P r e p a r e d b y S a r a h E . P r a t e r a n d To n i J o h n s o n o n b e h a l f o f t h e T T U H S C S O P A m a r i l l o O ffi c e o f t h e R e g i o n a l D e a n

Organizational Finance 101

1. Overview of funding process 2. Fundraising guidelines3. Purchase request process4. Travel5. Financial reporting process

Outline

Section 1Funding Organizations:

An Overview

Flow of Student Fees Monies

Bursar’s Office

Student Fees $TTUHSC AMA

Student Senate

PT Program AMA SOP Student Council AMA School of

MedicineGSA

Budgets

$Budgets

Student Organizations

Every April, organizations will submit budget requests to the Student Council for the fiscal year beginning in September of the same year. Organization treasurers attend May StuCo meeting Budget recommendations are formalized

Standardized budget form Budget Template.pdf

Budgets

Organizati on must be registered with HSC Student Services Must complete by August 1 st each year with Offi ce of

Professional Affairs

Applicati on for funding cannot be accepted if your organizati on is not registered “Applicati on for funding from the Student Government Associati on cannot be

accepted if your organizati on is not registered with HSC Student Services.”--TTUHSC Student Organizati ons Funding Regulati ons Handbook, Page 6

Organizati on must be and remain in good standing

Budget Policies

“First Year” organizations are only eligible for up to $500 of contingency fundingNew organizationsOrganizations that have not applied for funding in the

previous 3 fiscal years

Budget Policies

These funds are designed to supplement but not fully support each organizati on.

“The Budget and Finance Committ ee recognizes that Lubbock and Amari l lo students att ending Texas Tech University Health Sciences Center are required to pay a student service fee . A porti on of this fee is al located to qualifi ed organizati ons through the Student Senate Appropriati ons Bi l l and through the funding process. However, this allocati on does not provide suffi cient funds to support all the acti viti es of every organizati on . Accordingly, the real locati on of such funds is a judgment process undertaken by the Committ ee within the framework of an overal l phi losophy that includes that student service fees are al located to qualifi ed organizati ons to supplement their acti viti es, not as sole support for the organizati ons .”

--TTUHSC Student Organizati ons Funding Regulati ons Handbook, Page 4

Student Fees Monies

Each organization has 2 accounts:1. Student Council allocated funds (P-card)

Student fees monies

2. Outside bank account (“slush” funds) – 2 member signature authority

Monies donated Fundraiser revenue Grants awarded

Accounts Setup

Fundraising Guidelines

Each organizati on gets 1 tax-free sales day per month Register your fundraiser date as early as possible with

Toni Johnson to ensure your date Cannot have fundraisers with competing products on the same

day (ex. two t-shirt sales)

Bakes sales and commission sales are tax free This means you can have more than one per month (be respectf ul

in regards to sharing the calendar with other organizations)

Commission sales: sales where organization is acting as sales agent on behalf of company to receive a commission of sales generated.

Fundraising Guidelines

Must complete fundraiser request process prior to fundraiser event Forward fundraiser forms to the Offi ce of Professional

Affairs for approval for each fundraiser Can take 2-3 weeks for approval, and dates can’t be reserved

until all signatures of approval have been received

If your fundraiser will take place on the Amarillo campus, you only need your regional dean’s approval. If your fundraiser is multi-campus, you will need all regional deans to approve your fundraiser request.

Fundraising Request Form.pdf

Fundraising Guidelines

Organization must adhere to the purpose of the fundraiserEx. If you advertise that a portion of the proceeds of

your fundraiser will be donated to a charity, you must donate that portion of your proceeds.

Fundraising Guidelines

Purchase Request Process

Student Council funds can be used for:Display items/informational handouts for health fairs Food for meetings (1x/semester)Conference registration feesTravel

2015-16 Purchase Card Request Form.pdf

Student Council Funds

For purchases of $5000 or less from Student Council FundsAlso for purchasing through Toni

Make sure to keep receipts and turn them in in a timely manner using the receipt form

P-Card Policies

Travel

Each student who is a member of an organization is allowed $350 of travel reimbursement each year.Organizations do not have to cover all of this for each

member. Each organization is allowed to allocate travel funding as it fits their finances. Ex. If APhA can pay $250 toward travel for one conference for

one of its members, that member can then travel with Double T and be reimbursed up to $100 to reach that $350/student maximum.

Travel Policies

Financial Reporting Process

Each organization has a financial record book in Toni Johnson’s offi ce

Organization treasurers are responsible for keeping the book up to date and accurate

Setup

Organization Books

Front pocket = things treasurer needs to log into spreadsheet Next, updated offi cer and member l ists Expenses tab

Here you’ll print out your monthly spreadsheet Budget tab

Here will be your printed budget request for the fi scal year (includes funding contract)

Free conference cal l www.freeconferencecall.com/fcc/index.asp?promocode=FCC_PPC_GS_US_EN_160&g

clid=CJOvzcmL_bgCFe9aMgodzgsAYA for conference calls (or skype)

Fundraising tab Fundraising form

Pcard info Pcard policy and purple purchase order form

Travel tab Travel reimbursement policy and yellow travel form

Organization Books

Student council has instituted a new reporting form that will need to be completed prior to the Student Council each month

New form outlines the previous month’s activities—fundraisers, events held, and travel.

Monthly Report

TTUHSC Student Organization/Specialty Clubs Budget & Finance 2014-2015 Funding Regulations Handbook

SOP OP 77.P.30 HSC OP 79.06

Resources