Treasurer’s Workshop Fiscal Year ‘06

Treasurer’s WorkshopFiscal Year ‘06 http://www.uvm.edu/~uvmsga/ Presented by: Blanka Caha & Jess Banks 9/7/05 & 9/8/05

Financial Calendar • Used to outline the major dates and deadlines throughout the fiscal year. • Can be found online at the SGA website www.uvm.edu/~uvmsga/.com

Account Details • Authorized people: two club members who assume responsibility for the club’s financial matters (usually the President and Treasurer) • Transaction information on your club’s accounts can be reviewed at http://aisweb.uvm.edu/pls/owa_prob/frtran_p.P_FRS_Login • Account numbers can be attained online and in the SGA Finance Office.

Budget Account • Amount determined by the SGA Finance Committee in the spring for the next fiscal year. • Generally it can only be spent on those things approved in the detailed budget breakdown. • Redistribution can occur, but only with approval from the SGA Treasurer during a scheduled meeting • All funds left in the account at the end of the fiscal year (both semesters) will be rolled over into the general fund for re-distribution in the upcoming year.

Revenue Account • Funds that are raised or donated to the organization. • This fund can be spent on many things that the SGA does not budget for, such as food. • General rule - money must be spent to benefit the ENTIRE club. • Procedure for spending from this account follows the same rules as the budget (allocated) account. • At least $75 must be deposited in this account by February 2006, which is the beginning of the budget hearing process, or an automatic 10% cut will incur on the next year’s allocated budget amount. • Funds left over at the end of the fiscal year in this account shall likewise be rolled over for the new fiscal year.

Frozen Accounts • Club accounts may be frozen for a variety of reasons. This means that the club will have no ability to access money from either their budget or revenue account, placing a hold on all spending. • Accounts can be frozen due to: • Defaulting on a loan. • Not staying “in good standing” (details to follow) • Failure to repay petty cash • Not sufficient balance/Overdrawn account

Vehicle Rental • All drivers must be 18 years old, certified by Risk Management, and have a valid driver’s license. • Check Risk Management Policy on their website: http://www.uvm.edu/~riskmgmt/?Page=vehiclesafety/motorvehiclepolicy.html&SM=vehiclesafety/vehiclesafety_submenu.html • Vehicles are available through SGA or outside vendors. • If reserving a van with the SGA, please go and see Maggie in the SGA offices no more than 4 weeks prior to the trip (Keep in mind that spaces fill up quickly, so the sooner you can reserve a space the better) • Outside vendors (Thrifty, Lamoille Valley Transportation, Mountain Transit) – purchase orders need to be filled out prior, with detailed information, use contracted vendors (details to follow)

Purchase Order Request (POR) • Most vendors accept Purchase Orders, which is a legal promise of payment from the University. • You must fill out the POR 4 BUSINESS DAYS in advance. If you need it Friday you must it out MONDAY AFTERNOON BEFORE 3pm!!

Do NOT commit any money to any vendor until a POR has been filed. • Be sure to have ALL necessary information (vendor information, independent contractor form, vendor invoice, or estimated price & order form) or your POR will not be processed. • A copy of the POR will arrive in the club’s mailbox, as proof that the POR has been submitted, and does not mean that it has been approved. You will be contacted if any problems arise when processing your POR, otherwise, you can expect for your request to go through on time. • Encumbrances

Special Purchases (POR) • Vehicle Rental • Ordering products with university symbols • www.lrgusa.com/licensed_manufacturers.php • Payment for musicians/bands • - SSN or Federal ID # (W-9 form) required • http://www.irs.gov/pub/irs-pdf/fw9.pdf • Office supplies • Generally, food is not funded for through the SGA unless it meets one of the following requirements: • For educational purposes that coincide with a club’s mission. • Cultural and religious group functions, such as acquiring food for holiday dinners/meals and/or educational purposes. This can be acquired through the CDAFC fund, as long as it meets the aforementioned criteria. • Meals for a speaker and two club members can be funded for as follows: • Breakfast - $5 per day • Lunch - $10 per day • Dinner - $15 per day • Meals for a club retreat will be funded as $5 a day per member per meal, for no longer than a 48 hour period. • Catrering on campus is subject to other policies, such as Sodexho waiver approval, unless the spending is for less than $100 at Leonardos, Big Daddy’s, Zachery’s, Pizza Hut, and Dominos. • NOTE: Catering on campus provided by Sodexho goes through SGA approval on the charge card (“orange card”)

Payment Approval Voucher • It is used to pay individuals • Individuals need: permanent address, SSN and residency status. • You cannot approve payment for yourself, the other author persons signature is needed • Proper backup is needed (receipts, contracts, …) • Coaches and other temporary employees are not included within this category, as they are held under UVM payroll.

Credit Card Charge • Club can charge their purchase to a credit card if no other form of payment is acceptable (ie. hotels, internet order) • Can be arranged during the Finance Office business hours only

Petty Cash • USED SPARINGLY. Responsibility is placed solely on the individual. • Form is approved by the SGA Office, General Accounting and Cashiers’ Office • Short term fund. • Must close out with receipts and/or cash on time. • One Petty Cash open at a time.

Loans • Loans can be made with the approval of the SGA Treasurer. • Loan payment schedule shall be determined by the club representative and the SGA Treasurer during the loan hearing. • NOTE: The SGA reserves the right to derecognize any organization failing to repay a loan. • No interest applied

Deposit Slip • Used to deposit cash and/or checks to club accounts. • Slips must be approved by the SGA Finance Office, and then taken to the Cashiers’ Office by the club member • All funds exceeding $100 need to be deposited in the account within 24 hours. • No outside account is allowed.

The Charge Card (“The Orange Card”) • Works for expenses incurred within the University (ie. Bookstore - with up to a 40% discount, Print and Mail, Sodexho). • Expense charged directly to the club account. • Each card is only valid for one transaction, and must by authorized by and SGA authorized signer.

Transfer Request • Transfer funds from one account to another WITHIN the University system. • Many uses, such as: paying down last years budget debts, collect funds from University departments, etc.

Additional Funding • SGA supplies additional funding for both existing and newly recognized clubs • The funds include: Supplemental, Supplemental Gas, Capital, Nationals,CDAFC and Uniform Fund. • Submit the appropriate forms to the SGA Secretary, who will then schedule a hearing with the Finance Committee. • Provide detailed information for all funds requested

Supplemental Funding • Supplemental Funding can be utilized for items/event not included in the original budget or new clubs budget ( ie. hotel rooms, flights, van rentals, supplies, equipment and materials, as well as outside people and organizations). • General guidelines: • Up to, but no more than $100 per night, per room shall be allocated with 4 people staying in each room. • Up to, but no more than $900 shall be allocated to any club for airline tickets during each year. • Up to, but no more than $90 per day shall be allocated for van rentals. • Up to, but no more than 75% of any “fee” shall be allocated

Supplemental Form

Supplemental Gas Funding • SGA does not budget for gas during the budgeting process. • Mapquest print-out of the trip, with route and total miles traveled must be brought with you to the Finance Committee hearing. Estimate the gas expense for each trip with the average gas price at the time, based on the mapquest print-out provided.

Capital Project Proposal • Special Funds available for tangible items durable for five years or more. • Bring price estimate for the purposed purchase. • Capital meetings shall be held once a month, at a date to be determined

CDAFC • Utilized to fund for events of a cultural or religious nature in order to enhance diversity and benefit the campus as a whole (ie. holiday events, speakers, ect.) • Must be an on campus event • Food can be allocated for events supporting diversity • (Same monetary guidelines apply as with regular supplemental funding)

Nationals Fund • Used for qualifying national events. • Full registration fees can be allocated through this fund, and this fund only. • Other general guidelines follow the same as supplemental funding, with more flexibility in regards to the maximum amount of funding that will be allocated.

Nationals Form

Uniform Funding • Used as an aid from clubs to gain uniforms, not to fully fund for their purchase • Once a club has utilized this fund, they will not be permitted to access it again within a three year period. • Clubs must shown evidence or intention of fundraising for the purpose of buying uniforms • Clubs must show a detailed plan of how they intend to monitor the distribution of the uniforms to ensure that none are lost or stolen.

Reserving Space • Reserve space at www.uvm.edu/wv3 • Mark your event to be listed in Campus Calendar if desired.

Club Sports Coordinator • Jill Moffitt is the club sports coordinator, assisting club sports in club operations. • She is responsible for practice times, space assignment, insurance waivers, coaches contracts, and is a resource for general advisement. • All club sports should be contacting her about the required information (ie. insurance waiver forms).

Treasurer’s Workshop Fiscal Year ‘06