RSO TREASURER TRAINING

Presented by the Office of Student Involvement & Student Government

Learning Outcomes

Participants will: Gain knowledge and understanding of

student organization funding resources, policies, and opportunities.

Develop collaborative relationships with key students and staff members involved in the funding and purchasing processes at FGCU.

People to KnowFelicia Nachef – A&S Budget Assistant Ensures sufficient funds are available General budget information & account numbers fnachef@fgcu.edu; 590-7730

Karli Gomes – Student Government Treasurer Ensures purchases align with the Finance Code sgtreas@fgcu.edu; 590-7877

Sue Hertle – Executive Secretary Makes purchases for student organizations shertle@fgcu.edu; 590-7740

Ashton Hartley – Coordinator for Student Organization Development Ensures organization is active and in good standing arhartley@fgcu.edu; 590-4410

TREASURER’S RESPONSIBILITIES

Attend Treasurer Training

Prepare the annual A&S budget application for

organization

Sign off on all purchasing paperwork

Maintain all account numbers and information

Pay any bills

Coordinate fundraising efforts

Encourage responsible spending and purchasing

• A&S Fees• Funding• Annual Budget• Senate Bills

Student Government Funding

Funding 101: Activity & Service (A&S) Fees

UndergraduateFL ResidentDifferential

UndergraduateFL Resident

No Differential

UndergraduateNon FL Resident

Differential

UndergraduateNon FL ResidentNo Differential

Graduate FL Resident

GraduateNon FL Resident

Tuition Base $105.07 $105.07 $105.07 $105.07 $290.60 $290.60

Transportation Fee $5.95 $5.95 $5.95 $5.95 $5.95 $5.95

Parking Fee $2.75 $2.75 $2.75 $2.75 $2.75 $2.75

A&S $11.50 $11.50 $11.50 $11.50 $11.50 $11.50

Athletic $17.54 $17.54 $17.54 $17.54 $17.54 $17.54

Health Fee $9.24 $9.24 $9.24 $9.24 $9.24 $9.24

Technology Fee $5.25 $5.25 $5.25 $5.25 $14.52 $14.52

Total Per Credit Hour

$203.94 $167.56 $838.73 $802.35 $373.38 $1,300.66

Tuition & Fee Details: Fall 2015, Spring 2016 & Summer 2016 

A&S Funding Procedures

What you can purchase: Food and catering services Promotional items, t-shirts and other general items/services Contractual services (performers, lecturers, speakers) Travel related items/services

What you cannot purchase: Alcohol Direct or indirect contribution to a political candidate, party or committee Rental of or expenditures towards functions hosted in a private residence Use of A&S fees to benefit activities for which admission fee is charged to students Transfer A&S funds to outside revenue accounts & the use of A&S fund for personal

benefit Scholarships Graduation related items Placement tests, preparation courses, or certification courses Plaques, awards and other non-monetary tokens of recognition exceeding $100 Monetary prizes and gift certificates Fines, late fees, penalties (including parking tickets) Any purchase of chemicals unless approved by the Office of Environmental Health

and Safety Money spent prior to an allocated being made

Student Government Annual Budget Process

Receive ABA Form from Student Government

Available: September 2nd

Create budget with advisor and officers.

Turn into OSI (CC 258)

LATE ABA WILL NOT BE ACCEPTED!

Due: October 2nd at 12PM

ABAs are reviewed by the SG

Appropriations Committee

Each group will get a hearing to meet

with SG Appropriations

Committee

SG Appropriations Committee

approves Budget

SG Senate approves Budget

Student Body President approves

Budget

University President approves

Budget

Funds are uploaded into accounts on

July 1st

A&S Budget Forums

*MANDATORY if planning to go through annual budget process*

DatesWednesday, September 2nd at 12:30pm –

CC 247

Wednesday, September 2nd at 4:00pm – CC

247

Thursday, September 3rd at 10:30am – CC

247

Thursday, September 3rd at 5:00pm – CC

247

Friday, September 11th at 1:00pm – CC 247

Saturday, September 12th at 10:00am – CC

247

SENATE BILL PROCESS(Operational Funding ONLY - 8 weeks to complete)

*Cannot spend money before it is uploaded into your account

Contact Senate President:

sgsenate@fgcu.edu

Submit Senate Bill request form

with proper documentation

through EagleLink

Meet with bill sponsor and

work with them to author bill

Sponsor will submit bill to

Senate Executive

Bill reviewed by Senate

Committees

Bill placed under first reading

One week later, bill placed under second reading and voted on by Senate

If passed, bill receives

necessary signatures and is

processed

If applicable, funds deposited

into account within 7-10

business days

Off-Campus Bank Accounts

Primarily used to store fundraising monies, pay tips & gratuities, reselling items for a profit, dues and donations

A Tax ID or Employee Identification Number (EIN) must be established by the RSO before opening an account; can be created at any time

Available to open an account at any bank of your choice i.e. Wells Fargo, Bank of America, SunTrust, Sun Coast Credit

Union, etc. Can be a checking or savings account

Account may or may not have monthly or annual maintenance fees

Money cannot be transferred between an A&S and Off-Campus bank account

Please see the Off-Campus Banking manual for guidelines

• Purchase Order Forms• Pre-Authorization Forms• Payee Invoices

Purchasing & Spending Money

*All forms are available in the Office of Student Involvement

PURCHASE ORDER REQUEST FORM

Required Signatures: President, Treasurer and Advisor

Always submit to the Office of Student Involvement front desk

Must be submitted at least 2 weeks in advance

Please leave account information blank

Additional Documents Quote, invoice, estimate or contract

from the vendor Sue Hertle will let you know if

additional documentation is needed Sue makes all RSO purchases by

using a University credit card or by processing a purchase requisition through Procurement for a check

SIGNATURE PROCESS

Reimbursements

Pre-Authorization Form

Authorizes the reimbursement of a purchase to be made Verifying that it does not violate the

Finance Code or that funds are available Signatures Needed:

Payee, two officers (only one additional officer if payee is an officer) and Advisor

Required for reimbursements over $100 per event and not per individual

Always submitted to the Office of Student Involvement front desk

Must be submitted 2 weeks in advance; pink copy will be turned in with Payee Invoice

Signature Process: A&S Budget Assistant SG Treasurer Coordinator for Student Organization

Development

PAYEE INVOICE

Required signatures Payee, two officers (only one additional

officer if payee is an officer) and Advisor

Always submit to the Office of Student Involvement front desk

Additional Documentation Pink copy of pre-authorization form (if

purchase is $100 or more) AND Original/Itemized receipts

How early do I need to turn it in? ASAP; Procurement will only accept legible and original/itemized receipts. If you hold onto the receipts for too long, there is a chance that it will fade or get lost. Faded or copies of receipts will not be accepted.

How can I guarantee my reimbursement? Complete a Pre-Authorization Form to authorize your purchase before it’s made.

Additional Information:

General cash advances are never allowed

Procurement allows for tax to be reimbursed

• Special Conference and Travel Committee

• Travel Funding Request Process• Purchasing and Reimbursements

Travel

Special Conference and Travel (SCT) Committee

RSOs can apply for travel funding only through the SCT committee

Cannot be combined with operational funding requests through the Senate Bill process

A&S travel funding for each organization will not exceed $5,500 per fiscal year

May be requested up to four times per fiscal year SCT Committee approval document MUST be

submitted with all travel related purchase order and reimbursement forms

*A&S budget transfers will no longer be accepted – the travel pool in each A&S account is no longer available for use

Travel Funding Request Process

Submit request with proper documentation

through EagleLink(Domestic Travel Planning

Form)

Request is added to the agenda for the next available SCT committee meeting

RSO will meet with SCT committee to discuss request and provide

further documentation if needed

Committee will determine the

amount of funds to be allocated for the trip

RSO will receive an approval document

with allocation information

RSO will submit approval document with any

purchasing or reimbursement

paperwork to OSI

**Request must be submitted at least FOUR weeks prior to traveling**

Special Conference and Travel (SCT) Committee

QUESTIONS?

For more guidelines and SCT committee information, please contact: SG Travel Chair: sgtravel@fgcu.edu Senate President: sgsenate@fgcu.edu SG Treasurer: sgtreasurer@fgcu.edu

TRAVEL: Purchasing & Reimbursements

Purchasing Attach approval document from SCT committee to

purchase order request form and submit to OSI for processing Be sure to allow for OSI’s purchasing policy and submit

paperwork at least two weeks in advance Purchase Order Request form is required for:

Conference registration, airfare, rental vehicles, and lodging Reimbursements

Attach approval document from SCT committee to payee invoice and submit to OSI for processing within 10 business days of returning from the trip Reimbursement will not exceed the amount allocated by the

SCT committee If approved, reimbursable expenses include gas, mileage

and food while traveling

TRAVEL: Purchasing & Reimbursements

If reimbursement is approved by SCT committee, Rental Vehicles

Rental vehicle must be purchased prior to departure through a Purchase Order Request Form

Reimbursed only for gas needed for rental vehicle Submit payee invoice with gas receipts and MapQuest or

Google Maps printout. Starting location is FGCU and don’t forget to include roundtrip.

Personal vehicle Reimbursed for mileage at $0.445/mile Complete Payee Invoice and attach MapQuest or Google

Maps printout. Starting location is FGCU and don’t forget to include roundtrip.

LICENSED VENDORS

If you are using Florida Gulf Coast University, FGCU, the Eagle Wings or Head, Dunk City, etc. in any type of promotional items that you wish to purchase, then you must use a licensed vendor

The above items are trademarked by the University

Licensed vendors can be found at: http://www.fgcu.edu/BusinessOps/Licensing.html

QUESTIONS ?