ASISU FINANCIAL WORKSHOP

1. ASISU FINANCIAL WORKSHOP 2014-2015

2. Tyler Liddle ASISU Financial Technician 208-282-4588 liddtyle@isu.edu Introductions…

3. Important Date Cards Request For Payment Form • Yearly Club Checklist Handouts Be sure to sign the Training Verification to make sure your club gets credit for coming!

5. Types of Funds Club Accounts C.E.A.S.A.R. Funding New Club Funding Fund-Raising Loan Incentive Funding

6. Club Accounts • Money raised by or donated to student organizations • Deposited into their campus account • Campus account required • Can be used at the discretion of club members • Cannot purchase alcohol, firearms, or ammunition • Exempt status with sufficient financial oversight

7. C.E.A.S.A.R. Funding* • Initial Deposits • Requests accepted during March (Due 3/27/2015) • $500 cap subject to funding availability • Must attend Financial Workshop, New Officer Training, and host a booth at one Student Organization’s Fair to be eligible * Club Efforts Are Supplemented And Rewarded

8. C.E.A.S.A.R. Funding* • Matched Funding • ASISU will match club fundraising efforts based on a ratio determined by Senate Finance Committee • (3:1 Ratio for this year) • Apply for matched funds using the Matched Deposit Request Form (available online) • $400 max determined for this year • June, 26 2015 Deadline… subject to funds available * Club Efforts Are Supplemented And Rewarded

9. How do I apply for C.E.A.S.A.R. Funding? isu.edu/asisu/funding

10. New Club Funding • Clubs are eligible to apply for New Club Funding if they were organized after the Initial Deposit deadline of the previous year • They may also apply if they were inactive the previous year and did not apply for the $500 Initial Deposit • Clubs may apply for a maximum of $500

11. Fund-Raising Loan • Loan from ASISU to be used for fund-raising activities • Must be repaid within 5 business days after the fund-raising activity

12. Qualifications to Apply for a Fund-Raising Loan • Must be chartered, recognized and in good financial standing • Must show financial stability for one full year • New clubs, or clubs renewing active status, may apply for funds up to $500 • Active Clubs may apply for any amount up to $1,000

13. Incentive Funding • Money “earned” by clubs • Each point will be assigned a dollar amount by dividing the incentive funding for that semester by the total number of points earned. • A minimum of 25 points (excluding points from the student organization retreat) will be required to receive an allocation. • Deadline: November 14, 2014 & March 27, 2015

14. Activity Categories Include: • Club Events • Service • ASISU Events • Any ASISU or ISU Event • ISU Athletics • Homecoming Events • SpringfestEvents • ASISU Student Organization Retreat

15. General Information • All financial transactions are processed in am the Involvement Center (1st floor PSUB) • 8am – 5pm Monday - Friday • Account balance must be verified before disbursing funds

16. Paying Expenses A Request for Payment (RFP) form must be turned in with two authorized signatures in order to process transactions.

17. These forms can be picked up at the Involvement Center or downloaded from our website Who is authorized to sign? Who is authorized to sign?

18. Authorized Signature Sheet

19. Paying Expenses: Documentation • Must have original invoices (not Statements) • Receipts • Original • Name of business • Must indicate amount paid • Return all documentation to the Involvement Center within 5 business days for processing

20. Paying Expenses: • Any expense over $200.00 must have Involvement Center approval. • All receipts must be turned in 5 business days after transaction.

21. Methods of Payment • Cash Reimbursements • Cash Advances • University Check • Purchasing Card • Requisitions • On-campus vendors • Travel • Honorariums (payment to individuals for services)

22. Cash Reimbursements • Bring in Receipts and Request for Payment • $200.00 limit on Reimbursements • Within 5 business days of transaction • Uses • Refreshments • Supplies • Do not use food stamps to pay for items. You will not be reimbursed.

23. Cash Advances • $200.00 limit • Receipts and leftover money must be returned within 5 business days • Uses • Purchases • Change funds (cash boxes available to check out in Involvement Center) • No more than two outstanding advances at any one time

24. Paying with Cash: Restrictions • Cash reimbursements and advances may not be used for: • Travel Expenses (including gasoline) • Honorariums • Payment to departments on Campus • Payment’s used with food stamps

25. University Check • For reimbursements over $200.00 • Request for payment form filled out • Name, SS number/Bengal Card Number & address. Will need to sign ISU reimbursement form. • W-9 needed for people not in ISU system (ex. Non students and non faculty/staff) • If getting reimbursed for prizes (tablets, gift cards, iPods, kindles, Nooks, other cash prizes) a W-9 NEEDS to be filled out by the winners. ISU will not reimburse if there is no w-9.  Very Important

26. University Check • All checks take 15 business days to process. • Reimbursement checks, travel checks, honorarium checks. • Account Director signs, then University Business Officer. • Goes to Accounts Payable to be reviewed and processed.

27. Purchasing Card • Works just like a VISA • Tax exempt! • $2,500 transaction limit • May not be used for travel, honorariums, or reimbursements • Card holder has to make the purchase not the club

28. Purchasing Card • If you would like to use the purchasing card: • Request for Payment • Invoice • Online Order: • Request for Payment • Name of website and web address • Information of items to be ordered

29. Requisitions/Purchase Orders • Requisitions are used when a Purchase Order is to be sent to a vendor for ordering goods or services • Reqs are needed for anything costing over $2,500.00 • If an invoice is over $500 and cannot be paid with the P-Card, a Req will need to be done.

30. Additional Information • Computers must be bought through the ISU Purchasing Department • Capital items over $300 must have an ISU tag • Items over $10,000 are subject to the State of Idaho bid process

31. On-Campus Vendors • Chartwells • Total Copy Center • Bookstore • Mail Center • Alumni House • Outdoor Adventure Center • Motor Pool • Craft Shop • Games Center • Campus Recreation • Scheduling & Events

32. On-Campus Vendors • Special forms required for some on-campus vendors • Come to the Involvement Center before charging anything to get the details and correct forms • You MUST let us know about all expenditures and turn in a completed RFP • You MUST charge expenses to these vendors • If you pay with cash, wecannot reimburse you!

33. Chartwells • Come to the Involvement Center first to make sure you have enough money in your account to cover expenses • Make decisions about menu and prices • Club menu vs. Catering menu • dineoncampus.com/isu • Talk to Chartwells staff at 282-2242

34. Total Copy Center • Come to the Involvement Center first to get correct paperwork and Index Code • Go to Total Copy Center and place order • Bring receipt to the Involvement Center with the Request for Payment form

35. Motor Pool • You may use Motor Pool vehicles when traveling as a club, but are not required to do so • Come to Involvement Center for the proper paperwork • Drivers license record check authorization form • Vehicle use agreement form • Motorpool Request Form • Check availability with Motorpool • Gas credit card • Sedans, minivans

36. Travel • Cash advances/reimbursements are not used • Can pay for trip with own money and get reimbursed upon returning. (15 business days for check) • Travel advance can be taken out. • Ten days notice needed for advance. • No more then 60 days prior to trip. • The student cashes the check and pays all the bills. • The student receiving the check is responsible for bringing back all receipts. • Be sure to bring back receipts within five days of trip • If receipts are not returned, a hold will be placed on your personal account

37. Travel - Minutes • ISU requires meeting minutes for travel expenses as documentation. • If your club is not recording minutes, get someone to. • Minutes are to protect you, the club, and the university. • We don’t need minutes turned in with travel paperwork, but we may ask for them anytime and expect you to provide them if asked.

38. Travel Receipts needed upon return: • Airline Travel • Receipt copy • Personal car mileage • License plate number • A receipt showing you went somewhere. • Rental car fees and gas • Receipts needed • Lodging • Receipt with zero balance • Per Diem (Meals, Tips) • No receipts needed • Registration • Receipt showing amount paid • Ground Transportation(taxi, buses, shuttle) • Receipts needed

39. Honorariums • Honorariums are payments to: • Speakers • Artists • Guest instructors • Sports officials • Dance D.J.s • Anyone else performing some type of service

40. Honorariums • If speaker is part of the University, we must pay them though the payroll system. • Faculty • Staff • Students • If the payee is not currently signed up with payroll, we have the paperwork.

41. Honorariums • University Check (15 business days to process) • Those not employees or students at ISU • Guest speakers, instructors, etc. • Include all expenses in the honorarium check • Travel • Meals • Lodging • Fee • With ADVANCE notice and all proper paperwork filled out, a check can be prepared for you to present at the time of your event. Otherwise, the check will be mailed afterwards(15 business days prior to event)

42. Honorariums • We need the following info & forms: • W-9 • Full name • Home address • Social Security number • Signed Independent Contractor Payment Request • Request for Payment showing amount to be paid • Date and description of service performed • Signed contract if paying $1,000.00 or more

43. Honorariums • Again, all expenses must be included in one fee. • SO….if you are paying the speaker $500.00 + travel costs, it all has to be one amount. • Don’t break down the amounts to be paid. If paying $500 for speaker fee and $250.00 for travel expenses, the honorarium fee paid will be $750.00. No receipts needed, just the W-9, signed independent contractor payment form, and request for payment.

45. Conflict of Interest The Idaho State Board of Education gives the following in its policies and procedures: conflict of interest occurs when a person's private interests compete with his or her professional obligations to the Board-governed entity to a degree that an independent observer might reasonably question whether the person's professional actions or decisions are materially affected by personal considerations, including but not limited to personal gain, financial or otherwise. ISU is considered a Board-governed entity To avoid a conflict of interest, please do not purchase items for your club from immediate family or close friends The State of Idaho has ruled that all monies which flow through the University are subject to Idaho State spending guidelines. All funds deposited with the University, regardless of source, are University funds and must be handled in accordance with University policy

46. Deposits Deposit all funds at the Involvement Center on the 1st Floor of the Student Union Building

47. Deposits • Bring all cash and checks to the Involvement Center • Credit cards are not accepted • Make timely deposits • Checks are only good for 90 days • Do not pay expenses from cash deposits • On-campus departments can transfer money directly to your club account

48. Deposits & Sales Tax You must remit sales tax from certain fundraisers: • Garage sales • Admissions • T-shirt sales • Welcome/Finals basket sales • Space Rentals • Class notes sales • Food sales • Book sales • Other merchandise sales Idaho Sales Tax is 6%

49. Sales Tax • You may include sales tax in purchase price of the item and we will separate the proper amount at the time of deposit • ISU will complete all sales tax returns for clubs

50. Reports are available upon request in the Involvement Center Club Transaction Report