Student Organization Management Workshop

1. Student OrganizationManagement Workshop A step-by-step introduction to Organization Management, budget and event planning at the George Washington University

2. Introduction • What is the Center for Student Engagement? • What is your role as the financial officer? • Who is there to help? • Nick Hudson (Coordinator, DOS Financial Services) • nhudson@gwu.edu • Orlando Dozier (Accounting Analyst) • odozier@gwu.edu • Your Advisor! • What is SOMA?

3. Student Organization Registration • Use your GW email username and password to log into the bottom right side of the screen at studentorgs.gwu.edu and click on the "Awaiting Registration" link next to the name of the organization that needs to be re-registered.  • If you are registering a new org, click on "Register New Organization" at the top right side of the screen to begin. Fill in all requested information and submit. Online registration includes the following steps in addition to entering basic information about your org: • Student Org Town Hall • Student Org Management Workshop
 • Responsibility Statement
 • Constitution
 • Budget
 • Online Quizzes
 • Financial Quiz • Tutorial Quiz • Await final SAT Advisor review and approval
 • Upon completion of these steps, your SAT (Student Advisory Team) Advisor will review the documents you have submitted.  Please allow at least five business days from the day your organization completed their steps to hear about approval. You will know that your organization has been approved when you receive an email from your advisor stating your registration is complete. 

4. Financial Accounts Student Association Account CSE Accounts • SA allocation: • Must submit budget request (when registering organizations) to be eligible to receive funding • Not all organizations receive funding • SA will distribute allocations to organizations for all expenses for the entire year! • SA EAF (white form) • Sign and submit to SA Office • Blank EAF’s are located at the CSE Office, SA Office • Must be fill out every time a financial transaction is made • Three primary types: • Revenue Account: Funds generated by the organization (fundraisers, member dues, ticket sales, etc.) • Gift Account: Money typically obtained through corporate or individual donations • Campus Recreation Account: Money provided by Campus Recreation for Club Sports***DOES NOT ROLL OVER • Roll Over from year to year • Revenue EAF (white form) • Sign and submit to CSE Office • Must be signed by SAT advisor • Blank EAF’s are located at the CSE Office, SA Office or under the “Forms” link on the left side of the Student Org’s web page. • Must be fill out every time a financial transaction is made • Band • TRAiLS

5. Types of Payments on EAFs Student Association EAF CSE EAF • PETTY CASH • CREDIT CARD • CHECK TO VENDOR • REIMBURSEMENT • UNIVERSITY TRANSFER • SODEXO CATERING • MARVIN CENTER/LISNER • ENTERPRISE CAR RENTAL • TRAVEL • OTHER • PETTY CASH • CREDIT CARD • CHECK TO VENDOR • REIMBURSEMENT • UNIVERSITY TRANSFER • SODEXO CATERING • MARVIN CENTER/LISNER • ENTERPRISE CAR RENTAL • TRAVEL • OTHER

6. Expenditure Approval Forms (EAF) Student Association CSE

7. SA ACCOUNTS Administrative Programming • Memberships • Subscriptions • NON-GW Office Copying • Miscellaneous Office • Conferences • Postage • Office Supplies • Uniforms • Miscellaneous Supplies • Advertising • Athletic/Game Officials • GW Printing/Graphics • Events that occur on annual basis (i.e. Recruitment, Fall Speaker Series, etc.) • Events that you are planning on having the upcoming year • Events for members and student body at large

8. SUB-ORGANIZATIONS • Each sub-organization provides umbrella organization with a budget request • Umbrella organization is allocated funds for all sub-organizations • Umbrella organizations must re-allocate sub-organization funding to each sub-organization with SA allocation • Umbrella organizations must sign off on each SA EAF • Umbrella groups with sub-organization funding: • Club Sports Council • Engineer’s Council • GSEHD SA • MBAA • Medical Center Student Council • Trachtenberg Student Organization

9. Student Association • Who is the Student Association? • Julia Susuni – Student Association President • Kostas Skordalos– Student Association Executive Vice President • Scott Lauerman– Vice President of Financial Affairs (vpfa@gwu.edu) • What do they do for student organizations? • Should your student organization ask them for money? • Important dates for budget submission: • All budgets are due on March 24th , 2014 by close of business • How do you receive funding for the SA? • How does the appeal process work? • Any questions regarding your budget or allocation should be directed to your SAT Advisor or Ryan Counihan (gwsafinance@gmail.com) • Questions?

10. Important Financial Dates • Fall Organization Registration Period……………… 9/25/13- 10/16/13 • Spring Organization 2014-2015 Registration Period….......... 2/24/14- 3/24/14 • Organization Management Workshops……..……................ 8/28; 9/3; 9/5; 9/30; 10/4; 10/9; (2 HOUR MEETINGS) • Fall Town Halls …………………………………. 11/18; 11/19 • SA Mid-Year Review……………………….. 1/28/14 • Spring Town Halls ………………………… 1/22/14; 1/30/14 • Organization Management Retreat …………… 1/31/2014 • Budgets Due…………………………..….. 3/24/14 • SA Budget Decisions (emailed) …………… 4/6/14 • SA Allocation Appeals ………………… 4/7/14-4/12/14 • SA Co-sponsorship Request Due………..…… 4/11/14 • EAF final submission due date….…..………… 4/25/14 • 2013-2014 Registration Expires…………….... 5/1/14

11. SA Finance Policy Manual • Details SA Allocation process • Details rules and regulations regarding SA Funding • Details prohibited items • Details allocation appeals process • Criteria the SA considers when deciding allocations • Refer to the SA’s senate finance committee policy manual if you have questions • Contact Ryan Counihan, Senate Finance Committee Chair, with questions at gwsafinance@gmail.com or your SAT Advisor

12. Now what? • Make certain you keep up with the amount of money you have in all of your accounts by looking it up online • Only the Financial Officer (you) has access to view your organization’s Revenue & SA Account balances (updated weekly) • Keep accurate records of all financial transactions for your organization’s account (copy everything!) • Contact the Coordinator, DSA Financial Services in CSE with any questions How to Access & View your account: • Start at http://studentengagement.gwu.edu/student-organizations and click on log-in • Login with personal username & netid • Click on organization name link • Scroll down to the “About this Organization” Text box • Click “financial officer click here to view your budget(s)” link • View your budget!

13. Questions Q: What are the types of accounts? Q: What accounts roll over each year? Q: Who has access to view your organization’s accounts?

14. Answers A: SA Account, Revenue Account, Gift Account, Club Sports Account A: Revenue and Gift- NOT SA or CLUB SPORTS A: The Treasurer

15. Creating Budgets

16. Budget Document • All student organizations requesting SA funding for 2014-2015 academic year MUST complete the SA Budget Excel document • Creates uniformity amongst student organizations • Adds further details for the SA Finance Committee • Differentiates between Administrative, Programming, and Suborganization Expenses • Creates an overview sheet for the SA Finance Committee • Student organizations NOT requesting funding do not have to create/submit budget

18. Budget Document • Four main components • Administrative • Memberships • Subscriptions • NON-GW Office Copying • Miscellaneous Office • Conferences • Postage • Office Supplies • Programming- Create as many tabs as you have programs • Suborganizations- Use each suborganization tab for each org • Revenue- List dues, fundraising, etc. to determine actual request amount • Uniforms • Miscellaneous Supplies • Advertising • Athletic/Game Officials • GW Printing/Graphics

20. Budget Document Tips • You can only edit WHITE CELLS- everything in blue or buff is locked • Do not change the format • Be as explicit and detailed as possible • CSE Financial Services and CSE will be available every Monday and Wednesday for specific budget office hours from 1:30-3:00pm during Student Organization Registration (March 1-March 24) • Sub-organizations DO NOT have to fill out this document • Questions about document see CSE Financial Services or SA Finance Committee • SUGGESTIONS?

21. GW FOR GEORGE EXAMPLE • Go to http://studentengagement.gwu.edu/student-organization-forms-and-documents to access instructions for completing budget document and template CLICK HERE TO LOG ON TO STUDENT ORG PORTAL!!!

22. Student Organization Creates Budget • Should cover full year’s fiscal spending Fall Event 580.00 Spring Event 580.00 Food 250.00 Food 250.00 Decorations 50.00 Decorations 50.00 Entertainment 200.00 Entertainment 200.00 GWPD Fees 80.00 GWPD Fees 80.00Office Supplies 200.00 General Body Meetings 400.00 Paper 100.00 Food 100.00 Tape/Pens/etc 50.00 Publicity 20.00 HP Printer 50.00 Grounds Fees 180.00 Entertainment 100.00

23. Create Budget for Event • Co-sponsorships Amount Expenses Amount Residence Hall Association 1000.00 Catering Food 2665.00Student Dining Board 1300.00 Tiffany’s Cake 150.00Colonial Army 150.00 GW Jazz Band 150.00Interfraternal Council 300.00 DJ Premier Services 250.00Panhellenic Council 300.00Decorations: Balloons 53.77 Tickets 10.00 Supplies 19.13 University Police 161.00Total:$3050.00 $ 3733.60 • Difference: $683.60 • The difference will be paid from the student organization’s budget

24. Financial Policies

25. CSE Quick Guides • Quick Reference Guides on policies, procedures for all student organization transactions • Available on Student Organization Forms and Documents website: http://studentengagement.gwu.edu/student-organization-forms-and-documents • Quick Guide on Contracts • Quick Guide on Payments • Quick Guide on SA EAFs • Quick Guide on Tax Exemption • Quick Guide on Travel • Quick Guide on Vendors

26. Account Basics • Four types of accounts: • SA Account (allocated by SA, once/academic year) • Revenue Account (funding generated by organization, roll over) • Gift Account (donations from outside donors) • Campus Recreation (Club Sports teams) • Payment Methods: - Direct payment to vendors (invoices) - Credit Card payment to vendors - Reimbursements - Petty cash • Off campus bank accounts • Not allowed or supported

27. Payment to Vendors • Registration/Tournament Fees • Individual and Sole Proprietorships • Commercial Vendors • Prizes, Awards, and Scholarships

28. Reimbursement Policy • IBUY REIMBURSEMENTS • All student employees are NOT required to create IBUY profile • All staff and/or faculty who receive student organization funding must still create IBUY Profile • All reimbursements will be electronic for Accounts Payable

29. Reimbursements & EAFs All reimbursements MUST be submitted within 30 days of ORIGINAL purchase! • Org must have sufficient funds to cover the expense • Must submit paperwork within 30 days of original purchase • Original receipts must be attached to an EAF • Must be taped to an 8 ½ x 11 sheet of paper (no staples) • Reimbursement request must equal or be less than receipt amount • Follow all guidelines on the EAF form (incomplete EAF’s will delay reimbursement time) • Complete the Individual Reimbursement section of the EAF • Must have appropriate signatures • Must submit to the correct location (different depending on type of EAF) • ADDRESS MUST MATCH BANWEB!!!! Note: You will be contacted by your student organization to find out if you can work with staff to put charges on a University credit card

30. Reimbursements & EAFs • Individual being reimbursed MUST be the same person that made the original purchase • Individualbeing reimbursed MUST have direct deposit • RECEIPTS FOR REIMBURSEMENT SHOULDNOT INCLUDE ANY ITEMS EXCEPT WHAT IS BEING REIMBURSED • Students CANNOT/WILL NOT be reimbursed for personal (out of pocket) money spent for services requiring contracts (i.e. performer payment with personal money = NO REIMBURSEMENT) • Each individual may only request $600 in reimbursements per academic year (any amount over $600/individual may be taxed to that individual). • ALL ADDRESS MUST BE UPDATED AND ACCURATE IN BANWEB (where you register for classes)

31. Questions Q: What are the four payment methods? Q: What is the maximum for reimbursements in one year before being taxed? Q: How many days do you have to turn in a receipt? Q: Where do I turn in the reimbursement request?

32. Answers A: Credit Card; Petty Cash; Direct Payment (check); Reimbursement A: $600 A: 30 A: Student Association (white copy and receipt) Center for Student Engagement (yellow and receipt)

33. TRAVELLING • NEED TO TRAVEL? • MUST NOTIFY CSE in advance • CSE books all travel that is fully paid for with university funds (reimbursements are available for portions of travel expenses) • There are three forms for travel: Vehicle Request Form; Hotel Request Form; Air Travel Request Form • Fill out forms and turn in with EAF • LOCATED IN CSE

34. TRAVEL POLICIES • iBuy Travel • All travel reservations are to be made through at CSE UNLESS special rate through CONFERENCE OR TOURNAMENT http://www.gwu.edu/~supchn/iBuy_Travel

35. Driving Policy • 21 years old and above drivers • Authorized student drivers will be required to purchase insurance through Enterprise • Authorized student drivers can drive 300 miles per day but must take a break somewhere within that radius • 20 year old drivers • Authorized drivers will be covered under GW’s insurance • Authorized drivers are limited to 200 mile radius around Washington, D.C. • All authorized drivers are required to be registered and approved to drive through the CSE and Risk Management • All minivans have 250 free miles per day, $.25/mile above 250 miles • IF AN ACCIDENT OCCURS, MUST NOTIFY CSE AND RISK MANAGEMENT IMMEDIATELY

36. Travel • Travel Form 1- Registration and Emergency Contacts • (This form needs to be completed and submitted to your SAT Advsior at least (10) business days before leaving for the trip.) • Travel Form 2 – Participation • (EVERY person traveling must fill out this form. Submit all participant forms together at the same time to your SAT Advisor before leaving for the trip.) • Driver Registration Form • (EVERY driver needs to complete this form to become a registered driver. After completing the form, take it to you SAT advisor and have them sign and fax to the Office of Health and Safety) studentorgs.gwu.edu/StudentOrganizationForms

37. 20 Year Old Driving Radius

38. 20 Year Old Driving Radius • Locations 20 year old drivers can drive to: • New York City • Pittsburgh, PA • Philadelphia, PA • Raleigh, NC • Roanoke, VA • Morgantown, WV • All of NJ, MD, DE • Most of VA

39. Questions Q: How do you get registered to drive? Q: How far can 21 and above drivers drive? Q: How far can 20 years drivers drive? Q: How many free miles do you get with a minivan per day? Q: Who is covered under GW’s insurance?

40. Answers A: Contact student organization advisor, fill out application, pass test A: 300 miles per day, MUST TAKE A BREAK A: 200 MILE RADIUS FROM DC A: 250 FREE MILES PER DAY A: 20 year old drivers (21+ drivers under Enterprise)

41. Deposits • Deposit Slip • Student must come into the CSE and fill out and meet with an authorized staff member who will confirm deposited amount • Where does it go? • The deposit will be credited to the student organization Revenue Account • The deposit will be subject to reduction should a check be returned for nonsufficient funds • All checks must be written to “The George Washington University” or must state clearly in the “TO” line “GW STUDENT ORGANIZATION” • OVER NIGHT DEPOSITS ARE AVAILABLE

42. Questions Q: Where do you hand in overnight deposits? Q: Which account does you student orgs deposit go into? Q: When depositing a check, who must the checks be written to when to?

43. Answers A: Fifth floor Marvin Center. A: The student organization’s Revenue Account. A: All checks must e written to “The George Washington University,” or must state clearly in the “To” line “GW Student Organization.”

44. Petty Cash • Available to all student organizations and staff • Must first fill out a Petty Cash Request Form and an EAF • Takes a few days for request to be processed & approved • Limited to $150.00 per request • Cannot be used for tobacco, alcohol, or to pay vendors • Petty cash receipts and left over cash • Turn back into CSE within 5 business days of pick up • Penalties: Organization will be charged for full amount/unable to request money for the remainder of the year • Pick up petty cash at CSE • 5th floor Marvin Center – Nick Hudson or Orlando Dozier

45. Donations • Donations can be made with funds from your Revenue Account • Submit a memo to the CSE with: • Organization’s name, address, contact person, amount you wish to donate • Copy of the organization’s W-9 • International Organization Donations require: • Name of organization • Bank name, bank account #, bank routing #, bank address • Type of entity (corp, partnership) • Domicile of entity (name of country) • Copy of organization’s W-9 • Takes time to complete donation • SA funds are NOT allowed to be used for donations

46. Questions Q: What’s the Maximum amount of money a student or g can requesting petty cash? Q: Petty cash and left over receipts must be returned in how many business days from pick up? Q: Are SA Funds allowed to be used for Donations?

47. Answers A: One can request up to $150. A: Left over petty cash and receipts must be returned within 5 business days? A: No, donations can only be made with funds from your revenue account.

48. CSE Credit Card Payment Website • Available on August 30th • Members of student organizations can make payments for various items with a credit card • Dues • T-Shirts • Event Registration/Tickets • Other • Purchaser must select student organization • Student organization’s Revenue Account will be credited at least once per month • Student organization can contact CSE for a report on who made payments • Purchaser will receive a receipt and email confirmation

50. Event Planning George’s Fall Ball