on campus. Exceptions: Purchase of pizza Catering by University approved vendors Potluck for Club by the Club Catering on campus is submitted online through the Conference and Events services website and requires 2 weeks for approval

23. Credit Card Charge Used if no other form of payment is acceptable (ex. hotels, plane tickets, internet order) Arranged during Finance Office business hours only

24. Petty Cash Used sparingly Responsibility is placed solely on the individual Must close out with original receipts and/or cash on time One Petty Cash open at a time per club

25. The Charge Card (“Orange Card”) Works for expenses incurred within the University i.e. Print and Mail & Bookstore with up to a 30% discount. One transaction/card, authorized by an SGA authorized signer (Sara/Blanka/Josh)

26. Loans Made with the approval of the SGA Treasurer Loan payment schedule made during the loan hearing The SGA reserves the right to derecognize any organization failing to repay a loan No interest applied

27. Deposit Slips Used to deposit cash, checks, and unused petty cash Absolutely NO account out of the University system

28. Reserving Space Called Virtual EMS https://emsweb.uvm.edu/virtualems/, Easily found under UVM A-Z Clean up to prevent custodial charges

29. Reserving Space

30. Reserving Space

31. Reserving Space

32. Reserving Space

33. Financial Transaction Reports • Monthly basis • Look for emails from sgafnanc@uvm.edu • Use this email for requesting copy of your budget and fund balance inquiry • Additional information on SGA Resources webpage

34. Additional Funding Funds for new and current clubs Supplemental, Gas Supplemental, Capital, Nationals, Diversity Enhancement, Uniform Fund, and Student Professional Development Fund Submit forms online by noon on Mondays Hearing with the Finance Committee No hearing for Gas Supplemental Requests under $2,000.00 do NOT require an advisor’s approval email SGA Senate approval needed if over $2,000.00—more time Note: The more detailed the information provided on the form the better

35. Supplemental Funding Utilized for items/events not included in the original budget i.e. hotel rooms, flights, van rentals, supplies, equipment and materials, as well as outside people and organizations General guidelines Hotels: Up to $120/night/room with 4 people/room Flights: Up to $900/semester for two people Up to 75% of any “fee” may be allocated Food following appropriate criteria

36. Allocation Criteria for Food • Money for food may be allocated if used in one of the following ways: • Educational purpose coinciding with club’s mission • Culture/Religious group function (ex. holiday dinners/meals) • Meals for a speaker and two club members • Meals for a club retreat

37. Requesting Supplemental Funding Step 1: Log in to The Lynx (www.uvm.edu/clubs)

38. Step 2: Search for SGA Senate Finance Committee Step 3: Click “Forms”

39. Step 4:Select the appropriate form for your request

40. Step 5:Fill out the form as accurately as possible. Click “submit” when you are finished. An email confirmation that you have submitted a request will be sent shortly thereafter.

41. Step 6:Wait to receive an email confirming your hearing time (if a hearing is necessary). -Bring supporting documents to the SGA Office Front Desk. -The online form and all documents must be turned in by noon on Monday for consideration that week.-Allocations made and decisions emailed to you by noon on Friday of the same week.

42. Step 7:If your request is for more than $2,000, your advisor must send an email to sga.finance@uvm.edu confirming their knowledge of the request -The email must include a description of fund use and the amount requested -It is acceptable for you to send an email to your advisor with this information and for your advisor to email their approval

43. Gas Supplemental Funding Gas is never budgeted for Must print out Mapquest directions for trip (with route and total miles traveled) and bring to SGA office front desk by Monday at noon to be considered that week Estimate the gas expense with the average gas price at the time, based on the Mapquest information Must be done before trip

44. Capital Project Proposal Special Funds available for tangible items durable for five years or more Bring price estimate for the item(s) needed and any additional information supporting the allocation to SGA office front desk

45. Diversity Enhancement Funding Utilized for events of a cultural or religious nature in order to enhance diversity and benefit the campus as a whole i.e. holiday events, speakers, etc… Must be an on-campus event Food may be allocated for events supporting diversity

46. Nationals Funding Used for qualifying national events, an acknowledgement for athletic achievement This fund has more flexibility in regards to the maximum amount of funding allocated

47. Uniform Funding Used as an aid for clubs to obtain uniforms (will not fund full purchase) Three year rule Evidence or intention of fundraising for the purpose of buying uniforms must be shown A detailed distribution plan to ensure that uniforms are not lost or stolen is required

48. Student Professional Development Fund Fund available to students who have achieved significant recognition for work/services in their field of study Used to further enhance knowledge through conferences, seminar, etc… Not to be used as an internship stipend/funding Detailed proposals are to be submitted to SGA Treasurer for review and allocation Contact Josh for more information

49. This is a list of clubs that HAVE NOT done their club update/registration form on the Lynx. These clubs accounts have been frozen and they cannot access their funds until they visit the Lynx and complete the registration process. Contact Sara with any questions or problems. Alternative Winter Break College Undergrads Not Tolerating Sexism Common Ground Student Farm DREAM Electronic Dance Music Entrepreneurship Gluten Free International Relations Latin American Studies Nordic Ski Slow Food Students for a Free Tibet Wrestling

50. Questions?