Treasurer Training

1. Treasurer Training 2009-2010 Austin Community College Office of Student Life

2. Transferable skills of a Club/Org Treasure Finance Management Record Keeping Fundraising Coordinator

3. Know your resources • Access to Office of Student Life supplies (Onsite supplies vary: Paint, butcher paper, markers, tape, glue, table covers, 25 free shirts & design supplies per semester, etc.) • $25 Semester Start up! Use for supplying snacks for meetings or supplies for small-scale activities (You’re in charge of filling out the event proposal request for money!) • Eligible for additional funding from the Campus Activity Board (For large-scale events, promotional items, travel, etc) (You are in charge of filling out the CAB paperwork)

4. What is the Campus Activity Funding Board? • The Campus Activity Funding Board is a student-fee funded organization operated by a group of ACC students who provide funding opportunities for clubs and individuals to enhance their college experience. Each student at ACC is required to pay the Student Activity Fee, a portion of which goes to CAB. CAB provides on and off campus activities and travel opportunities that improve the cultural, intellectual, and social lives of students. • It is Campus Activity Funding Board’s responsibility to listen to proposed events and vote to either approve or deny funding. At the end of each academic year CAB provides an annual report to the Student Activity Fee Advisory Committee that reflects funding distribution outcomes and recommendations.

5. CAFB Funding Assistance Guidelines Eligibility • To apply for funding from the Campus Activity Funding Board the applicant must be one of the following: • An ACC student currently enrolled must be in good financial standing with the college and not on scholastic/disciplinary probation or suspension • Student Life Recognized Club (refer to Club Good Standing requirements) • An authorized faculty or staff member sponsoring a student or group of students

6. Funding Areas • Funding for travel and training opportunities must demonstrate a benefit to the recognized club and/or college community. Funds will be distributed in the following manners, which may overlap: • Campus Activities (social, educational, community service, recognition etc.) • Diversity Events (celebrating diversity) • Leadership Events (lecture series, conferences, speakers etc.) • Professional Development (conferences, workshops, study abroad, etc.) • Promotional (shirts, give-a-ways, etc.) **Must use ACC vendors for promotional items, etc. See CAB application for resources.

7. Funding • Individual student, groups, and clubs may request funds throughout the academic year. • Clubs may request a maximum of $3000 and individuals a maximum of $1000 per academic year (fall and spring). • Funds will be distributed until CAB budget is depleted. • No cash distributions or allocations. • If funding is desired for June through September, applicants must apply prior to the last working CAB meeting in the spring.

8. Funding • All off campus events must be approved by the CAB and Student Life director. • Study Abroad applicants may request a maximum of $200. Study Abroad funds will be distributed until depleted. • Any events used to make a profit i.e. fundraisers (inclusive of any items/promotional materials and supplies used in the event) • Any club or club representatives submitting false or fraudulent receipts, statements, or required forms will face ACC disciplinary charges and/or criminal charges. Failure to follow any of the CAB requirements can and will void the clubs allocation and reimbursements.

9. Applying • Meeting dates will be published in the student newspaper Accent, online and posted in all seven Student Life offices. Meetings are held twice a month at the Highland Business Center. • A completed application for funding must be submitted no later than six weeks prior to the event/travel or when funds are needed or CAB will not consider the proposal. • All applications are to be submitted by the Monday prior to the CAB meeting. • The applicant’s president/chair and advisor must sign the funding request and have full knowledge of its contents. • Clubs and individual students must fill out an Event Proposal and Funds Requisition Form. (Forms can be found online at www.austincc.edu/SL)

10. Applying • An authorized student representative from the club/group must attend the CAB hearing to present their funding request to CAB. This person must be knowledgeable about the program or conference. If information is inaccurate and/or inadequate, CAB may deny the request or table it (to be presented at the next meeting, time permitting). • Once a funding request has been approved for a particular program or conference, student(s) or club cannot reapply for additional CAB funds for the same program, conference and/or promotional items. • All approved funding requests must also be followed up with a letter summarizing your event or travel experience you had. Address the letter to the Office of Student Life. Please email or send a copy of this letter to the CAB advisor thaynes@austincc.edu.

11. Determine your financial needs based on your group goalsYour club may need to maintain a large budget to obtain goals; other clubs can be successful with little or no money! Examples • Professional/Vocational Club Goal: Professional development and networking Needs: Attend conferences and workshops. Financial Plan: Create fundraising ideas to help supplement the Campus Activity Funding Board. Fill out the appropriate CAB paperwork to apply for funds reflecting how much your group has fundraised. • Community/Volunteer Service Club Goal: Help the community Needs: Means to donate to the community, tools to help restore the community, advertising to make others aware and active in the cause. Financial Plan: Create drives for clothes, food, tools, etc. Also create a fundraiser to raise money for donation. Use your Office of Student Life’s art supplies to make advertisements. Possibly create T-Shirts that members can wear; partially funded by club fundraisers and supplemented by the CAB. • Recreational Club Goal: Have fun hanging out and connecting with those with like interests. Needs: Snacks, advertisements to connect with other possible members, activities to entertain the members. Financial Plan: Use what members have…movies, music, board games. Ask to use the Office of Student Life popcorn machine for club meetings. Use the Student Life art supplies to create fliers or posters.

12. Make a plan! • Talk with your club about goals and expenses for the year. • Use the SL provided budget sheet to map out the next year for the club and financial needs! • Give each member a copy of the budget and present a financial club report of expected plans and needs! • Keep all club members in the know about all club finances…update them regularly!

13. Example Budget Sheet Keep track of your money with this simple excel sheet (included on your club SL flash drive or via email). I already put the formula in; just erase the example (except the Balance box formula) and enter your club expenses! You can also erase all data, print, and just write in expenses by hand if you’d like! *Keep all receipts and copies of paper work on file; save this info on your club flash drive as well!

14. Need a Bank Account? • Austin Community College and The Office of Student Life are not associated with a specific bank…the bank choice is up to you…make it easy and set up a business account at your current bank! • Your account can not be affiliated with ACC; it is your sole responsibility. • We recommend that the club President and Treasurer create a joint account and require two signatures on withdrawals. • Remember to transfer the account to new officers!

15. EIN • The bank will require you to have an Employer Identification Number. • You can apply for an Employer Identification Number on the IRS website:http://www.irs.gov/businesses/small/article/0,,id=102767,00.html

16. Donations! • If a company would like to make a donation to your club please see student life for the tax information needed! • Also contact SL for a sample donation request letter.

17. Benefit from your involvement • Create a Co-Curricular Profile • Great way to display your involvement and professional development! • Supplement to your college transcript and resume! • Fill out the form online: • http://www.austincc.edu/sl/forms.html

18. Know your SL! • PIN SL Team : Club “Mother Ship” if you will. Come to us for anything and everything to do with being in a Club or Org. PIN is where all club files are kept. Megan will be emailing you regularly! Please feel welcome to contact Megan for all club/org questions and one on one or group consultations! • EVC, NRG, SAC, RVS, CYP, RGC SL Teams • Coordinators: Your home campus “go to” for workshop consultation (CAB, travel and mediation)! Each Coordinator also has an area of focused expertise; please utilize this resource and connection. • Assistants: Your home campus “right hand” in event planning and paperwork!

19. Know your SL! • PIN: Coordinator: Megan Fullen Assistant: Adam Pfluger • Clubs & Orgs • EVC: Coordinator: John Jacobs Assistant: Tim Swain • Diversity Outreach • NRG: Coordinator: Toniette Haynes Robinson Assistant: April Seabourn • Campus Activity Board, Student Activities • SAC: Coordinator: Jennifer Flowers Assistant: Jessica Burkemper • Intramural Sports and Recreation • RVS: Coordinator: Quevarra Moten Assistant: Tynisha Wooley • Leadership Development • CYP: Coordinator: Stacy Wooten Assistant: Amy Paul • The Orientation Program • RGC: Coordinator: Aaron Hinojosa Assistant: Dot Dearinger • Campus Governance, Student Government Association • Peer Advisors: Veteran club/org members that serve as an additional campus contact and Interclub Council lead! • Director of Student Life: Cheryl Richard • Administrative Assistant: Lynn Echart

20. Quiz • Write down 3 club goals, 3 club needs to obtain these goals, and a possible financial plan to obtain these needs. (Example, Goal: Be organized, Need: Binders, Plan: Ice Cream Fundraiser) • Enter this plan into the excel sheet to see estimated money needed and plan to raise funds (See sample excel sheet within PowerPoint). • Research opening a bank account (Research at least 2 banks) and obtaining an Employer Identification number for your club. Do you think your club needs an account/EIN? Why or why not? If yes, how will you go about making the needed arrangements? Please send answered questions to mfullen@austincc.edu. You will receive your certificate via email 48 hours after completion. Thank you!!!