Student Organization Leadership Training – Financial Officers

1. Student OrganizationLeadership Training – Financial Officers 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? • TBD (Senior Coordinator, DSA Financial Services) • Orlando Dozier (Coordinator, DSA Financial Services) • odozier@gwu.edu • Patrick Mitchell (Coordinator, DSA Financial Services) • pmitchel@gwu.edu • Your SAT Advisor!

3. Student Association • Who is the Student Association? • Nick Gumas– Student Association President • Avra Bossov– Student Association Executive Vice President • Scott Lauermann– Vice President of Financial Affairs (vpfa@gwu.edu) • Ben Pryde – Chairperson, SA Finance Committee (gwsafinance@gmail.com) • What do they do for student organizations? • Should your student organization ask them for money? • How do you receive funding for the SA? • Budget allocation after registration • Co-Sponsorships • Questions? • Financial Policies – Finance Chair • EAFs or reimbursements - VPFA

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) • Signed by President or Treasurer • Must be signed by SAT advisor • 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) • Signed by President or Treasurer • Must be signed by SAT advisor • Submit to CSE Office • 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 Off campus bank accounts - Not allowed or supported

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

9. 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 Ben Pryde, Senate Finance Committee Chair, with questions at gwsafinance@gmail.com or your SAT Advisor

10. Now what? • Make certain you keep up with the amount of money you have in all of your accounts by creating a budget tracking system or emailing your SAT advisor for an update on your account balances • Only the President and Financial Officer (you) has access to request your organization’s Revenue & SA Account balances • Keep accurate records of all financial transactions for your organization’s account (copy everything!) • Contact the staff in DSA Financial Services in CSE with any questions

11. Questions Q: What are the types of accounts? Q: What accounts roll over each year? Q: Who has access to request the balance for your organization’s accounts?

12. Answers A: SA Account, Revenue Account, Gift Account, Club Sports Account A: Revenue and Gift- NOT SA or CLUB SPORTS A: The president and financial officer

13. Creating Budgets

14. Budget Document • All student organizations that requested SA funding for 2015-2016 academic year completed 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 did not have to create/submit budget

16. Budget Document • Four main components • Administrative • Memberships • Subscriptions • NON-GW Office Copying • Miscellaneous Office • Conferences • Postage • Office Supplies • Programming • Suborganizations • Revenue • Uniforms • Miscellaneous Supplies • Advertising • Athletic/Game Officials • GW Printing/Graphics

17. Financial Policies

18. 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

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

20. 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

21. Reimbursements & EAFs • Individual being reimbursed MUST be the same person that made the original purchaseRECEIPTS FOR REIMBURSEMENT SHOULDNOT INCLUDE ANY ITEMS EXCEPT WHAT IS BEING REIMBURSEDStudents 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) • Signing up for direct deposit will decrease time it takes to receive reimbursement • If you are a student employee being reimbursed please see Orlando Dozier for further steps to reimbursement.

22. Questions 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?

23. Answers A: $600 A: 30 A: Student Association (white copy and receipt) Center for Student Engagement (yellow and receipt)

24. 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

25. 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

26. Driving Policy • Must be 21 years old to drive • Authorized student drivers will be required to purchase insurance through Enterprise • Authorized student drivers can drive 300 miles one way per trip • 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

28. 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. All travelers must be listed in the student organization roster. 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 your SAT advisor and have them sign and fax to the Office of Health and Safety) studentorgs.gwu.edu/StudentOrganizationForms

29. Driving Radius

30. Driving Radius • Locations 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

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

32. Answers A: Contact student organization advisor, fill out application, pass test A: 300 miles per trip each way A: 250 FREE MILES PER DAY A: Registered drivers

33. 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

34. 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?

35. 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.”

36. Petty Cash • Available to all student organizations and staff • Must fill out an EAF requesting Petty Cash • Takes three business 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 – Orlando Dozier and CSE Student Coordinator for Financial Services

37. 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

38. Questions Q: What’s the Maximum amount of money a student org can request in 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?

39. 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.

40. CSE Credit Card Payment Website • 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 twice per month • Purchaser will receive a receipt and email confirmation • Student organization will receive an email with the list of deposits • https://my.gwu.edu/mod/cse/index.cfm

42. Event Planning

43. GW for George Presents: George’s Fall Ball • What is the purpose of the event? • Where will you host the event? • When is the best time for the event? • How many people are you anticipating? • Who can co-sponsor the event with you? • Music? • Publicity? • Theme? • Decorations? • The earlier you plan the better!

44. Marvin Center Event Scheduling • Changes and new policies • All forms can be found online • https://events-venues.gwu.edu/ • The George Washington University has hundreds of rooms that can be booked for various events – therefore be sure to print out the receipts to avoid confusion • Lisner Auditorium is booked through contacting them directly: • http://www.lisner.org/contact.asp

45. Developing Date and Location • Look at event calendar to make sure your student organization is not planning an event that will coincide with a major university event or holiday • Make certain you choose both an ideal location and a rain/alternative location • In this case, we want the Grand Ballroom and will book the space through Events and Venues

46. Campus Spaces & Payments • Marvin Center & University Conferences • https://events-venues.gwu.edu/student-organizations • Marvin Center Space, Outdoor Space, E Street, Alumni House: Marvin Center 204, 202-994-7470 • Space fees apply [if less than 75% of your audience is GW affiliated] • Space fees always apply with events in E Street space • Technology/equipment fees apply • Requests GWPD for student organization use • Must identify whether funding for event will come from SA or Revenue Account • Mount Vernon • Hand Chapel, Post Hall, Pelham Commons, Eckles Auditorium, The Quad: • mvc.events-venues.gwu.edu • mvevents@gwu.edu • Space fees may apply [if less than 75% of your audience is GW affiliated] • Technology/equipment fees apply • Requests GWPD for student organization use • Summit payment fees applicable • Jack Morton Auditorium: 202-994-7736 • Space fees always apply with events; $750 • Equipment fees apply

47. Campus Spaces Continued • Academic Space: 202-994-4915 or sched@gwu.edu • Fees apply • Rental Request Form must be submitted to Academic Scheduling Office (electronic form) • Contact Coordinator, DOS Financial Services afterwards to initiate payment • http://www.gwu.edu/~regweb/web-content/scheduling/res_procedures.html • Policies: http://www.gwu.edu/~regweb/web-content/scheduling/res_policies.pdf • Academic Technologies: 202-994-7900 or acadtech@gwu.edu • Fees apply • Contact Coordinator, DSA Financial Services afterwards to initiate payment • Technology Request Form must be submitted to Academic Technologies Solution Center Note: Plan on additional fees for a/v tech equipment, grounds crew (if outdoors and large attendance, etc.)

48. Finding Co-sponsorships • SA Co-sponsorship (through Student Org Management Website) • GW Student Dining Board (through Student Org Management Website) • Marvin Center Governing Board (through Student Org Management Website) • Residence Hall Association (contact RHA directly)

49. Co-Sponsorships • Criteria varies for each department, committee, association, or council that provides funding • Other funding opportunities may exist that are specific to individual groups. How to apply for a Co-sponsorship: • Start at http://studentengagement.gwu.edu/student-organizations and click on log-in • Login with personal username & netid • Click on organization name link • Click “Co-sponsorships” on the right side • Follow the steps to apply

50. Co-Sponsorships