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ASISU FINANCIAL WORKSHOP

ASISU FINANCIAL WORKSHOP. 2012-2013. Tyler Liddle. ASISU Financial Technician. 208-282-4588 liddtyle@isu.edu. Introductions…. Important Date Cards Request For Payment Form Yearly Club Checklist. Handouts. Be sure to sign the attendance sheet to make

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ASISU FINANCIAL WORKSHOP

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  1. ASISU FINANCIAL WORKSHOP 2012-2013

  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 attendance sheet to make sure your club gets credit for coming!

  4. The financial handbook is also located online at: isu.edu/asisu/funding

  5. Workshop Overview • Types of Funds • General Information • Paying Expenses • Making Deposits • Transaction Reports

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

  7. 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

  8. C.E.A.S.A.R. Funding* • Initial Deposits • Requests accepted during March (Due 3/21/2013) • $500 cap subject to funding availability • Must attend Financial Workshop, New Officer Training, and host booth at Student Organization Fair to be eligible * Club Efforts Are Supplemented And Rewarded

  9. 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) • $1,300 max determined for this year • No Deadline… subject to funds available * Club Efforts Are Supplemented And Rewarded

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

  11. 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

  12. 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

  13. 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

  14. Incentive Funding • Money “earned” by clubs for doing: • Community service • Attending Student Organization events • Attending ISU events such as games • Holding club functions that are not regular meetings • Can receive up to $500 each semester • Forms are located online (isu.edu/asisu/funding) • Deadlines: November 09, 2012 and March 29, 2013

  15. Activity Categories Include: • Service Projects • Club Events • ASISU Events • ASISU Trainings • ISU Activities • Homecoming Events • Springfest Events

  16. All Funding Forms are Located Online: isu.edu/asisu/funding

  17. General Information • All financial transactions are processed in the Involvement Center (1st floor PSUB) • Account balance must be verified before disbursing funds

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

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

  20. Authorized Signature Sheet

  21. Paying Expenses: Documentation • Invoices (not Statements) • Receipts • Original • Name of business • Must indicate amount paid • Return all documentation to the Involvement Center within 10 days for processing

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

  23. Cash Reimbursements • Bring in Receipts and Request for Payment • $200.00 limit on Reimbursements • Same day service • Uses • Refreshments • Supplies • Do not use food stamps to pay for things. You will not be reimbursed.

  24. Cash Advances • $200.00 limit • Receipts and leftover money must be returned within 10 days • Uses • Purchases • Change funds (cash boxes available to check out in Involvement Center) • No more than two outstanding advances at any one time

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

  26. Purchasing Card • Works just like a MasterCard • Tax exempt! • $2000 transaction limit • May not be used for travel, honorariums, or reimbursements • Card holder has to make the purchase not the club

  27. 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

  28. Requisitions • Requisitions are used when a Purchase Order is to be sent to a vendor for ordering goods or services • Requisition is submitted online to the Purchasing Department • A Purchase Order number will be assigned to the requisition and given to the vendor to include on the invoice

  29. Requisitions • No sales tax when a requisition is used • Takes around five days for purchase order number to be assigned • Invoice must be turned in before payment can be sent to the vendor

  30. Information Needed to process a Requisition • Vendor • Complete description of the goods or services to be ordered • Quantity • Price of each item • Preferred delivery date

  31. 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

  32. 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

  33. 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!

  34. 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

  35. 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

  36. 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, Suburban, minivans

  37. Travel • Special procedures required • Purchase orders do not apply • Cash advances/reimbursements are not used • One student receives an advance (if desired) for the entire group • Ten days notice needed for advance • The student cashes the check and pays all the bills

  38. Travel • Required Information • Name, SS number, address, and phone number of person receiving check • Dates of travel (Date/times) • Destination • Purpose • Number and names of people going • License plate numbers of any personal vehicles being used • Breakdown of funds to be spent • Date when you need the check

  39. Travel • The student receiving the check is responsible for bringing back all receipts • A Travel Record must be completed after the trip • Be sure to bring back receipts within ten days of trip • If receipts are not returned, a hold will be placed on your personal account • Reimbursement without Advance

  40. 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

  41. University Check • Request for payment form filled out • Name, SS number/Bengal Card Number & address. Will need to sign ISU reimbursement form. • W-9 need for people not in ISU system (ex. Non students and non faculty/staff) • If getting reimburse 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

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

  43. Honorariums • Payroll • Faculty • Staff • Students • If the payee is not currently signed up with payroll, we have the paperwork

  44. Honorariums • University Check • 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 a check can be prepared for you to present at the time of your event. Otherwise, the check will be mailed afterwards.

  45. 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 $1000.00 or more

  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

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