Treasurer s Workshop Fiscal Year 08 Presented by

Treasurer’s Workshop Fiscal Year ‘ 08 Presented by: Maggie Doran & Sarah Shackett (and Blanka in spirit!) 9/13/07 & 9/17/07

IMPORTANT INFO!!! • Update Sheets • Mailboxes • Club Signers Book • Budget Requests

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

Account Details • Authorized people: two club members who assume responsibility for the club’s financial matters (usually the President and Treasurer) • Source numbers can be attained online and in the SGA Finance Office • For account balances, direct all requests to Maggie

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

Fundraised Fund • Funds that are raised or donated to the organization • This fund can be spent on many things that the SGA does not budget for, such as food • General rule is money must be spent to benefit the ENTIRE club • Procedure for spending from this account follows the same rules as the budget (allocated) account • At least $100 must be deposited in this account by February 2008 (beginning of the budget hearing process) or an automatic 10% cut will incur on the next year’s allocated budget amount • Funds left over at the end of the fiscal year in this account will be rolled over into the club’s fundraised fund for the new fiscal year

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

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

Bus Rental • The SGA will fund for chartered school buses if the trip is more than 200 miles round trip requiring more than two vans for those club sports categorized as “highly competitive” • Clubs will need to pay the difference for chartered coach busses from their Fundraise Fund • Funding must be acquired through supplemental funding (information to follow) PRIOR to renting the bus

Purchase Order Request (PO) • Most vendors accept Purchase Orders, which is a legal promise of payment from the University • You must fill out the Request 7 BUSINESS DAYS in advance. If you need it Friday you MUST fill out the Request by WEDNESDAY AT 1 pm OF THE PRIOR WEEK!!!

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

S. A. R. A. H. ’s PO Pet Peeves Have an Amount – even for just a PO!! Give the FULL vendor name and Address, this includes the Zip Code!!!!! When Renting a vehicle/bus give ALL of this information Hurry and ASAP are NOT a date!! Select the fund (s) the money is coming from And one of the four options below! Remember: For a check – you must have some type of invoice/statement saying you owe the vendor something!

So My Pet Peeves are? ? S– A– R– A– H– Select the fund (s) the money is coming from and one of the four options below! Have an Amount – even for just a PO!! When Renting a vehicle/bus give ALL of the information in grey Give the FULL vendor name and Address, this includes the Zip Code!!!!! Hurry and ASAP are NOT a date!!

Special Purchases • Ordering products with University symbols • Must fill out licensing waiver • Payment for an individual providing a service • Must fill out Independent Contractor Form (which requires person’s SSN) or W-9 Form • Coaches and other temporary employees do not fall under this category • Office Supplies • Use Office Max, our contracted vendor

Special Purchases – Food • Generally, food is not funded for through the SGA unless it meets one of the following requirements: • Educational purpose coinciding with club’s mission • Culture/Religious group function » Ex: holiday dinners/meals • Meals for a speaker and two club members with prices as follows: » Breakfast - $10. 00/person » Lunch - $15. 00/person » Dinner - $20. 00/person • Meals for a club retreat: » $5. 00/day/member for no longer than a 48 hour period • Catering on campus is subject to other policies, such as Sodexho waiver approval, which is needed for any outside catering on campus with the exception of: Leonardo’s, Big Daddy’s, Zachary’s, Pizza Hut, and Dominos • NOTE: Catering on campus is submitted online through an SGA account only and requires 10 days for approval. Please see Maggie for additional information.

Credit Card Charge • A club can charge their purchase to a credit card if no other form of payment is acceptable (i. e. hotels, plane tickets, internet order) • Can be arranged during the Finance Office business hours only • NOTE: There is a new credit card form, please no longer use PO forms for credit card orders!!

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

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

Deposit • Used to deposit cash and checks to club accounts • ALL FUNDS RECEIVED MUST BE DEPOSITED • Also used to return unused petty cash ------------------ • Absolutely NO account out of the University system!

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

Chart String • Used to make purchases at the Bookstore, but only with the appropriate SGA approval • Used to reserve space on campus

Additional Funding • The SGA supplies additional funding for both existing and newly recognized clubs • The funds include: Supplemental, Gas Supplemental, Capital, Nationals, Diversity Enhancement, Uniform Fund, and Student Professional Development Fund. • Submit the appropriate forms to Maggie, who will then schedule a hearing with the Finance Committee (who meet every Tuesday night when school is in session) • No hearing required for Gas Supplemental • Requests under $2000. 00 do NOT require an advisor’s signature Note: The more detailed the information provided on the form the better!!

Supplemental Funding • Supplemental Funding can be utilized for items/event not included in the original budget or for new club’s wishing to purchase an item/hold an event • i. e. hotel rooms, flights, van rentals, supplies, equipment and materials, as well as outside people and organizations • General guidelines: – Hotels: Up to, but no more than $100 per night, per room shall be allocated with 4 people staying in each room – Flights: Up to, but no more than $900 shall be allocated to any club for airline tickets during each semester for two people – Vans: Up to, but no more than $90 per day shall be allocated for van rentals. – Traditionally, 75% of any “fee” shall be allocated – Food can be allocated through this fund, if the APPROPRIATE criteria is met (refer to Special Purchases – Food slide)

Supplemental Form

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

Capital Project Proposal • Special Funds available for tangible items durable for five years or more • Bring price estimate for the purposed purchase and any additional information supporting the allocation

Diversity Enhancement Funding • Utilized to fund for events of a cultural or religious nature in order to enhance diversity and benefit the campus as a whole – i. e. holiday events, speakers, etc… • Must be an on campus event • Food can be allocated for events supporting diversity • Same monetary guidelines apply as with regular supplemental funding

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

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

Student Professional Development Fund • Newly created fund available to UVM Students who have achieved significant recognition for work/services in their field of study and that will help them to further enhance their knowledge through conferences, seminar, etc… • Not to be used as an internship stipend/funding • Detailed proposals are to be submitted to SGA Leadership for review and allocation • Contact Sarah for more information

Reserving Space • Reserve space at www. uvm. edu/wv 3 • Clean up after yourself!!!

Questions?