RSOhandbook2012-13
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Transcript of RSOhandbook2012-13
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Table of Contents
I. Introduction.............................................................3How to Use This Handbook............................................................3Registered Organizations Dened.................................................4Benets of Being a Registered Organization................................4Student Programs & Activities........................................................4Annual Involvement Fairs................................................................5Student Code.................................................................................5Statement on Relationship with University of Illinois......................5
II. CollegiateLin........................................................6What is CollegiateLink?..................................................................6Logging in for the First Time...........................................................6Managing Your Prole.....................................................................6Managing Your Organization.......................................................6-7Searching for Organizations .............. ............. .............. .............. .....7Flyerboard......................................................................................7Events............................................................................................7Resources......................................................................................7Online Workshops and Quizzes..................................................7-8Changing Ofcers...........................................................................8Changing the Name of an Organization.........................................8Advisors........ ........... .......... ........... .......... ........... .......... ........... .......8Website Key...................................................................................8
III. Annual Registration Process..............................9Important Dates and Deadlines .....................................................9Organization Re-Registration.........................................................9New Organization Registration......................................................10
IV. Organiation Fund Accounts............................12Key Responsibilities of the Treasurer...........................................12Obtaining a Fund Account......................................................12-13How Your Account May Be Used.................................................13Revenue Generating Events........................................................13Fundraising.............................................................................13-14Charitable Donations....................................................................14
Depositing Money.........................................................................15Using Your Fund Account.............................................................15Vouchers......................................................................................16Paying Bills or Issuing Reimbursements............ ............. ..........16-17Cash Advances.............................................................................17Regulations for Receipts...............................................................17Transfer of Funds..........................................................................18Letters of Agreement....................................................................18Managing Your Fund Account/s....................................................18Reconciling Statements................................................................19Fiscal Responsibility.....................................................................19Tax Information.............................................................................19Employer Identication Number....................................................20Non-Prot Status..........................................................................20Tax Exemption..............................................................................20Tax-Deductible Donations.............................................................20Dormant Accounts........................................................................20Outside Bank Accounts.................................................................20
V. Organiation Fund Advisor Board (OFAB)..............21
VI. Student Organiation Resource Fee (SORF)...........22SORF Board.................................................................................22SORF Board Ofce Hours............................................................22Policy Compliance........................................................................22Funding Process...........................................................................23Objective Criteria..........................................................................24SORF Funding Categories...........................................................24
Funding Guidelines and Restrictions.......................................24-30Special Note Regarding Performance Artists...............................26Important Note Regarding Payments to Foreign Nationals .........27SORF Guidelines for International Travel.....................................29Application Procedures.............. .............. ............. .............. ..........30Common Mistakes in CollegiateLink Applications........................30How to Apply.................................................................................31Deadline and Allocation Schedule................................................31Cancelling, Changing, and Appealing Funding Decisions ...........31Forfeiture of SORF Allocations.....................................................32
Collecting on SORF Allocations....................................................32General Documentation Requirements........................................33Contractual Services...............................................................33-34Publications/Communications......................................................34Permanent Equipment..................................................................34Rental.....................................................................................34Film..............................................................................................35Travel...........................................................................................35
VII. Event Planning..................................................36Reserving Space.....................................................................36-42Webspace....................................................................................42Request for Codes and ITS Usage...............................................42Special Events..............................................................................43
Policy on Vehicles on University Property....................................43University Catering.......................................................................43Outside and Preferred Vendors....................................................43Risk Management and Insurance.................................................44Funding Resources............. ..........................................................44
VIII. ReSOurce Center.............................................45
IX. Student Organiation Coplex (SOC).............46Hours and Location.......................................................................46Space Allocation...........................................................................46
X. Policies and Guidelines......................................47
Sanctions of Registered Organizations........................................47Alcoholic Beverage Policy............ .............. .............. ............. ........47Campus Chalking Policy...............................................................48Posting Policy..........................................................................48-49Gambling Policy............................................................................49Motion Picture Policy...............................................................49-50Non-Discrimination Policy.............................................................50Contracts......................................................................................50NetFiles........................................................................................50Copyrights and Trademarks..........................................................50Professional Entertainers..............................................................51Rafes..........................................................................................51
XI. Exaples of Fos........................................52-72
XII. Glossar of Coon Ters.............................73
XIII. Resources and Contact Inforation...............76
XIV. Index..................................................................77
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I. INTRODUCTION
Students bring to the campus a variety of interests previously acquired and develop many new interests asmembers of the academic community. They should be free to organize and join associations to promote theircommon interests. Article I, Section 106 (a) Student Code
The Division of Student Affairs believes in transforming lives. It does so by providing quality programs, servic-es, facilities and living environments that create the Illinois experience at Urbana-Champaign while empower-ing students to achieve the greatest potential in their personal and academic development.
This mission is reinforced by the Illini Union Ofce of Registered Organizations, which annually provides sup-port to more than 1,200 registered organizations. Our ofce is here to help you start and maintain organiza-tions, plan events, and assist with organization nances. We are here to help!
HOw TO USE THIS HANDBOOkInside this handbook, you will nd valuable information to assist you as a leader of a registered organization.
This handbook is designed to provide practical information regarding management of your organization;including registration and re-registration, event management, and scal responsibility. It contains an overviewof important University policies and procedures, as well as resources and information that will aid presidentsand treasurers to fulll their responsibilities as leaders of registered organizations. Please use this handbook
as a reference tool when managing the affairs of your organization.
Published B:
Illini Union Ofce of Registered Organizations284 Illini Union
1401 W. Green St.Urbana, IL 61801(217) 244-2357
Hours:Monday-Thursday: 8:30 a.m.-11 p.m.
Friday: 8:30 a.m.-6 p.m.Saturday: 1-6 p.m.Sunday: 1-11 p.m.
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REGISTERED ORGANIzATIONS DEFINEDThe Student Code of the University of Illinois delin-eates the rights and responsibilities of students in awide spectrum of activities throughout the University.Section 2-303 of the Code provides the denition ofregistered organizations and requirements for registra-tion. Highlights from that section include:
The name of the organization must not be preceded byUniversity of Illinois or UIUC The title at the Univer-sity of Illinois at Urbana-Champaign or at UIUC mayfollow the organizations name. Illini and Illinois may beused.
Membership in registered organizations is restrictedto faculty, staff, and their spouses/partners. Only cur-rently appointed faculty and staff may serve as ofcersand authorized agents. Registered organizations arenot eligible for funding allocations from the Student Or-ganization Resource Fee (SORF).
Membership in registered student organizations iscomprised of a majority of student members, and stu-dent membership is restricted to currently enrolled (fullor part-time) students at the Urbana-Champaign cam-
pus and their spouses/partners. Currently appointedfaculty/staff and their spouses/partners also may bemembers. Only currently enrolled (full or part-time) stu-dents or currently appointed faculty/staff may serve asofcers and authorized agents. Such organizations are
eligible for funding allocations from the Student Orga-
nization Resource Fee (SORF).
All members must agree to a statement of non-dis-crimination. There shall be no discrimination against amember or prospective member on the basis of race,color, religion, sex, sexual orientation including genderidentity, national origin, ancestry, age, marital status,disability, unfavorable discharge from the military, orstatus as a disabled veteran or veteran of the Vietnamera, except as specically exempted by law.
Organizations must support the educational mission of
the University of Illinois.
The registered organization does not accrue to the -nancial benet (or direct nancial gain) of its members.
BENEFITS OF BEING A REGISTERED
ORGANIzATIONBeing a registered organization with the University ofIllinois can provide organizations with many opportu-nities designated only for those whom are registeredwith the Illini Union Ofce of Registered OrganizationsThese benets may include: Ability to reserve locations on campus for organiza-
tion usage, including events, meetings, fundraisingand other activities as designated by the organization. Eligibility to apply for Student Organization ResourceFee (SORF) allocations, a $600,000 sum of money an-nually dedicated to student organizations for use (stu-dent organizations only). Ability to access Organization Fund Advisory Board(OFAB)-purchased equipment for organization usefree of charge, including laptops, LCD projectors, ta-bles, pop-up outdoor tents and chalk (student organi-zations only). Applying for ofce or cubicle space in the Student Or-ganization Complex (SOC) in the Illini Union. Access to NetFiles, allowing registered organizationsto create a web space for their organization. Discounts on various campus services, including or-ders placed for catering in the Illini Union, reservationdiscounts for the Activities Recreation Center (ARC)and copy discounts at the ReSOurce Center in the IllinUnion (student organizations only).
STUDENT PROGRAmS & ACTIVITIES
who we Are:The Illini Union Ofce of Registered Organizations pro-vides day-to-day service support for organizations oncampus, but its also part of a larger entity within theIllini Union, which further provides support, assistanceand advocacy for student involvement.
Student Programs and Activities ofces and staff arelocated in three different areas of the Illini Union. 227Union houses the Illini Union Board ofces, 284 Unionhouses the Ofce of Registered Organizations, Stu-dent Organization Resource Fee, Ofce of Volunteer
Programs, ReSOurce Center, and the Student Sus-tainability Committee. The Illini Union Rec Room, lo-cated on the lower level, is also part of our departmentWe support student programming through:
Illini Union Board Student Organization Complex Student Organization Resource Fee Ofce of Volunteer Programs Ofce of Registered Organizations
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ReSOurce Center Illini Union Rec Room Organization Fund Advisory Board Student Sustainability Committee
what we Do:
Create programs for the entire university Encourage student involvement in campus life
Enhance the overall educational experienceof students
Student Progras & Activities mission
The Illini Union Student Programs & Activities Ofcesupports the mission of the Illini Union by actively pro-moting the co-curricular education of students. We arecommitted to promoting holistic growth both individu-ally and collectively and a greater understandingand appreciation of the diversity of people, ideas andbeliefs present in the university and global communi-ties. The Student Programs & Activities Ofce works to
enhance the classroom education process, meet theneeds and desires of the campus community, and pre-pare students to be contributing and humane citizens.
ILLINI UNION OFFICE OF REGISTERED
ORGANIzATIONS ANNUAL INVOLVEmENT
FAIRS
Quad Da: Sunday, August 26, 2012
Quad Day brings together registered studentorganizations, university departments, andcommunity agencies for a day full of activity.
Quad Day registration begins on the rst Mon-day of April.
Activit Da: Tuesday, January 23, 2013Activity Day brings together 100 registeredstudent organizations inside the Illini Union fora smaller winter involvement fair.
Activity Day registration begins on the rstMonday in December.
STUDENT CODEThe Student Code contains valuable informationused by the Illini Union Ofce of Registered Organi-zations in setting policies, guidelines, and rules forthe management of organizations. Unless otherwisenoted, the rules stated in the Student Code apply toall undergraduate, graduate, and professional stu-dents enrolled at the University of Illinois at Urbana-
Champaign. Article 2, Section 3 of the Student Codespecically refers to Registered Organizations and theOrganization Fund. Additional policies regarding useof University facilities can also be found in Article 2 ofthe Student Code.
Print copies of the Student Code can be found at theOfce of the Dean of Students or the UndergraduateLibrary. The Code is also available online athttp://admin.illinois.edu/policy/code/.
STATEmENT ON RELATIONSHIP wITH THEUNIVERSITy OF ILLINOISWhile registered organizations are an integral partof campus life at the University of Illinois, it shouldbe clear that these organizations are not an ofcialpart of the University. Each organization is respon-sible for its own actions and is acting on behalf of theorganization, not the University of Illinois. Because ofthis relationship, the Illini Union Ofce of RegisteredOrganizations has restrictions on how it works withregistered organizations. It does not give advice orcounsel on matters related to insurance, risk man-
agement, or tax issues. The ofce works with facilityrequests, University fund accounts, and any judicialissues that may arise, with the Student Code as theguiding document.
Per the Student Code, Article 2, Section 303, (d):No registered organization shall be permitted to usethe name of or any symbol identied with the Uni-versity, or to conduct its affairs in such a manner asto imply to anyone dealing with it that it is an ofcial
agency or part of the University. Each registered or-ganization shall be required to include in its articles ofincorporation, or association, in its bylaws, or its con-stitution and its contracts or agreements with others, a
provision clearly stating that it is not an ofcial agencyor a part of the University, and disclaiming the respon-sibility of the University for its acts and liabilities.
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II. USING COLLEGIATELINk
wHAT IS COLLEGIATELINk?CollegiateLink is a website database utilized by theOfce of Registered Organizations to centralize, orga-nize, and increase student, staff, and faculty involve-ment opportunities. This platform provides the tools formanaging registered organizations and empoweringlearning across the University of Illinois. Prospectiveorganizations, as well as existing organizations, mustuse the CollegiateLink database to register as an or-
ganization with the Ofce of Registered Organizations.The president and the treasurer of an organizationmust successfully complete an online workshop in theIllinois Compass system and have three authorizedagents listed on the organizations roster before an or-ganization can become approved. The CollegiateLinkdatabase is also where the treasurer of an organizationcan submit a request to receive SORF funding. TheOfce of Registered Organizations encourages all stu-dents, staff, and faculty to visit and explore the Colle-giateLink website as well as create a prole within the
system, even if they are not a member of a registeredorganization.
LOGGING IN FOR THE FIRST TImEThe CollegiateLink system used by the University ofIllinois can be found online at http://illinois.collegiate-link.net. When you rst access this page, there will bea Log In key at the top right corner of the page. Tolog in, you must use your University NetID and your
Active Directory (AD) Password. From there, it willprompt you to create a brief but mandatory prole. This
includes your rst name, last name, @illinois.edu emailaddress, and afliation with the University. Once this iscomplete, you will have successfully logged into Col-legiateLink and will no longer be prompted to create aprole.
Managing your Prole
Once you have successfully logged in, at the very topof the page there will be a tab labeled with your name.On this page, it will prompt you with ve options aboutyour user account on CollegiateLink.
Prole Information This is where you can edit yourst and last name, preferred email, University aflia-tion, and a prole picture.
Contact Information This provides you with the op-portunity to submit your local contact information andhome contact information.
Interests This is where you can rank your interestsso that CollegiateLink can recommend personalizedorganizations and events that you may want to be-come involved with.
Privac Settings This option serves as a privacysetting for users involved with organizations on Colle-giateLink. By selecting Show, you will be listed publi-cally on the associated roster. Public rosters may beindexed by internet search engines. By selecting hideonly users with administrative privileges will be ableto see your involvement. Your privacy setting is deter-mined solely by you.
Notications The general email notications settingonly affects the additional emails sent to your email ad-dress. System messages will always be sent to youinbox within CollegiateLink, regardless of this setting.
mANAGING yOUR ORGANIzATIONThe president/primary contact is the only member ofan organization who can manage the organizations
prole. When you view your organizations prole, it wiltake you to the organization home page, and will dis-play 12 tabs on the left side of the page. CollegiateLinkrequires every organization to have a primary contacand that person must be the president. You will see thishandbook refer to president/primary contact in manyinstances, but they are the same person.
Home The home page is simply a summary of yourorganization and provides users with a wall commentbox.
News This is an area where you can post articlesThis feature is very similar to that of a blog.
Prole This tab allows you to edit your organizationsprole information. There is an Edit Prole tab locatedat the top of the page right underneath the group pic-ture.
Events This tab allows you to post events that yourorganization will be holding. These postings will then beviewed on the main events calendar of CollegiateLink
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Roster As primary contact, this is one of the mostimportant features to managing your organization. Thistool allows you the manage your roster by adding andremoving members, editing the positions of membersof your roster, and inviting people to join your rosteron CollegiateLink. This feature also allows you to sendmessages to your entire roster or select roster mem-bers through the CollegiateLink inbox system.
Photo Gallery This feature allows you to create pho-to albums and post photos.
Documents This feature allows you to upload docu-ments that can be viewed by all listed members of yourorganization.
Forms This feature allows you to create a form foryour organizations use.
Service Hours This feature is not used by the Ofce
of Registered Organizations.
Elections This feature is not used by the Ofce ofRegistered Organizations.
Finance This feature is where the treasurer can goto create a Funding Request via SORF for your orga-nization.
Manage This feature allows you to associate yourorganization with different interests that users may
search for in the organization search engine.
SEARCHING FOR ORGANIzATIONS/CONTACT
INFORmATIONThe organizations tab serves as the directory for allRegistered Organizations. The initial list of organiza-tions provides the group name with a brief descriptionof the organization under the name.
Directory Tool A-Z This tool allows the user tosearch the directory by the rst letter of the name of anorganization.
Search General search engine tool that will searchfor organizations that contain a word(s) typed in theorganization name.
Categories This feature allows the user to search fororganizations based on the category they fall under.The categories include: academic/pre-professional;athletic/recreation; creative/media/performing arts; cul-tural/ethnic; honorary; international; other social;
political; religious; residence hall; rights/freedom is-sues; ROTC; service organization; social fraternitysorority; umbrella; university student governance/collegecouncil.
FLyERBOARDWhen you create an event on CollegiateLink, there isan option to upload a yer of the event to the listing
The yer will then appear on the CollegiateLink homep-age on the yerboard.
EVENTSCalendar showing dates of events posted by Regis-tered Organizations.
RESOURCESOn the top right of every page there is a tab labeled
Campus Links. This tab can direct you to the Ofceof Registered Organizations website, the RegisteredOrganization Handbook, Treasurers Workshop infor-mation on the RO website, the SORF website, and theUniversity of Illinois Student Code.
CollegiateLink now offers an inbox feature for all usersThis inbox system is used when registering an orga-nization, receiving messages from a particular organi-zation, or simply corresponding between other users
As president/primary contact of an organization, youcan send messages to all roster members or selected
individuals.
ONLINE wORkSHOP QUIzzESPresidents worshop
The Illini Union Ofce of Registered Organizations re-quires that all presidents of registered organizationssuccessfully complete an online presidents work-shop quiz through their Illinois Compass account. Thequestions are taken directly from material within theHandbook for Registered Organizations and relate toinformation regarding policies and procedures for reg-istered organizations. It is highly recommended thathe president read through the handbook prior to takingthe quiz. Until the president receives a perfect score onthe quiz, they will not be recognized as the presidentand the organization cannot be registered. Completingthe presidents workshop is valid until re-registration foall organizations begins for the following academicyear. If an organization changes its president duringthe academic year, the new president must success-fully pass the quiz as well.
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Treasurers worshop
The Illini Union Ofce of Registered Organizations re-quires that all treasurers of registered organizationssuccessfully complete an online treasurers workshopquiz through their Illinois Compass account. Thequestions are taken directly from material within the3Handbook for Registered Organizations and relate toinformation regarding policies and procedures for reg-
istered organizations. It is highly recommended thatthe treasurer read through the handbook prior to takingthe quiz. Until the treasurer receives a score of 100%they will not be recognized as the treasurer, and the or-ganization cannot be registered. Completing the trea-surers workshop is valid until re-registration for all or-ganizations begins for the following academic year. Iforganizations change treasurers during the academicyear, the new treasurer must successfully pass thequiz as well.
SORF worshop
There are four requirements before an organizationcan apply for SORF funding.
1. The organization must be registered inCollegiateLink.
2. The organization must have a Universityfund account, with a positive or zero balance.
3. The treasurer must have completed thetreasurers workshop with a score of 100%.
4. The treasurer must complete the SORFquiz prior to submitting the SORF application
The questions on the SORF quiz are taken directlyfrom material within the Handbook for Registered Or-ganizations and relate to information regarding policiesand procedures for registered organizations. It is high-ly recommended that the treasurer read through thehandbook prior to taking the quiz. Until the treasurerreceives a score of 100%, they will not be able to sub-mit a SORF funding request.
Online workshops and quizzes are required to be com-pleted each academic year, as written materials do
change.
CHANGING OFFICERSA Registered Organization can change ofcers at anytime during the year, but it must always maintain a pres-ident/primary contact, treasurer, and three authorizedagents #1-3. If a group decides to change the presidentand/or treasurer, the current president must email [email protected] requesting to have the new ofcer(s)put into the Compass online workshops. The
outgoing president must provide the correct NetIDof the incoming ofcers. The president or treasurerchange cannot be approved until the new ofcer suc-cessfully passes the appropriate workshop quiz onCompass with 100%.
CHANGING THE NAmE OF AN ORGANIzATIONThe president/primary contact of a Registered Orga-nization cannot change the name of their organizationon CollegiateLink. In order to change the name of anorganization, the president must email iurso@illinoisedu requesting to change the name of their organiza-tion. The Ofce of Registered Organizations will thenchange the name of the organization and conrm thatchange.
Generally, the organization name, acronym/nicknameand web site key are all very similar. If you wish to
change the name of an organization, please consid-er having the acronym/nickname and web site keychanged as well.
wEBSITE kEyThe website key is the handle for your organizationthat appears at the end of the CollegiateLink URL. Thehandle is how the organization prole can be identiedExample: Group Name Fun Club. Website key fun-club. URL https://illinois.collegiatelink.net/organization/funclub.
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III. ANNUAL REGISTRATION
PROCESS
Registered Organizations at the University of Illinoisare required to re-register on an annual basis. Theseare the requirements to become a registered organiza-tion:
A minimum of 5 authorized agents (President, Trea-surer, and 3 Authorized Agents) Adheres to the Policy of Non-Discrimination Must meet membership requirements as outlined inSection 2-303 of the Student Code
Supports the educational mission of the University ofIllinois The Registered Organization does not accrue to thenancial benet (or direct nancial gain) of its members
After the organization has completed their registrationform in CollegiateLink, the president and treasurer ofregistered student organizations will be enrolled intotheir respective Compass quizzes.
DATES AND DEADLINESNew organizations have two additional deadlinesthroughout the academic year in which they canregister to become a new Registered Organiza-tion: Noveber 1, 2012 and Februar 1, 2013.They may also register by the September 30, 2012deadline for existing organizations. Prospective or-ganizations which apply between periods will not bereviewed until after the upcoming date has passed.
RE-REGISTRATION FOR EXISTING ORGANIzA-TIONS ENDS SEPTEmBER 30, 2012. If an orga-nization does not re-register by this time, they mustwait until the re-registration process the followingacademic year, or they may le for appeal (see
page 10 for more information).
ORGANIzATION RE-REGISTRATION1. Log into Collegiate Link(http://illinois.collegiatelink.net) using your NetID and
AD password. If it is your rst time accessing Colle-giateLink, the system will prompt you to make a prolewhich you must complete.NOTE: The incoming president is the only person tha
needs to re-register the organization.
2. On the home page, nd the Organization tab at thetop of the page. On the left sidebar, select registerunder Re-register your existing organization.
3.Step 1- By registering this organization, you will be-come the primary contact of the organization. SelectNext to complete Step 1.
4. Step 2- Enter the information of the organization.a. In the rst box supply the ofcial name ofthe organization (no acronyms)b. In the second box provide a brief descrip-tion of the purpose of the organization.c. In the third box supply the nickname/acronym of the organization. If none exists,then enter the full name of the organization.d. In the fourth box, provide a contact emailaddress for the organization. This can be thepresidents.e. If the organization has an external website,please provide the URL in the fth box.f. In the sixth box, please provide the website
key for your organizations prole onCollegiateLink. This is how the URL for yourorganizations page on CollegiateLink will beidentied.g. In the seventh through tenth boxes, pleaseprovide the location of your organizationincluding city, state, zip code, and country.h. In the eleventh through thirteenth boxes,please provide your organizations phonenumber, extension, and fax number ifapplicable.
5. Step 3- Update your organization roster by addingthe president, treasurer, and three authorized agents.You may add names of additional members, but theseve people are the only ones authorized to act onbehalf of the organization. a. The primary contact must be the listed
president of the organization.b. To designate each agent, select theirposition title from the drop down list.
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c. Each member added to the roster must usetheir @illinois.edu email address, NOT @uiuc.edu or any other email provider.d. Clear each eld to continue adding agents.e. The Required Positions box on the left musthave ve green check marks before you cancontinue to the next step of the applicationprocess.
f. Once nished, select Next to completeStep 3.
6.Step 4- Read through and respond to the Nondis-crimination Form. Once nished, select Submit tocomplete Step 4.
7. Step 5- Read through the completed information ofyour organization.
a. If you would like to make changes to yourorganization information, select the Organiza-tion Prole, Organization Roster, or Statement
of non-discrimination.b. Select Finish to submit your organizationregistration request.
8. You will receive notication saying that your organi-zation is waiting for approval.
9. After your submission has been reviewed, the sub-mission will be denied. At this point the President andTreasurer have been enrolled in the compass quiz.Once they have completed the quiz with 100% the reg-
istration will need to be re-submitted for approval.
10. After you have received the notication that yourorganization has been approved, make sure the presi-dent, treasurer, and three authorized agents respondto the email they receive to conrm their status as thepresident or treasurer of the organization and to acti-vate the organization.
11. To conrm their involvement with an organization,the president, treasurer, and three authorized agentsmust log in to CollegiateLink and conrm their involve-
ment on the home page.
Appeals- If groups fail to meet the deadline for re-reg-istration, they are allowed to le for an appeal. To dothis, groups are required to email [email protected] an appeal is granted organizations have two weeks tocomplete it. Failure to complete the appeal process bythe two week deadline will result in the group remain-ing inactive for the remainder of the academic year.
NEw ORGANIzATION REGISTRATION1. Log into Collegiate Link(http://illinois.collegiatelink.net) using your NetID and
AD password. If it is your rst time accessing Colle-giateLink, the system will prompt you to make a prolewhich you must complete.NOTE: The president is the only person that needs toregister the organization.
2. On the home page, nd the Organization tab at thetop of the page. On the left sidebar, select registerunder Register a New Organization.
3. Step 1- By registering this organization, you will be-come the Primary Contact of the organization. SelectNext to complete Step 1.
4. Step 2- Enter the information of the organization.a. In the rst box supply the ofcial name ofthe organization (no acronyms)
b. In the second box provide a brief descrip-tion of the purpose of the organization.c. In the third box supply the nickname/acronym of the organization. If none exists,then enter the full name of the organization.d. In the fourth box, provide a contact emailaddress for the organization. This can be thepresidents.e. If the organization has an external website,please provide the URL in the fth box.f. In the sixth box, please provide the website
key for your organizations prole onCollegiateLink. This is how the URL for yourorganizations page on CollegiateLink will beidentied.g. In the seventh through tenth boxes, pleaseprovide the location of your organizationincluding city, state, zip code, and country.h. In the eleventh through thirteenth boxes,please provide your organizations phonenumber, extension, and fax number ifapplicable.
5. Step 3- Update your organization roster by addingthe president, treasurer, and up to three authorizedagents to the roster. You must have at least ve mem-bers that fulll those positions.
a. The primary contact must be the listedpresident of the organization.b. To designate each agent, select their position title from the drop down list.c. Each member added to the roster must usetheir @illinois.edu email address, not @uiuc.
edu or any other email provider.
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d. Clear each eld to continue adding agents.e. The Required Positions box on the left musthave ve green check marks before you cancontinue to the next Step of the applicationprocess.f. Once nished, select Next to completeStep 3.
6. Step 4- Read through and respond to the Nondis-crimination Form. Once nished, select Submit tocomplete Step 4.
7. Step 5- Read through the completed information ofyour organization.
a. If you would like to make changes to yourorganization information, select the Organiza-tion Prole, Organization Roster, or Statementof Nondiscrimination.b. Select Finish to submit your organizationregistration request.
8. You will receive notication saying that your organi-zation is waiting for approval.
9. After your submission has been reviewed, the sub-mission will be denied. At this point the President andTreasurer have been enrolled in the compass quiz.Once they have completed the quiz with 100% the reg-istration will need to be re-submitted for approval.
10. After you have received the notication that your
organization has been approved, make sure the presi-dent, treasurer, and three authorized agents respondto the email they receive to conrm their status as thepresident or treasurer of the organization and to acti-vate the organization.
11. To conrm their involvement with an organization,the president, treasurer, and three authorized agentsmust log in to CollegiateLink and conrm their involve-ment on the home page.
OTHER ImPORTANT INFORmATIONA. The president, treasurer, and three authorizedagents must be indicated on the submitted online reg-istration form. These authorized agents may sign anyrequests for services, purchases, equipment rental orspace from the university. All agents must present astudent ID when acting on behalf of the organization. Ifthe organization has or requests an Organization Fund
Account, it must be the treasurer. If the organization isnew, a treasurer may request an Organization Fund Ac-count number by emailing [email protected] after theyhave completed the Treasurers Quiz on Compass.
B. Registration is valid up until the beginning of thefollowing fall semester. The CollegiateLink databasemust be updated, however, whenever a new autho-rized agent is selected for the organization (in otherwords, every time ofcers change within an organiza-tion).C. Although advisors are not required for registered or-ganization status, organizations may choose to seekout an advisor. Advisors may not be listed as a presi-dent, treasurer, or an authorized agent. They may onlybe listed as a group member. Advisors also may befrom outside the university community, but may not belisted as a group member.
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IV. ORGANIzATION FUND
ACCOUNTS
Learning to manage nances is a valuable skill that willtransfer to life beyond college. As treasurer, you are anancial leader assisting your organization in adheringto a budget, keeping on top of expenses, and abidingby policies, procedures, and processes. Therefore, thetreasurer is one of the most important ofcers to inter-act with the Ofce of Registered Organizations.
The Universitys rules and regulations regarding the
proper handling of funds by registered organizationsinclude some very specic requirements. As treasurer,it is your responsibility to read, understand, and complywith policies and procedures outlined in this handbook,as you will be held accountable.
As the organizations nancial ofcer, it is your dutyto ensure organization funds are being used for legiti-mate, organization sponsored activities and business.Treasurers must verify documentation is not forged orfalsied by examining receipts, invoices, statements,bills, letters of agreement, contracts, etc. prior to sub-
mission.
OBTAINING AN ORGANIzATION FUND AC-
COUNTAn Organization Fund Account is an account speci-cally established for use by a registered organization.This section discusses how to manage this accountand specic policy information. Two types of Organiza-tion Fund Accounts exist:
An RO Account is an Organization Fund Account spe-cically established for use by registered organizationsto manage income and expenses associated with theorganizations needs.
A Charit Account is a separately requested Organi-zation Fund Account established for registered orga-nizations and used solely for charity and philanthropicfundraising events intended to benet others.
For either account to be considered active, the organi-zation must be registered with the Ofce of RegisteredOrganization for the academic year and the treasurermust have completed the treasurers quiz on Compassprior to account information being shared or an ac-count being assigned.
An RO Account or Charity Account can be requestedby the organizations treasurer following completionof the mandatory Compass workshop. An email musbe sent to [email protected] with the subject line AC-COUNT NUMBER REQUEST. The following informa-tion is required in the body of the email:
kEy RESPONSIBILTIES OF THE
TREASURER Ensure that nancial management of accountsis in compliance with all University, local, state,and federal regulations. Policies, procedures, andprocesses set by these entities must be followed atall times. Safeguard funds from being utilized for personalgain and fraudulent activity. Hold signature authority governing all nancialaspects of the organization. Voucher and SORFExpenditure Request forms require treasurerssignature exclusively. President must co-sign only ifpayee is the treasurer. Manage nancial records, retaining copies of alldocumentation to reconcile monthly transactions fororganizations account(s). Maintain a positive balance in account(s).
Clear any events that raise money on campus bysubmitting all necessary deposit slips Submit SORF funding requests and administerprocesses to collect on your organizations alloca-tion. Educate members of your organization aboutnancial policies and procedures, especially re-quired documentation needed for payments andreimbursements. Transition new treasurer, providing all records andinformation prior to resignation. Vote on how the collective interest earned on Or-
ganization Fund Accounts should be spent. Organi-zation Fund Advisory Board meeting is held via an
online vote in the fall.
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Organization Name (Exactly as registered No ab-breviations) Type of Account (RO or Charity) Treasurer Name Treasurer University Email ([email protected]) Date you completed Compass training
Once the account number is established, the treasurer
will be notied of their assigned account number viaemail from the Illini Union Ofce of Registered Organi-zations. It may take up to 10 business days to receivean account number.
If your organization already has an established Orga-nization Fund Account (RO or Charity), the treasurercan obtain the account number (if not passed down bythe previous treasurer) by emailing or stopping by theIllini Union Ofce of Registered Organizations. This as-sumes the organization is in good standing. The trea-surer must also have their I-Card.
HOw yOUR ACCOUNT mAy BE USEDRegistered Organizations use their accounts for thingssuch as food, t-shirts, supplies, events, meetings, or-ganization travel...the list could go on and on. Thereare some restrictions on what the money in the Orga-nization Fund Account can be used for, as outlined inthe Student Code.
Expenditures from the Organization Fund must be for alawful purpose and, in general, must:
1. Be for payment for services rendered, or formaterial received,
2. Be related to the educational goals andobjectives of the University,
3. Not accrue or inure to the benet of an indi-vidual or individuals, except as payment forservices rendered,
4. Not be for the purchase of alcoholic bever-ages, or to enable or facilitate by any meansthe purchase of alcoholic beverages by anyperson,
5. Not be for the purchase of weapons (asdened in subsection 1-309(b)), or to enableor facilitate by any means the purchase ofweapons by any person, and
6. Not be for the purchase of materials by,through, or from the University for resale toothers.
REVENUE GENERATING EVENTSMany organizations have fundraisers to support theirfunction and activities. Some fundraising options in-clude collecting initiation fees and/or dues from mem-bers; charging admission for events; selling merchan-dise and services; ticket sales; and seeking donationsof goods, services, or money from outside vendorsOther ways to subsidize the cost of activities may in-
volve engaging in co-sponsorship with other organiza-tions, departments, or ofces on campus and applyingfor money from funding sources on campus. Whetherfundraising for your organization or fundraising to ben-et others, University policies and procedures for rev-enue generating events must be followed.
Any event that involves collecting money on Univer-sity premises must be approved by the Illini Union Of-ce of Registered Organizations whether the event isa fundraiser for your organization or to benet othersFor University auditing purposes, the ofce keeps trackof all events in which nancial transactions occur onUniversity property and veries that all money is de-posited into appropriate accounts following the eventIf a fundraiser is not cleared with the Ofce of Regis-tered Organizations, subsequent requests will not beapproved until the appropriate proof of deposit from thefundraiser is submitted.
If a fundraising event is held at an off-campus locationthe organization does not need approval by the IllinUnion Ofce of Registered Organizations and money
can be deposited anywhere. However, if Universityproperty is utilized for any aspect of the event, all mon-ey collected/generated from the off campus event mustthen be deposited into the appropriate OrganizationFund Account (RO or Charity).
FUNDRAISINGFundraising for our Organiation
Registered Organizations have the ability to fundraiseon campus. There are set procedures for your organi-zation to follow for planning these events:
Submit a Space Request For to 284 Illini Unionfor event approval by Illini Union Ofce of RegisteredOrganizations. Some events may require consultationwith the Assistant Director.
The Event Budget For outlining the nancial dy-namics of the event such as cost, items being soldanticipated income, etc. must also be submitted withthe Space Request Form.
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After the event is approved, the Space Request Formis directed to the appropriate reservation ofce.
Collect revenue at/for event and deposit ALL moneyinto the RO Account at the Cashiers Ofce in Henry
Administration Building after the event.
Submit a copy of the deposit slip to the Ofce of
Registered Organizations to complete the nancial au-dit performed by the University. Fundraisers must becleared within two business days following the event.
Initial expenses associated with the event can be paidbeforehand or reimbursed afterwards from the RO Ac-count. However, the entire amount collected from theevent must rst be deposited into your RO Account.Then, you can submit a voucher to reimburse or coverinitial expenses related to the event.
Organizations holding multiple-day fundraisers must
still deposit money within two business days for eachday they are fundraising.
RO Account Requireents
All money generated using University property, fa-cilities, and/or services for use by your organizationMUST be deposited into your RO Account.
Money collected from dues and initiation fees can bedeposited anywhere an outside bank account or RO
Account.
CHARITABLE DONATIONSFundraising to Benet Others
(Counit Organiation, Charit, another RO)
Adhere to the steps below when money is collected orgenerated to benet others using University property,facilities, and/or services:
Submit a Space Request For to 284 Illini Unionfor event approval by Registered Organizations Ofce.Some events may require consultation with the Assis-
tant Director.
An Event Budget For must also be submitted withSpace Request Form when money is being generatedor collected at the event. When requesting an event tobenet a charity, it must be clearly stated that the pur-pose of the event whether a sale, concert,
tournament, etc. is to raise funds to benet others.
After the event is approved, the Space Request Formis directed to the appropriate ofce that handles sched-uling for the specic space requested.
Collect revenue at/for event and deposit ALL moneyinto Charity Account at the Cashiers Ofce in Henry
Administration Building.
Submit a copy of the deposit slip to the Registered Or-ganizations Ofce to complete the nancial audit per-formed by the University. Fundraisers must be clearedwithin 2 business days (M-F) following the event.
The entire amount collected from the event must rsbe deposited into your Charity Account. Then, you cansubmit a voucher to reimburse or cover initial expens-es related to the event. However those expenses mustbe paid from your RO account.
Initial expenses associated with the event can be paidbeforehand or reimbursed afterwards from the RSO
Account. (This will allow you to give more money to thecharitable organization if you choose.) The remainingmoney must be donated within 30 days of the event,bringing the account balance to zero.
Submit Voucher accompanied by a typed Letter oDonation for the specied charity/organization to theIllini Union Ofce of Registered Organizations to remi
payment. Letter must include:- Name and address of the organization to re-ceive the donation- Name and address of the RSO donating thefunds. If more than one registered organiza-tion sponsored the event, include this informa-tion for all involved.- Name, dates, and description of the eventthat raised these funds.- Amount of money generated for donation.- Signature of either the president or the trea-surer of the sponsoring organization.
Indicate on the voucher that you want to include docu-mentation to be mailed with the check. You must pro-vide two Letters of Donation to be mailed with payment
Charit Account Requireents
All money generated using University property, facili-ties, or services to be donated to others MUST be de-posited into the Charity Account.
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DEPOSITING mONEyDeposits into RO or Charity Account must be made atthe Cashiers Ofce (Room 100) in Henry Administra-tion Building between the hours of 9 a.m.- 4 p.m., Mon-day-Friday. Deposit slips, bill straps, coin wrappers,and small envelopes are available at the ofce for yourconvenience.
Provide the appropriate Organization Fund Ac-count number (regular or charity) for which you wishto make the deposit. Enter FOAPAL: 1-90 _ _ _ _-389005-307900-199000. [Chart =1, Fund= 90+your4-digit account number, Organization=389005, Ac-count=307900, Program=199000]
The Cashiers Ofce requires that the following proce-dures are followed when making deposits:
Checs
1. All checks must be deposited within two weeks of
the check date.
2. Travelers checks are treated the same as regularchecks and should be included in the check total.
3. Calculate the total amount of the deposit. When de-positing multiple checks, include an adding machinetape of the check total with the deposit.4. Checks are to be endorsed at the time of receipt.Endorse all checks with the following:
Nae of the organiation. If the checkis made payable to a charity, write the nameof the charity and then the name of theorganization below it. Account nuber of the organiation (1-90xxxx) on the back.
5. All checks should be reviewed for the following: Date not over two weeks old or post-dated Payee should be University of Illinois, if notit must be properly endorsed Amount numeric amount must agree with
written line bank will accept the written line ifthey dont agree Signature checks must be signed Checs ust be dran on a U.S. ban orhave a U.S. clearing ban. International orpostal money orders are acceptable if in U.S.dollars.
Cash/Coins
1. Sort all cash according to denomination with billsfacing the same direction. Strap together when pos-sible.
2. Label all wrapped cash and coins with the name ofyour organization and the account number (1-90xxxx)
3. Do not wrap money for amounts other than speciedon wrappers.
4. If you have coins, but not enough to roll, place loosecoins in an envelope to prevent loss.
USING yOUR FUND ACCOUNT
As the nancial ofcer, you protect the interests of theorganization by conrming appropriate amounts havebeen spent for legitimate, organization-sponsored ac-tivities and business. You must verify that all documen-tationbeing submitted for payment is original and notfalsied or forged.
Funds from your Organization Fund Account can onlybe accessed through submission of a voucher form tothe Illini Union Ofce of Registered Organizations. Thevoucher sste allos ou to pa bills and rei-
burse individual(s), authorie autoatic paents
transfers to other Universit accounts, or requesta cash advance.
Vouchers
The treasurer is the only person authorized to signvouchers for the organization. However, the presi-dents signature is required as a co-signer when thetreasurer is the payee. Vouchers and a checklist fohow to complete vouchers are available online at http:/www.union.illinois.edu/involvement/RO/forms.aspx.
BUNDLE CASH AS FOLLOwS:$500 in twenties (25 bills)$500 in tens (50 bills)$500 in ves (100 bills)
$50 in ones (50 bills)
wRAP COINS AS FOLLOwS:$10 in fty-cent pieces (20 coins)$10 in quarters (40 coins)$5 in dimes (50 coins)$2 in nickels (40 coins)
$.50 in pennies (50 coins)
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Vouchers and supporting documentation (contract, let-ter of agreement, invoice, bill, receipt, and bank/credit
card statement) must be submitted to the Ofce ofRegistered Organizations in 284 Illini Union. Voucherswill be reviewed for approval by the Illini Union Ofce ofRegistered Organizations and forwarded to OBFS forprocessing. Vouchers will be reviewed for approval bythe Ofce of Registered Organizations and fowardedto OBFS to ensure the account has sufcient funds.The voucher is then sent to University Payables forpayment processing.
When the treasurer submits a voucher to pay bills, re-
imburses an individual, or get a a cash advance, OBFSconrms that there are sufcient funds to cover costsprior to remitting payment. A check will not be pro-cessed unless requested amount is available in orga-nizations RO Account.
It is the treasurers responsibility to maintain a copyof all vouchers and documentation for nancial trans-actions associated with the RO Account. All originalsremain on le with OBFS and are not accessible oncethey are submitted. Effective record keeping will allowyou to track the account balance, record any debits
and credits to the account, and maintain a log of allpayments for the books.
Vouchers must be lled out legibly with complete andaccurate information. Incomplete vouchers hold up thepayment process and will be held in the Ofce of Reg-istered Organizations until corrections are made.
Any item over $250 on a voucher must include proofof payment.That documentation must show the chargethat was made, the last four digits of the account
number, and the name of the owner or authorized useof the account.
Pa Bills or Issue Reiburseents
By submitting a voucher, a check can be processed
for the payee indicated on the voucher (a vendor, in-dividual, or another organization). After a voucher issubmitted and approved by the Registered Organiza-tions Ofce, OBFS conrms the available balance andissues a check, as long as there are sufcient funds inthe RO Account to cover the costs.
As a general rule, supporting documentation neededfor reimbursements must be original, paid, itemizedreceipts with proof of payment by payee. All vouchersmust be accompanied by an original invoice, bill, statement, itemized receipt, contract, or letter of agreemen
as ofcial documentation for payment. Additionally, iyou are reimbursing an individual, proof of payment bypayee is required to illustrate that individual actuallyincurred and paid the charges they are seeking reim-bursement for.
The rst time a non-UIUC afliate is being paid via
a universit-issued chec, the ill need to co-
plete a Vendor Inforation For. This form is avail-able online at http://www.obfs.uillinois.edu/commonpages/DisplayFile.aspx?itemId=917070.
ORGANIzATION FUND ACCOUNT NUmBERSProvide the appropriate Organization Fund Accountnumber (regular or charity) from which you want tospend.
For paying bills, reimbursing individual(s) or request-ing a cash advance, enter FOAPAL: 1-90 _ _ _ _-389005-142900-199000 on the voucher. [Chart =1,Fund= 90+your 4-digit account number, Organiza-tion=389005, Account=142900, Program=199000].
For automatic payment/debit purchases/services,enter FOAPAL:1-90 _ _ _ _- 389005-xxxxxx-199000on the voucher. The department you are doing busi-
ness with will provide the xxxxxx Account number.
PAymENT DELIVERy mETHODS:Direct Deposit: Checks will be issued as a directdeposit only for students, faculty, and staff. OBFSrequires that individuals sign up for direct deposit toreduce the number of checks processed and mailedas well as expedite the reimbursement process. Toaccess and/or change your direct deposit informa-tion, log into your Enterprise account.
mail to: Checks will be mailed directly to the payeewhen processed. Treasurer ust provide addi-tional copies of an docuentation to be ailed
ith the chec.
Pic-up: Checks can be obtained by either the pay-ee or the treasurer at the Cashiers Ofce (Room100) at Henry Administration Building within 5 busi-ness days of submission. Treasurer mUST include
an additional cop of the voucher for all pic-uprequests. The original will remain on le with OBFSand the copy will be included with the check andused to verify payee or treasurer identity at the timeof pick-up.
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The completed form must be submitted to the VendorMaintenance Department. Instructions are written onthe cover page of the Vendor Information Form. Thiswill allow the payee to be established as a vendor with-in the university accounting system a requirement forthem to receive payment through the University.
Once the vendor has been entered into the university
accounting system, they will receive a unique VendorBanner Number (denoted as @...). For all subsequentpayments to that entity, their Vendor Banner Numbershould be input on the vouchers. When in doubt, con-sult with the Ofce of Registered Organizations to con-rm whether or not the payee has a Vendor BannerNumber. In order to process any payment to an outsidevendor, the organization must be prepared to providethe Vendor Banner Number.
Make photocopies of all receipts for your records, asthe originals must be submitted with the voucher.
CASH ADVANCESAn organization can request money from their RO Ac-count made payable to an individual to pay for items.
Vouchers must be submitted to request a cash ad-vance. An advance may be used to cover items suchas trip expenses, organization events, supplies, etc.The money must be used for the purposes for whichit was originally intended. The cash advance requestmay not exceed the current balance of the RO Account.
To receive a cash advance, the treasurer must submita completed voucher to the Ofce of Registered Orga-nizations with payee information and a description ofhow the cash advance will be used. That informationshould be listed in the Invoice Information section ofthe voucher.
The treasurer and the payee are both responsible forthese funds. Cash advances must be cleared no lat-er than 90 days after the event/activity occurred. Afterthe cash advance has been used, a voucher must besubmitted to the Ofce of Registered Organizations toclear the cash advance.
An organization is allowed to have only one outstand-ing cash advance at a time. Organizations requestinga cash advance with an outstanding one from the last24 months may have their cash advance request de-nied.
CLEARING CASH ADVANCESCash advances can be cleared by indicating allfunds were used, partial funds were used, or morethan the cash advance was used.
Used All Funds: All requested funds were used.Submit itemized receipts totaling the amount of the
cash advance to the Ofce of Registered Organi-zations.
Used Partial Funds: Only a portion of the re-quested funds were used. You must deposit theunused portion of cash advance back into theOrganization Fund Account at Henry Administra-tion. Submit appropriate receipts for the portion ofthe cash advance used and a copy of your depositslip to the Illini Union Ofce of Registered Organi-zations.
Used more Than Cash Advance: All requestedfunds were used and then some. Submit to theIllini Union Ofce of Registered Organizations,itemized receipts for all expenses incurred and avoucher to reimburse the individual who providedthe additional funds.
Regulations for Receipts
The location/place where the purchase was made
must be identied on the receipt. All small pieces of original supporting documenta-tion (receipts, boarding passes, name tags, etc.) musbe taped to a clean 8 x 11 sheet of paper. Stapleddocuments and scraps of paper hanging over sides wilNOT be accepted.
When submitting more than 3 receipts, you must addall receipts on an adding machine and submit the add-ing machine tape with the voucher. An adding machineis available at the Student Organization Complex (280
Illini Union). If you are only reimbursing specic itemsfrom a receipt, you must submit an adding machinetape with the new receipt total of specied items, in-cluding the correct amount of tax.
If the vendor has a liquor license, such as most gro-cery and discount stores, full service restaurants, etc.itemized receipts are required that clearly identify theitems purchased. If an alcohol purchase is included on
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a receipt, the amount of the alcohol and its tax mustbe subtracted from the amount payable from the RO
Account
Proof of payment is needed for reimbursement re-quests over $250. If possible, always try to pay witha credit card or check. If secondary documentationis needed, bank and credit card statements and can-
celled checks are easy to provide, whereas secondarydocumentation for cash payments may be harder toprovide.
Authorie Autoatic Paents and Transfers
Use a voucher to request an automatic payment to aUniversity ofce, department, or another registered or-ganization.
Funds will be transferred from your Organization FundAccount to that units account. Common automaticpayments/transfers include catering, facility rental and
staff, technology equipment, audio/visual equipment,and print services.
When you place an order with a University department,you must provide authorization for them to process thecharges to your Organization Fund Account for pay-ment. Funds are transferred electronically from the Or-ganization Fund Account to the specied department.If you do not have funds in the account to cover costs,your organization will become encumbered, so pleasemake sure your account has money to cover charges.
If a department does not have the ability to debityour Organization Fund Account, request an invoiceor billing statement from that department. Obtain theFOAPAL (departments account number) for the trans-fer of funds. Submit the bill, along with a voucher, to theOfce of Registered Organizations for payment to betransferred into the appropriate department account.
Transfer of Funds
Funds may be transferred to another account withinthe Organization Fund, provided that such transfer
does not violate any University statutes or policies orthis Code and does not provide the recipient organiza-tion with funds obtained in a manner otherwise prohib-ited to the recipient organization. The voucher shouldindicate transfer information in the Invoice Informationsection. You must have the full FOAPAL string.
Letters of Agreeent
This is a document that can be used as a contract be-tween an organization and a provider of services suchas DJs, lecturers, referees, judges, performers, andbands. The document must be completed by both par-ties. Submit original agreement to the Ofce of Reg-istered Organizations with a voucher requesting pay-ment from the Organization Fund Account. If using
SORF allocated funds, you must also submit a SORFExpenditure Request Form.
mANAGING yOUR FUND ACCOUNTSThe state of an organizations nances can be depen-dent on leadership and operation of an organization byofcers from the previous year. Maintaining healthy -nances will ensure a strong future for your organizationby allowing you to recruit members, plan activities, anddevelop your organizations vision without signicantnancial constraints.
As ou assue our treasurer responsibilities, it is
in our best interest to chec our organiations
nancial status on all accounts immediately to see
here our organiation stands. For OrganizationFund Accounts, an Account Information Request Formis used to make an inquiry regarding your RO or Char-ity Account activity. Treasurers can submit AccountInformation Request Forms as frequently as neces-sary. Balance information can be provided as well astransaction statements. Presidents can also reques
account information, however only balance informationis provided to them.
Account Information Request Forms can be complet-ed in the Ofce of Registered Organizations and areready for pick-up the next business day after 1pm. Theperson picking up the form must present their I-Card.
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Reconciling Stateents
Treasurers are directly responsible for nancial man-agement, compliance, and debt of their organization.Maintaining copies of all nancial documentation is es-sential for reconciling transactions. Appropriate man-agement of nancial accounts requires that treasurersconrm all transactions associated with the account toensure the University or bank records match nancial
records kept for the organization.
When reconciling transactions, it is especially impor-tant to pay attention to any transfers or automatic pay-ments made to a University department to conrm thatthe amount you contracted to pay is the amount thatwas debited. Any entity that is given authorization, willprocess payment from your Organization Fund Ac-count regardless of the balance, which can cause theorganization to be encumbered. An encumbrance willnegatively impact the status of the registered organiza-tion and will result in charges being assessed to the
person who authorized any charges that resulting inthe organizations negative account balance.
The simple budgetary principle of reconciling state-ments will ensure you have accurate records of ac-count activity, maintain an accurate account bal-ance, and conrm all deposits to and paymentsfrom the account. Report any discrepancies imme-diately to the Ofce of Registered Organizations.
Submitting forged and/or falsied documents is against
University Codes and will not be tolerated. Doing socan jeopardize registered organization status andthe individuals involved will be held accountable toUniversity and legal statutes. Subsequent investiga-tions by University and law enforcement agenciescan result in appropriate sanctions. Further, dem-onstrated falsications cause personal and profes-sional challenges in relation to enrollment, careerand professional placement, and future aspirations.
FISCAL RESPONSIBILITy AND NEGATIVE
ACCOUNT BALANCES
As treasurer of your organization, you are responsiblefor maintaining a positive balance in the OrganizationFund Account. If there are not enough funds in the Or-ganization Fund Account to cover expenses, the orga-nization will be held nancially accountable for delin-quencies. The organization can be encumbered and assuch, will not be able to operate on campus until alldebts are paid.
Notice will be provided to the Ofce of Registered Or-ganizations that there are insufcient funds in the ac-count to pay for the requested purchase. The Ofceof Registered Organizations will notify the treasurer ofthe charge and of the insufcient fund balance. The or-ganization will have 30 days to deposit sufcient fundsinto the Organization Fund Account to generate a posi-tive balance and cover all expenses incurred.
If, at the end of the 30 day cycle, the OrganizationFund retains a negative balance, the organization wilbe encumbered. The organization will not be in goodstanding with the University. Privileges will be revokedincluding use of University facilities, ability to fundraiseaccess to equipment, discounts on services, eligibilityfor SORF funding, and use of an Organization Fund
Account.
In addition to the organiation being encubered
an reaining debt a be charged to the per-
sonal account of the student ho authoried thecharge that put the organiation in a negative bal-
ance. This nancial burden will also negatively impactthe students standing with the University, the abilityto register for classes, the ability to graduate, and theability to receive transcripts.
TAX INFORmATION/NOT-FOR-PROFIT
STATUSAll tax and legal matters relating to organization activi-
ties are the sole responsibility of the registered organi-zation. Registered organizations are not authorized touse the Universitys Employer Identication Number(EIN), non-prot status, or tax-exempt status.
Tax Inforation
As outlined in the Student Code, Article 2 GeneraPolicies and Procedures, Part 3: Registered Organiza-tions and Organization Fund, all tax and legal mattersrelating to organization activities are the sole respon-sibility of the registered organization. Registered orga-nizations are NOT authorized to use the Universitys
Employer Identication Number (EIN) or tax-exempstatus.
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Your organization is responsible for understanding allrequirements and obligations for ling reports to theIRS. The Ofce of Registered Organizations will notprovide any advisement related to tax information.
Employer Identication Number
An EIN is merely a unique identier for the organiza-tion, similar to an individuals SSN. Applications for an
EIN can be retrieved at http://www.irs.gov. Obtainingan EIN does not mean a registered organization is anon-prot organization or has tax-exempt status.
Non-Prot Status
An organization is NOT considered to be a non-protby the IRS unless they apply for such status. The IRShas established eligibility criteria for varying kinds ofnon-prot organizations. IRS Publication 557(http://www.irs.gov/pub/irs-pdf/p557.pdf) provides adescription of the various types of 501(c) non-prot or-ganizations.
Tax Exeption
An organization can apply for tax exempt status withthe IRS at http://www.irs.gov. Applications are reviewedto determine whether or not an organization meets therequirements of the Internal Revenue Code for tax-ex-empt status.
Recognition of exemption requires separate applica-tions for charitable organizations versus other tax ex-empt organizations. Sometimes, a chapter of a larger
national organization may be covered as a subsidiaryunder the parent organizations tax-exempt status. Ifyou have a larger afliate, you may want to ask if youare covered under their tax exempt status.
General tax information, resources, and annual report-ing requirements can be found athttp://www.irs.gov/charities/index.html.
Tax-Deductible Donations
Registered organizations are NOT authorized to ac-cept tax-deductible donations on behalf of the Univer-
sity. When soliciting donations from outside sources, itis your obligation to inform potential donors that theircontributions are not tax deductible. Organizations thathave 501(c)(3) charitable organization status are eligi-ble to receive tax-deductible contributions through theirorganization, not the University. If you have a parentchapter, you may need to consult with them prior to ac-cepting tax-deductible donations.
DORmANT ACCOUNTSAny account in the Organization Fund assigned to anorganization that does not re-register for a period offour years will be closed. Any funds in the account atthe time of closure will be transferred to the Organi-zation Fund Administrative Account. Each year, the in-come generated from the Administrative Account shalbe used to help cover the direct expense of the fund
operation. Excess interest will be retained in the Ad-ministrative Account. Should such an organization thenre-register after its account has been closed, it maypetition the Organization Fund Advisory Board to haveits funds re-established.
OUTSIDE BANk ACCOUNTSAn Outside Bank Account is a checking account seup and managed by a registered organization outsideof the RO Account. The organization assumes all re-sponsibility involved in managing the account including
securing an Employee Identication Number (EIN) andling appropriate documentation with the IRS. The IllinUnion Ofce of Registered Organizations will not ad-vise organizations on managing these accounts.
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V. ORGANIzATION FUND
ADVISORy BOARD
FUNCTIONThe Organization Fund Advisory Board (OFAB) fundsitems and/or services which will benet all or a largenumber of registered student organizations. OFABfunds come from half of the collective interest earnedfrom all of the organization fund accounts and an ad-visory board of student treasurers selects how thosefunds are spent. After the advisory board suggestsitems to be purchased, all treasurers of registeredstudent organizations are invited to vote about whatpurchases should be made. As a group, the treasurersmay vote to spend some or all of the money on anynumber of the proposals or they may choose to sendthe money back to the organizations whose accountshelped generate the funds.
ADVISORy BOARDThe Organization Fund Advisory Boards functions in-clude the following:
Develop policies and rules of practice regarding theallocation of funds in the surplus distribution accountto registered organizations as described in the StudentCode.
Hear appeals by registered organizations that havehad actions taken against them and make recommen-dations to the Chancellor or the Chancellors designee,whose decision shall be nal,
Distribute an annual report of its activities to all regis-
tered organizations with accounts in the OrganizationFund,
Advise the appropriate University or campus ofcial(s)on all aspects of the Organization Fund.
ANNUAL mEETINGEach fall all treasurers are asked to vote as part of anelectronic process regarding the allocation of OFABfunds. At least 60 treasurers must vote. In 2011, trea-surers voted to fund the following:
Peranent equipent for free use/chec out b
ROs
$ 2000 for the purchase of 2 LCD projectors $1000 for the purchase of portable equip-ment that includes speackers, microphones,white boards, and projector screens
$700 for tech equipment that includes a digi-tal camera, video camera, and a scanner
$400 for general supplies that includessidewalk chalk, rafe tickets, drink coolers,and markers
$ 500 for the purchase of 8 additional powercords and VGA cables for projectors
$100 for additional extension cords
Additional Purchase
$13,000 for CollegiateLink software purchaseand management. CollegiateLink is thesoftware and support system used fororganization registration and the SORFfunding application process.
Illini Union Subsidies
$8,500 for audio/visual and multimedia
equipment rental discounts in campusfacilities for organization sponsoredprograms/events (to include the Illini Union,academic facilties, and programming venues.
$11,000 for printing/photocopying discountsat the Illini Union ReSOurce Center
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The Student Organization Resource Fee was estab-lished in 1978 to support programs and activities ofRegistered Student Organizations (ROs). SORF is amandatory $6 fee collected each semester from all stu-dents at the University of Illinois at Urbana-Champaign.
Fee money is available for allocation to RegisteredStudent Organizations that apply for funding from theSORF Board. Fundable categories include contractual
services (including transportation and lodging expens-es), lm, equipment, rentals (facility, equipment, andservices) and publications/communications. Organiza-tions can also apply for nancial support to offset thecosts of off-campus travel for educational, competi-tive, performance, and service experiences that arerelevant to the organizations mission. The Board isresponsible for reviewing funding requests from Reg-istered Student Organizations. SORF proposes theirfunding recommendations to the Vice Chancellor forStudent Affairs for nal approval.
SORF BOARDThe SORF Board is comprised of 11 voting members.Three staff representatives are appointed by the ViceChancellor for Student Affairs and may be re-appointedfor up to three consecutive years. Eight student mem-bers, at least two of which must be graduate/profes-sional status, are elected by the student body duringthe annual spring election administered by the Cam-pus Student Election Commission (CSEC).
Election information can be found on the Campus Stu-dent Election Commission website: https://netlesuiuc.edu/ro/www/StudentElectionCommission/index.html.
Questions about the election process can be directedto [email protected]. Questions about SORFcan be directed to [email protected].
Board Member Ofce Hours
Each student Board member holds a minimum of twoofce hours each week in Illini Union Room 285H with-in the ReSOurce Center area. During these hours, theyare available to assist organizations with questionsabout the SORF process including submitting SORFfunding requests, clarifying fundable and non-fundableitems, completing documentation required to accessSORF allocations, and other questions. Once estab-lished by the Board, ofce hours are publicized on theSORF website at http://www.union.illinois.edu/involve-
ment/sorf. Ofce hours are subject to change over thecourse of the semester.
SORF has a full time program advisor and accounttechnician dedicated to their operations. Contact infor-mation for the SORF ofce staff:284 Illini Union1401 W. Green St.Urbana, IL 61801Phone: 217-244-2357Fax: 217-244-4294
Email: [email protected]
POLICy COmPLIANCEIt is the responsibility of all Registered Student Orga-nizations to read and understand policies and proce-dures of the University of Illinois, Ofce of RegisteredOrganizations, and SORF. Organizations that receiveSORF funding must be in compliance with policiesprocedures, and processes at all times. Those found tobe in violation of any policy of the University of IllinoisOfce of Registered Organizations, or SORF will be
held responsible for return of any and all funds theyreceived during the time they were in violation of thesepolicies. Furthermore, any organization that attemptsto defraud or mislead these entities will be turned overto the Ofce for Student Conict Resolution for reviewand could be held criminally liable for any funds re-ceived under false pretenses.
VI. STUDENT ORGANIzATION
RESOURCE FEE (SORF)
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IN ORDER TO APPLy FOR SORF FUNDING: Registered Student Organizations must be cur-rently registered with the Ofce of RegisteredOrganizations through CollegiateLink.
Organization must have President/PrimaryContact, Treasurer, and three Authorized Agentsregistered within the CollegiateLink database.
Organization Treasurer must have passed boththe Treasurer and SORF training quizzes in Com-pass with score of 100%.
Organization must have an established RO ac-count with a postive or zero balance.
All SORF funding requests must be submitted bythe organizations currently registered treasurer.
FUNDING PROCESSSubmitting a SORF application does not automaticallyimply that funding will be allocated towards the request.With over 1,000 ROs on campus, the amount of moneyrequested from SORF exceeds available funding. Thisconstraint prevents the SORF Board from funding re-quests in full. Organizations must be able to contributenancial resources toward a request. The overall nan-cial position of the SORF fee may result in the inability
to fund all eligible requests.
SORF Funding Process Tieline
1. SORF application is submitted by the RSO treasureron behalf of their organization by the appropriate fund-ing period deadline. It is the applicants responsibility tothoroughly and clearly explain requested items in theapplication. Specic detailed instructions are on theSORF website under Forms and Resources.
2. Funding request is pre-reviewed by a student mem-
ber of the SORF Board. Pre-reviewers will contact or-ganization ofcers for clarication of the application asneeded. It is pertinent to respond to inquiries regardingthe application. Failure to respond to pre-review ques-
tions will negatively impact SORFs funding decision.
3. Standard review is conducted by all SORF Boardmembers.
4. Application is presented by the pre-reviewer to theentire SORF Board at the allocation meeting, along withtheir recommended funding decision. A representativefrom the RO may present information or clarify theirapplication at the beginning of the allocation meeting.
5. The SORF Board votes whether or not to fund therequest. The Board may choose to fund the total re-
quest, reduce the amount requested, deny any or alparts of the request, and/or place specic restrictionson funding based on their guidelines, restrictions, and/or standards.
6. SORFs recommendation with explanation is submitted to the Vice Chancellor for Student Affairs. Organi-zation treasurers can view the SORF funding recom-mendation on CollegiateLink, but no recommendationis nal until approved by the Vice Chancellor.
7. Vice Chancellor reviews SORFs recommendation
agreeing with or overturning SORFs funding decision.
8. RO treasurer submits completed packet to the Of-ce of Registered Organizations consisting of SORFExpenditure Request, Voucher, and all necessarysupporting documentation outlined in documentationchecklist. Failure to submit completed packet within 60calendar days of the funded event/activity/stated pur-chase date will result in forfeiture of the SORF alloca-tion.
9. Packet is reviewed and approval authorized fortransfer of SORF allocation into the RO Account to beused for specied items/expenses granted by SORF.
10. Payment will be process as indicated on the vouch-er (pick-up, mail, or direct deposit). If RO is requiredto contribute the difference not covered by SORF, theOfce of Business and Financial Services (OBFS) wilverify that funds are available in RO account to coverexpenses before processing payment. Payment wilnot be processed if there are insufcient funds to covertotal expenses.
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Obective Criteria
SORF Board members embrace the principles of hon-esty, fairness, integrity, and viewpoint neutrality. Theydo not make arbitrary decisions. SORF considers eachapplication independently, evaluating each on its ownmerit. When making its decision, the Board considersa number of factors including:
Events must be free for all UIUC students and open toall members of the UIUC community (students, faculty,and staff)
Level of accessibility of the event to University stu-dents
The range of experiences the program can provide
Program expenses compared to the number of stu-dents served or impacted by the event/activity
If similar activities are offered free through Universitydepartments, programs, or services
Whether requested equipment is available for free orrent by other sources at reasonable cost (departments,Ofce of Registered Organizations, Organization Fund
Advisory Board, etc.)
Whether the organization has sought out co-sponsor-ships and/or collaborative efforts with other groups ororganizations
Organization is contributing signicant nancial re-sources and not relying solely on SORF funding
Compliance with SORF guidelines and restrictions
FUNDING GUIDELINES AND RESTRICTIONSFunding guidelines refer to requirements for funding ineach specic category that must be met for SORF toconsider a funding request. Funding restrictions referto items or requests that SORF will NOT fund.
General Guidelines Any request under $100 for the entire application willnot be considered. Similarly, if the SORF Board re-duces a request to less than $100 during deliberations(based upon restrictions, reasonable cost estimates,etc.) the request will also be denied.
Proposed programs, services, and activities shouldbe directed primarily toward the student community be-cause SORF funds are collected from students.
All events and activities must be free for all UIUC stu-dents. If an organization plans to collect money in anyway, the organization must email [email protected].
Each organization must submit a realistic estimate o
the specic costs involved for each funding categoryfor which they are submitting a request.
Each organization shall be expected to share ex-penses for funded programs, services, an
