Treasurer Training Fall 2013

1. Treasurer Training Fall 2013 Mark Miceli, Ed.D., Student Programs Office Stephanie Coleman, Jackie Kalonji, Maria Lattuca, Kathy Paglia Student Affairs Business Service Center (SABSC) September 2013

2. Agenda • Welcome • Ticket sales and the Robsham Box Office • Student Organization Funding Committee (SOFC) • P-Card Program • How to pay for things • BC Accounts Payable • Using the right form • Other helpful Info… • Transfer, Purchase Order & Deposit Form • Account Comparison Report (ACR)

3. Welcome About the SPO Location: Maloney Hall, Suite 242 Walk-in Hours: M-F, 9-5 Telephone Number: 617-552-3480 E-mail: spo@bc.edu Website: www.bc.edu/spo

4. Welcome About the SABSC Location: Maloney Hall, Suite 251 Walk-in Hours: M-F, 9-5 Telephone Number: 617-552-1586 E-mail: club.budget@bc.edu Website: www.bc.edu/sabsc

5. Ticketing sales and the Robsham Theatre Box Office Ticket sales can be made through the Robsham Theatre Box Office Kim Principi

6. Student OrganizationFunding Committee (SOFC) The purpose of the SOFC is to allocate student activity funds to all student organizations. The SOFC will review all budgets and determine whether the funding falls within the funding guidelines. If you have questions regarding funding or budgets, contact your mentor. Chair: Joe Rocco Vice-Chair: Jeff Hockersmith Treasurer: Dom Nicolia

7. P-Card Program The P-Card Program is available to all Student Organizations P-Card is the preferred method of payment The P-Card is issued in the treasurer’s name-- the P-Card should only be used by the treasurer The card number should be kept secure-- do not type the card number in e-mail When you receive the p-card there will not be any funds on the card, so to add funds you must complete the P-Card Increase Form

8. P-Card Uses The P-Card is the preferred method of payment Use for personal purchases is strictly prohibited Improper use of the P-Card will result in the termination of the credit card and /or other disciplinary action Important to read the SABSC Purchasing Card User Guidefor details about usage & reconciliation

9. Where Can the Card Be Used? • Take-out Establishments • Grocery Stores • General Merchandise Stores • Subscription & Publication Renewals • Copy & Printing Services • Mailings-- FedEx & Postage • Memberships & Dues • BC Bookstore • On-line purchases

10. List of take-out establishments that accept P-Cards as method of payment located at http://www.bc.edu/dam/files/offices/buy/html/takeout.html Preferred Vendor List

11. P-Card Restrictions • Eat-in/Sit-down Restaurants • Travel Expenses-- hotels, auto rentals, travel agencies, railroads, theaters, clubs, airlines, travelers checks • Cash Advances • Donations • Gasoline • Consulting Services • Gifts to Students • Payments to Individuals (non-companies) • Personal Items & Services • Telecommunication & Cable Services • Hazardous Materials or Ammunition/Firearms • FAX Equipment • Animals/Animal Related Purchases • Alcoholic Beverages • Construction/Renovation • Prescriptions/controlled substances • Robsham Theater Box Office

12. Make sure that you are using the card at an appropriate establishment • Verify that you have not exceeded the card limit • If the P-Card is declined, contact the SABSC during business hours at 617-552-1586 or your SPO advisor at 617-552-3480 • For more information see the SABSC Purchasing Card User Guide To Avoid a P-Card Decline

13. How to Add Money to the P-card • Current balance is zero, to add funds fill-out a P-Card Increase Form • Once the SABSC receives the increase form, it can take up two full business days for the bank to receive the increase

14. P-Card Reconciliation P-Card purchases must be reconciled by the club treasurer each month if any of the funds were spent Schedule of reconciliation due dates can be found on our website The cardholder P-Card statement is available electronically at the end of the month at https://access.usbank.com When the P-Card statement is ready, the treasurer must reconcile and complete the P-Card Monthly Reconciliation Form & ensure it is received by the SABSC by the due date

15. P-card Reconciliation Documentation All original receipts for the purchases made with the P-Card during the month (each taped to a 8.5 in X 11 in piece of paper) The monthly on-line credit card statement The completed P-Card Monthly Reconciliation Form All packing slips or on-line order confirmations (if applicable)

16. Lost or Stolen Cards Cardholder’s responsibility to immediately report a lost or stolen P-Card-- the card must be deactivated University IS LIABLE for all transactions until the card is reported lost or stolen Call US Bank at 1-800-344-5696, then notify the SABSC at 617-552-1586 Once the bank has been notified the treasurer needs to fill-out the Lost or Stolen Purchasing Card Notification Form, notify the SPO, and submit the form to the SABSC

17. P-Card Activation BC does not use social security numbers for P-Card activation. Call 1-800-344-5696 When the recording prompts you to enter the last four digits of your social security number, please enter 0000. If you have any problems activating your P-Card, please contact the SABSC at 617-552-1586 If phone number is required use 617-552-8000

18. How to Pay for Things… BC Student Reimbursement SABSC Expense Report Award or Honorarium Request Outside Vendor Payment BC Student Hire & Payment BC Employee Payment Transfer Purchase Order P-Card Increase P-Card Monthly Reconciliation Form

19. Reimbursements If you (or any 3rd party) spent your own money, and need to get reimbursed, complete a BC Student Reimbursement Form Authorized virtual signatures (submitting the MyBCrequest)-- the treasurer & SPO advisor; if this is a reimbursement to the treasurer then the president must submit the request All requests must be filled out completely or they will be rejected

20. Proof of Payment Original itemized receipts are required for all Reimbursements If payment method was check, submit a copy of front and back of check after it is processed from the bank If a credit /debit card was used, it is mandatory that an itemized credit card receipt and a credit card signature slip, with the payee’s name on receipt, be submitted with the reimbursement List of attendees is required for all dining expenses An SABSC Expense Report is only required for travel-related reimbursements

21. Payment to Outside Vendors If you need to pay a company or outside organization, complete an Outside Vendor Payment Form New vendors must complete a W-9 Form at: www.bc.edu/supplier Submit an invoice; no advance payments to vendors; electronic funds transfer is an option Payment of cash, personal check or credit card for labor intensive services is prohibited

22. Award or Honorarium Use this form when requesting a gift payment A contract is not required for an award or honorarium payment– if you have a contract with a outside entity then Outside Vendor Payment Form is required An honorarium is a payment given to a professional person for services. Example: Speakers and visiting scholars This form should not be used for payment for any other services This form is used when you are paying an individual, not a company

23. Transfer of Funds • Used to move funds between accounts • Example: two clubs co-sponsoring an event • Club/Org transferring the funds out initiates the process • Allow 14 business days for fund transfers

24. BC Employee Payment Form If requesting a payment to a BC employee from a registered student organization account complete this form Supporting documentation & proof of payment required

25. BC Student Hire & Payment Form If a BC Student is contracted to perform a service, the student must complete this form to be hired and paid through Student Services New student hires must first fill-out eligibility forms at Student Services before completing this form

26. Purchase Order (PO) Form This form should only be used for purchases that exceed $5,000.00 or for a bus charter expense This is a “promise to pay” to a vendor for a future expenses written quote Do not use a PO if you already have an invoice 7-10 days to process, so plan accordingly The treasurer will receive an email when the PO number is available BTA Amex are the preferred method of payment for travel related expenses. Contact spo@bc.edu for more information

27. Deposits eMarket is the preferred method of revenue collection Any other form of deposit collection is prohibited unless approved in advance by a SPO advisor Contact the Student Programs Office or spo@bc.edu for more information

28. Account Comparison Report (ACR) The ACR is your club’s bank statement You will receive an ACR report each month The ACR provides you with an account summary and a transaction detail report It is the treasurer’s responsibility to reconcile the club’s account on a monthly basis and inform the SABSC immediately of any discrepancies For current account balances e-mail the SABSC atclub.budget@bc.edu

29. Questions