Student organization training

1. Student organization training Finance module 1 - introduction

2. The CENTER FOR STUDENT INVOLVEMENT • Student life is a collective effort at Western Connecticut State University. Students with a common bond may seek to form a student organization. The Student Government Association has the responsibility to provide financial assistance to the group if it meets the SGA's funding criteria. The Center for Student Involvement provides assistance with event organization and execution, leadership development and group dynamics to meet the needs of the organization.

3. Learning objectives – 1 of 1 • At the conclusion of this module you will: • Understand the concept of the Student Activities Funds (SAF) • Have a general knowledge of who created the policies and procedures that govern the SAF • Understand who is administratively responsible for the SAF • Understand the responsibility of the student organization • Understand the policies around off-campus financial accounts • Understand the difference between the various Student Activities Funds • Understand the importance of signature cards • Understand the importance of meeting minutes

4. Student activities funds 1of 3 The Student Activity Funds entitle students to participate in any student organization and their programs.  The fee is collected by the University and is directly allocated to the following organizations: Student Government Association (SGA), Echo (Newspaper), WXCI (Radio Station), Campus & Student Centers Board, Program Activities Council (PAC) and the Center for Student Involvement. Other student organizations must submit a budget request to the SGA to receive a portion of the student activities fees. See module 2 for budget request information.

5. Student activities fund 2 of 2 • The funds also consists of Social Dues which are charged to students living in the residence halls. Each residence hall council and the Inter-Residence Hall Council (IRHA) uses this fee to sponsor its own programs. The policies and procedures discussed in this training program are applicable to both fees. The Student Activity Funds (SAF) were established and operate under provisions of the General State Statutes to account for all funds related to Student Activities. Western Connecticut State University and the SGA have established additional rules and regulations designed to protect the student organizations and their officers.

6. Administering the SAF 1 of 2 • Administering the SAF is the responsibility of three university officials: • The first person is the Student Activities Fiscal Manager (SAFM), who is the Director of the Center for Student Involvement, is responsible for the financial administration of the student organizations. • The Student Organization Fiscal Assistant (SOFA) is the second person responsible for the administration of the SAF. She works closely with the SAFM and is the first contact person for student organizations when there are financial questions or issues. • Finally the Cashier’s Office Fiscal Administrative Assistant rounds out those responsible for the SAF. She processes all budget allocations, payment requests, journal entries, accounts payable and deposits. *For residence halls and the IRHA, the Director of Housing and Residence Life serves as the SAFM.

7. Administering the saf 2 of 2 • It is the SAFM and SOFA's responsibility to ensure that: • all financial policies are properly followed • all expenditures are in accordance with the approved budget • all expenditures are approved by the student organization membership • all revenue is properly recorded

8. Student activities funds The University has established three Student Activities Funds for the benefit of the student organizations: • Fund 815 – Student Organization Activity Fund, the club’s fundraising account. • Fund 816 - Student Government Activity Fund, money allocated to the club by the SGA. • Fund 81600 – Student Government Surplus Fund(student government only) No student organization may establish outside bank accounts or apply for credit cards.   All transactions must be handled through Western Connecticut State University. Any student organization found to have an outside financial account is subject to having its recognition suspended.

9. Fundraising account (815) Fund 815 – Student Organization Activity Fund • This fund is for money that the student organization collects on its own (and the residence hall social dues.) It is commonly referred to as the Fundraising Account. • This is a “banking account”. While the SGA does not have oversight of this fund, money expended must meet all state requirements. Money remaining in this fund at the end of the fiscal year (June 30) rolls to the next fiscal year. Student Organizations do not lose money in this fund.

10. SGA Account (816) Fund 816 – Student Government Activity Fund • This fund is for money that the student government allocates to the student organization, via the budget process. Money can only be spent in accordance with the budget approved by the SGA*. Money remaining in this fund is rolled back at the end of each semester. *For example: money allocated for a DJ for an event, can only be spent on a DJ, not on decorations, even if it is for the same event.

11. Signature cards 1 of 3 Each Student organization must have a current signature card on file with the SOFA. The officers who sign the card must be the same officers listed with the Center for Student Involvement (SC 207). Any time the President, Treasurer or Advisor changes, a new signature card must be signed. • No expenditures will be approved until a valid signature card is on file.

12. Signature cards 2 of 3 • 1. If the academic year is (2014-2015) the fiscal year is 2015 • 2. Enter the Club name • 3. This is your 303-___ number • Followed by: President, Treasurer and Advisor signatures… These three signatures are needed because they are the only three signatures required to approve forms. • 1. • 2. • 3.

13. 1. President/Treasurer/ Advisor First and Last name. • 2. President/Treasurer ID # (this is your 501_____ #) Advisor office number on campus. • 3. This is your President/ Treasurer/Advisor ‘s WESTERN e-mail address. • 4. President / Treasurer / Advisor phone number. • This information is required for two reasons: • - Contact information for the signatories. • - Access to the EMS Request program for Room Reservations. Signature cards 3 of 3 1. 2. 4. 3. 1. 2. 3. 4. 1. 2. 3. 4.

14. Meeting minutes • Every expenditure that you try to process from your university accounts will have to include minutes with allocations. A skeleton outline of how to type meeting minutes can be found here.

15. Fundraising • Since the Student Government Association can not always fund student organizations all the money they require, you are encouraged to supplement the Student Government Association allocation through fundraising.  All drives, raffles and sales held on or off campus must be sponsored by a recognized student organization.  The proceeds must be deposited in the 815 fund account, within 24 hours of received the funds.

16. Fundraising - General policies • No individual may solicit donations or sell goods on campus for personal gain. Any organization may hold a sale for the purpose of raising funds for its treasury.  Approval must be received from the CSI Office prior to the event. • When scheduling facilities you must inform the department you are reserving with that you are hosting a fundraiser. • Sales may be held for up to three consecutive days. An organization may schedule up to two sales locations on the Midtown campus and one sales location on the Westside campus on a given event day. • The student organization is responsible for sanitation during and after each event. • Failure to adhere to the policy will result in revocation of sale privileges. • All fundraising that uses tickets must use WCSU’s Ticketing System (via Ticket Request Form.) For more information about the WCSU Ticketing System, contact Mark Gegeny in the CSC.

17. deposits • All fund deposits must be made within 24 hours of receiving the funds. • Deposits include any money received in the form of coins, currency, checks, money orders, and travelers checks. • Student Clubs and Organizations are required to log receipts of all funds on the Student Organization Deposit Slip. • Deposits can be made between 9:30am – 6:00pm in the CSI Office (SC 227) • If for any reason the office is closed, or it is after these hours, the funds can be brought to either Information Desk for holding, they should not be brought home with the organization. • If for any reason the Information Desk is closed, the funds must be held at the Campus Police Station.

18. The pink box indicates Organization Name, Account Number (you will always deposit into 815) and the information of who is making the deposit. Student organization deposit slip The blue box indicates the deposit details. All cash will be added and take one line item, checks must be listed individually. The green box indicates the CSI Staff worker who is taking and checking your deposit, you may ask for a copy of this form for your club records. The red box is a reminder of deposit procedures.

19. Module Review 1 of 1 • There are 3 people responsible for Student Activity Funds • -SAFM • -SOFA • Cashiers office Fiscal Administrative Assistant • There are two funds used by clubs: • 815 –Fundraising • 816 – SGA • The Club President, Treasurer and Advisor are the signatories for all forms. • No funding can be spent without a Signature Card on file. • Every fund expenditure requires proper signatures and minutes. • Fundraisers are encouraged, as long as guidelines are followed. • Deposits of funds occur at the CSI Office.