Student Organization Finances

1. Student Organization Finances Center for Student Activities and Leadership Development Demetrius Murchison, Accounting Clerk

2. Your Account Numbers • Your SAFB and FLEX account numbers are listed on your organization’s profile page. • Only viewable by individuals who have administrative access

3. SAFB Account • Used for a specific purpose • Request allocation through Student Activities Funding Board for approval • NO funding is automatic; you must apply • CANNOT deposit into this account • Unused funds are called back each semester • All questions about SAFB funding must be directed to the SAFB Chair – NOT the Accounting Clerk

4. SAFB Funding and Payment Deadlines • If you have received funding and have submitted a Payment/Reimbursement Form orcompleted an order/payment before the deadline, you can use current funds. • If you have received funding and have notsubmitted a Payment/Reimbursement Form orcompleted an order/payment before the deadline, you cannot use current funds. • If you have not received funding before the deadline and you have completed an order/payment, the payment will be covered either by your FLEX account or out of your pocket, since you will be personally responsible. If there is a Payment/Reimbursement Form submitted and approved, I will submit the payment and charge the provided fund number, regardless if there is funding in the account or not.

5. FLEX Account • Deposit fundraising monies, dues, etc. at the CSA Service Window • When you deposit money using a credit or debit card, there will be a 5% charge to cover the variable credit card fee. Generally this is a 2-4% fee; therefore, all remaining monies will be deposited into the account. • Funds can be used at the discretion of the organization and in accordance with University and CSA Policies & Procedures. • “Your money”, however you cannot withdraw money from this account

6. FLEX Account Deposits • Deposits can be made at the CSA Service Window 9am-5:00pm: Mon.,Tues., Thurs., and Fri. 9am-6:30pm: Wed. • Deposit Cash within 24 hoursof receipt • Deposit Checks within 3 daysof receipt • Checks must be made payable to Oakland University • Only checks dated within 30 days of deposit will be accepted

7. Account Summaries FLEX (EARNED) • Dues • Fund raising • Working at the carnival • Donation • Student organization awards • Balance rolls over month to month SAFB (REQUESTED) • Discretionary/Operational • Allocation for specific events or purposes • Unused funding will be called back to SAFB • Deadlines for applying/using funds: • Fall = December 1 • Winter = April 1 • Summer = August 1

8. Deficit • It is paramount to keep your accounts in good standing. • Having a negative balance, in either of your accounts, subjects the organization to a withholding of services and SAFB funding. • If you believe that a charge has been made in error, please resolve immediately; otherwise, you may not be eligible for funding if this leaves your account in deficit.

9. Banner Statements • Banner statements contain all financial transactions for a specific account within a specific period of time (fiscal year = 7/1 thru 6/30) • At the end of each month, SAFB and FLEX statements will be put into your mailbox in the CSA. • It is the student organization’s responsibility to track all financial activity in both accounts, including all funding activity.

10. Payment/Reimbursement Form Payment for Product or Service

11. Payment/Reimbursement Form Reimbursement<$200

12. FOLLOW THESE DIRECTIONS

14. Travel Expense/Reimbursement • Mileage Reimbursement Forms are due to Accounts Payable within 60 days of return from travel. Fill out the Mileage Reimbursement Form on GrizzOrgs as soon as possible. • Travelers must choose the most cost efficient ground transportation method once they arrive in their business location. • Drive/Fly Comparison • The airfare comparison must have been obtained at least 2 weeksprior to travel and the traveler must provide proof of the amount used. This comparison should be obtained from a site like Expedia or Orbitz to get an accurate gauge. • The traveler’s reimbursement will be limited to the cheaper option of the two. • Rental Vehicles • The use of a rental vehicle will only be approved when it is the lowest cost alternative or when it is a business necessity. • If it is the most economical transportation option, you must provide a summary of what public transportation or personal vehicle mileage would cost, completed with website screen shots or something similar, as supporting documentation.

15. Travel Expense/Reimbursement

16. FOLLOW THESE DIRECTIONS

18. Petty Cash • Requests must be submitted at least 48 hours before the date needed; available funds are distributed on a first-come, first-served basis. • Funds can be charged to the SAFB or FLEX account, as approved. • The maximum you can receive is $100. • Provide original receipts, paid for by cash, and remaining cash within 24 hours after purchase.

19. Petty Cash

20. FOLLOW THESE DIRECTIONS

21. Sam’s Club • One representative from each organization will be authorized to use CSA’s Sam’s Club card. • Must bring receipt to CSA the next day. • It takes 24 to 48 hours for names to be authorized to use CSA’s Sam’s Club card.

22. Sam’s Club

23. Purchases • Lead Time (14 business days, MINIMUM, from the time that you contact me following SAFB approval) • W-9 (Federal Tax ID) form from ALL vendors • Certificates of Liability Insurance (for ALL food and service-oriented vendors from off campus) • P-Card Purchases • Detroit Pencil Company for Office Supplies • Can be used for conferences or other on-line purchases • OU & CSA Policies and Procedures

24. W-9 Vendor name, address, and business classification Social Security Number or EIN Signature Date

25. Certificate of Liability Insurance Insurance Company’s Name Current Date Vendor’s Name $1,000,000 minimum Current policy dates Certificate holder: Board of trustees Oakland University 2200 n squirrel rd Rochester, mi 48309

26. Things to Remember • Use the “Checkbook” feature to help you manage your finances. • First make sure you have the funding before submitting payments or ordering, then fill out the Payment/Reimbursement Form for processing. • Always give the Accounting Clerk your originalreceipts. • When receiving your current balances concerning your accounts, remember that the balances may not include all expenses. This is why you should keep track of all your upcoming income and expenses, so there will be no confusion. • PEPSI PRODUCTS ONLY – AQUAFINA WATER

27. Important Contacts and Websites Oakland University Printing Services 16 Police and Support Services (PSS) Building Phone: 248-370-2282 Fax: 248-370-4544 http://wwwp.oakland.edu/universityservices/ printing-services/ PC Email: printit@oakland.edu MAC Email: psmac@oakland.edu Oakland Center Reservations Office 118 Oakland Center Phone: 248-370-3230 Chartwells Food Service 121 A Oakland Center Phone: 248-370-3400 Fax: 248-340-2545 http://www.dineoncampus.com/oakland/ Oakland University Mail Services 12 Police and Support Services (PSS) Building Phone: 248-370-2281 Fax: 248-370-2286 http://wwwp.oakland.edu/universityservices/mail-services/mailreq/ Student Activities Funding Board (SAFB) 62 Oakland Center Phone: 248-370-4292 www.oakland.edu/ousc

28. Contact Information Center for Student Activities and Leadership Development 49 Oakland Center www.oakland.edu/csa csa@oakland.edu General Information: (248) 370-2400 Fax: (248) 370-4337 Accounting: (248) 370-4335 Office Hours:Mon., Wed., Thu. – 1pm-4pm Tues. & Fri.– 9am-noon

29. Stewardship When you learn to properly manage the little you have, you will manage much more! Planning precedes success!