1 / 36

A General Guide for Treasurers and Presidents

Budgeting and Bookkeeping Workshop. A General Guide for Treasurers and Presidents. Worcester State University. Prepared By: Christine Pulsifer cpulsifer@worcester.edu 508-929-8918 Student Center/Student Activities Office Bookkeeper. Overview. Forms Cash Box

nuwa
Télécharger la présentation

A General Guide for Treasurers and Presidents

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Budgeting and Bookkeeping Workshop A General Guide for Treasurers and Presidents Worcester State University Prepared By: Christine Pulsifer cpulsifer@worcester.edu 508-929-8918 Student Center/Student Activities Office Bookkeeper

  2. Overview Forms • Cash Box • Request for Line Transfer • Additional Allocation • Check Request Voucher • Request for Purchase Form • Chartwells Food Form All forms can be found in the Student Center/Student Activities Office near the mailboxes. Topics • How does our org receive money for the year? • Understanding Your Budget • Line 99 • Handling Cash • Setting Up the Account Books • Using your funds • Clothing Purchases • Parties, Banquets, BBQ’s and Gifts • Gift Card Policy • Contracts and Large Purchases • Transfer of funds • Additional Allocations • Processing Payments • Request for Purchase • Purchase Orders • Chartwells • Misc. Information

  3. How does our organization receive money for the year? Class Officers $8.00 x # of FTE matriculated (fee paying) students in your class Major Organizations & Club Sports During March your organization will submit a “Budget Proposal” and attend a budget hearing. Senate and their advisors will chair the committee that will decide on your groups budget for the next academic year. Special Interest Groups/Honor Societies The Student Center/Student Activities (SC/SA) Office and the Student Senate are trying to make the re-recognition process as easy as possible. Instead of submitting a letter to Senate asking for re-recognition we are requiring SIG/HS to fill in the information and sign the “Student Organization Registration Form” and turn it into our office. The Student Senate will review you registration form and inform you when your organization has been re-recognized.

  4. Student Organization Registration Form Student Organization Registration Form Please complete this form and submit to the Student Activities Office located on the 2nd floor of the Student Center. Funding may be withheld from your organization until the form is submitted. Organization Name:___________________________________________ Date: _______________ President: ____________________________________ Email:_________________________________ Phone #: __________________________________ Vice President:________________________________ Email:________________________________ Treasurer:____________________________________ Email:________________________________ Secretary:____________________________________ Email:________________________________ Other: ______________________________________ Email:________________________________ Advisor: ___________________________________ Email:_____________________ Phone: _________ Advisor: ___________________________________ Email:_____________________ Phone:_________ Do you have an active email address? If yes, please list: ______________________________________ Do you have an active club website? If yes, please list: ______________________________________ Organization Meeting Time: _______________________________ Meeting Location: _______________________________________ Printed Student Name: __________________________ Student Signature: ______________________ Student Email: ________________________________ Student Phone: ________________________ Approved by Senate Parliamentarian:______________________________________ Date:__________ Rev 5/12 Major Orgs: My signature below confirms my organizations’ understanding of and agreement to comply with the rules and regulations outlined in the current Synergy Handbook. I understand that violation of any rule or regulation may result in the suspension or termination of this body as a registered student organization. Special Interest Groups: My signature below confirms that this document is our official request for re-recognition for the 2012-2013 academic year. I understand that this request will be forwarded to the Senate Parliamentarian for the final approval of our re-recognition and will be officially finalized when I receive notification of approval from the Senate Parliamentarian. 

  5. Understanding Your Budget • It is the Treasurers’ responsibility to keep accurate records of money spent and money earned • There are 4 different types of budgets: • Class Committees • Major Organizations • Club Sports • Special Interest Groups • Every Organization keeps track of their funds with “Line” names/numbers

  6. Understanding Your Budget (continued) Class Committees Lines: 1 Name: General Funds Note: Unlike the other groups Classes record all transactions using one budget line and all funds carry over year to year. Major Organizations/Club Sports Lines: Multiple Names: Office Supplies, Advertising, Music, Hospitality, Security, Outings, etc. & Line 99 (Fundraising Line) Note: The names of your lines depend on what the group decided. Each group differs and lines don’t have to be the same from year to year. Special Interest Group Lines: 2 Names: SGA Allocation & Line 99 (Fundraising Line) Note: The SGA Allocation that is granted to Special Interest Groups is $300.00 per year.

  7. What is Line 99? • Line 99 refers to “function income” or fundraised income (any money generated by the organization through admission, ticket sales, raffles, food and novelty sales) • Line 99 may be used by the organization for any purpose consistent with its goals, not in violation of any Worcester State or SGA Policies and contingent upon approval of the Senate Treasurer. • Line 99 is the only funds that can be carried over year to year. All other funds will be dispersed back into the Student Activities Trust Fund at the end of June if not used.

  8. Line 99 (continued) ATTN Major Orgs: Line 99 will receive 90% of the total money generated from fundraisers. The other 10% put into a separate account to be used at the end of the year for the ALL ORG BANQUET, as decided by the SGA. Ex. TWA sold candy bars and raised $500.00. They deposited the money and the amount they record in their Line 99 is $450.00 $500 x .10 = $50 (this amount goes to All Org Banquet Fund) $500-$50=$450 (this amount is what gets recorded)

  9. Handling Cash All money collected by a student organization MUST be deposited on the same day they are received with the Student Center/Student Activities Office. Examples: Fundraiser Money Admission to an event Membership Fees Donations

  10. Handling Cash (continued) Deposits All money should be turned into the SC/SA Office immediately. A receipt for the money deposited will be placed in your organization mailbox and that amount should be recorded in your Line 99. Things to remember: • You should always count your deposit before it is turned in • All checks should be made out to SATF (Student Activities Trust Fund) and not to the student organization or to an individual. • No organization should have their own individual bank account. If your organization does please see the SC/SA Office immediately • If your org is offering a “cash prize”, you cannot hand out cash!!!! Cash Boxes If you have an event (bake sale, admission, etc.) and need cash to start you off our office can provide you with a cash box. Fill out a “Cash Box Request” form and turn it into Christine Pulsifer at least 2 days before an event. Payment in Kind (bartering services or ads for goods) The State Auditor has made it clear that PAYMENT IN KIND is not acceptable. All payments to companies must be made by check. Ex. WSUR provides free advertising for a local restaurant and in lieu of payment, the restaurant provides free meals to the members of the student organization.

  11. Handling Cash (continued) CASH BOX REQUEST FORM In order to request a cash box, the following form needs to be completed and returned to Christine Pulsifer at least 2 days before an event. If form is returned any later than 2 days before event, I cannot guarantee a cash box or the correct change for the event. Please do not request a cash box the day of the event. Organization Info ORGANIZATION NAME:____WSUR_____________________ EVENT: Battle of the Bands______________________________ TODAY’S DATE: __02/15/12_____________________________ SUBMITTED BY: Rock star _In band______________________ EMAIL ADDRESS:__rinband@worcester.edu________________ PHONE #:_____(508)929-0123___________________________ Cash Box Info DATE(S) CASH BOX NEEDED:____03/17/12 TIME OF PICK UP:___5pm________________________ TYPE OF CHANGE (ex. 10 ones, 1 five, 3 dollars in quarters): __ones, fives, and tens_________________________________ ____________________________________________________ OTHER: __________________________________________ __________________________________________________

  12. Setting Up Your Account Books for Class Committees

  13. Setting Up Your Account Books for Major Orgs & Club Sports

  14. Setting Up Your Account Books for Major Orgs(continued)

  15. Setting Up Your Account Books for Special Interest Groups

  16. What can our General Funds and SGA Allocations be used for? Major Orgs/Club Sports Ideas: • Events • Conferences • Hospitality • Advertising • Decorations • Food Events • Give Away Items Special Interest Group Ideas: • Events • Conferences • Hospitality • Advertising • Decorations • Food Events • Give Away Items

  17. What can our Line 99 be used for? Ideas: Supplement from Regular Budget Clothing for members Org Socials Gifts Equipment Recognition Awards Food for Organizations Donations All Org Banquet “Line 99 may be used by the organization for any purpose consistent with its goals, not in violation of any University or SGA policies and contingent upon approval of the Senate Treasurer”….Synergy pg. 82

  18. Clothing purchase for members • No more than $30 per person can be spent on clothing or personal items designed for general membership only (e.g., sweatshirts, jackets, etc.) • All clothing for members must be paid with Line 99 funds. If an organization is buying clothing as a promotional tool, the amount given to members must be paid for out of Line 99. • Ex. If SEC is buying 200 Spring Week shirts and has 20 members, 20 of the shirts must be paid from Line 99 and the rest can be paid from an SGA funded line.

  19. Student Organization Parties/Banquets/BBQ’s and Gifts • Any off-campus social event involving food that is not publicized and open to the entire WSU community will be considered as a student org party and subject to the following restrictions: • All food ordered for student organization members only (e.g., meetings, socials) has to come from Line 99. Any event that has food and is paid for with SGA funds must be open to and advertised for the entire WSU community. • No more than $50 per person can be spent on individual awards for outgoing officers, seniors, advisors, etc. • Student Organization funds CANNOT be used to purchase alcohol or subsidize drink prices.

  20. Gift Card Policy • Gift cards can be purchased and issued to use as honorariums, prizes, student acknowledgment or as an incentive for participating. Gift cards can be purchased and issued as long as student organizations comply with the following rules and regulations. • All gift cards must be approved of in advance by the SC/SA Office. Please complete the top half (except the budget line and manager signature) of the gift card form (available in the SC/SA Office) and submit a copy to the SC/SA Office before the event. • Once the card(s) have been distributed, the bottom portion of the gift card form must be completed in full and the original returned to the SC/SA office within one (1) business day of distribution, but no more than 30 days after the event. • The gift card form must accompany any reimbursement for purchasing gift cards in order for the University to process payment. • Any gift card must be issued within 30 days. • Inability to reconcile cards within 30 days of the event shall result in the organization losing privileges to purchase them in the future. Worcester State University Gift Card Request Form Complete the top half of this form and submit a copy To the Procurement Office to request Gift Cards. Purpose of Gift Cards_________________________ Date of Event___________________ Type of Card________________________________ Denomination per Card $___________Quanitity of Cards__________Total $________________ Budget Line ________________________________________________________________  ___________________________________ ________________________ Budget Manager Signature Date ----------------------------------------------------------------------------------------------------------------------------------------------- Complete the bottom half of this form and submit the original to the Procurement Office within one Business day of card distribution, but no more than 30 days after the event. I, __________________________ certify that I have received a __________________________ Print Name Type of Card gift card in the amount of $________________ for the purpose stated above. ______________________________ _____________________ Recipient Signature Date (Attach a list with Name, Type of Card, Dollar Amount, Signature and Date if multiple recipients) 

  21. Contracts and Large Purchases Contracts • Contracts are necessary when booking any type of performer • Contracts must be turned in AT LEAST TWO WEEKS before an event occurs…please plan well ahead • For all performers $2500 and over, you must first submit a contract proposal BEFORErequesting a contract Before you can request a contract you must attend an Event Planning Training Workshop *More information about Contracts can be found in Synergy on page 37 * Large Purchases Purchases over $1,000: The Commonwealth requires that any purchase over $1,000 needs to have 2 formal quotesfrom 2 different companies unless the company is listed on the Mass Higher Ed Consortium (MHEC) list. Purchases over $2500: The Commonwealth requires that any purchase between $2,500 to $4,999 needs to have 3 formal quotesfrom 3 different companies unless the company is listed on the Mass Higher Ed Consortium (MHEC) list.

  22. Transfer of Funds*** Only for Major Orgs*** Major Organizations can transfer funds from one line item to another Ex. CAB needs more money in their advertising line, so they ask to transfer money from their film development line into their advertising line How to transfer: Fill out a “Request for Line Transfer” Form and submit it to the Student Senate Treasurer Things to remember: Orgs should never commit more funds than they have in a specific line item before gaining approval to transfer funds from the Student Senate Treasurer. Liability for over-expending is on the Treasurer and organizational officer who authorized the expenditure. You cannot do a line item transfer into or out of Line 99 within your own budget. “Line item transfers will not be permitted after April 1st without compelling circumstances, as determined by the SGA Treasurer and the Director of SC/SA”….Synergy pg. 82

  23. Transfer of Funds Form REQUEST FOR LINE TRANSFER Part I of this form is to be completed by the Treasurer or authorized representative of the organization requesting a line transfer of funds. Part II of this form is to be completed by the S.G.A Treasurer upon approval of line transfer. If the amount approved is different from the amount requested, changes and explanations will be attached. Part III – funds do not become available until reviewed and authorized by the Director of Student Activities. PART I Student Organization: CAB__________________________ Submitted By: ____Commuter Joe________________ Date: ______01/18/12__ Transfer amount: $ ______$300.00___________________________ From Line # : ___2___________ Line description: film development__________  To Line # : ___1___________ Line description: _advertising____ _________  From Line # : ______________ Line description: _________________________  To Line # : _________________ Line description: _________________________ Justification for the line transfer: Our organization needs more money in the advertising line because we need to promote the sale of yearbooks to the seniors. We do not anticipate spending all the money in the film development line because with the digital camera the pictures are saved to the computer. PART II Transfer amount approved: $ _______________________________  Balance before/after transfer Line #: $____________ $____________ ____________  Balance before/after transfer Line#: $ ____________ $ ____________ ___________  Balance before/after transfer Line #: $ ___________ $____________ ____________  Balance before/after transfer Line#: $ ___________ $ ____________ ____________ Reviewed and Approved by: __________________________________   S.G.A Treasurer PART III Reviewed and Authorized by:  __________________________________ _______________________________________ Director, Student Activities Date

  24. Additional Allocations Any student organization desiring an additional allocation may request a hearing from the Senate Finance Committee. Ex. The Criminal Justice Club would like to bring a speaker to campus and would like to request the funds to do it. How to get an allocation: Fill out a “Request and Recommendation for Additional Allocation” form and submit it to the Senate Treasurer. Questions to ask yourself before you apply for an additional allocation • Can you transfer funds? • Have you asked other groups/offices to co-sponsor the event with you? • Has your organization made an effort to fundraise? • Do you have funds available in your Line 99? • Does the allocation you are requesting relate to your goals as an organization? • Have you asked for additional allocations in the past? “Additional Allocation requests will not be permitted after March1st without compelling circumstances, as determined by the SGA Treasurer.” ….Synergy pg. 79

  25. Additional Allocation Form REQUEST AND RECOMMENDATION FOR ADDITIONAL ALLOCATION Part I of this form must be completed by the organization requesting additional funds. Part II of this form must be filled out after the Student Senate and S.G.A. President have approved a recommendation to allocate additional funds to any student organization. The funds do not become available until all signatures are completed. Please allow a minimum of two-tree weeks for your request to be revied by the Finance Committee and to be voted on by the Student Senate. PART I:  Student Organization: ________Criminal Justice Club_______________ Date: _____01/18/11___________ Submitted By: ____SoontobeaPoliceOfficer__________ Position: _____President_____________________ Email: ___Sofficer @worcester.edu_________________ Phone: : _____508-929-0123 Requestor’s Signature: _______________________________________________________ Advisor’s Signature: _________________________________________________________ AMOUNT REQUESTED: (Attach a brief explanation and justification of request, any quotes for proposed purchases and a current copy of you budget to this request ) $ ___2,000.00______________ COST BREADOWN: (use backside if necessary) ITEM/SERVICE AMOUNT _____Speaker________________________________________$1,500.00____________ _____Hotel , meal, and Transportation____________ _______$350.00____________ ______Mic Rental ____________________ ________$150.00___________  ANTICIPATED INCOME: (any income resulting from additional allocation: $_______-0-_________________ ---------------------------------------------------------------------------------------------------------------------------------------------------------  SENATE TREASURER SHOULD FILL OUT ALL INFORMATION BELOW THIS LINE PART II CURRENT AVAILABE FUNDS: $________________________________________________ ADDITIONAL ALLOCATION RECOMMENDED BY FINANCE COMMITTEE: $______________________ ADDITIONAL ALLOCATION APPROVED BY SENATE: $_________________________ The above request has been approved by the Student Senate and the SGA President: PASSED BY SENATE ON ________________________ ____________________________________ Date Treasurer/Chairperson ---------------------------------------------------------------------------------------------------------------------------------------------------------- PART III REVIEWED AND AUTHORIZED BY:  _________________________________________ ___________________ President, Student Government Association DATE _________________________________________ ___________________ Assistant Dean/Director, Student Center/Student Activities DATE

  26. Processing Payment • Things to remember • The University has up to 45 days to process checks • The only bills that an org does not have to process payment on will be a Print Center Bill, Conference Office or University Police Detail bill (they will automatically be deducted from the orgs budget) • Remember to deduct all payments from your Line Items/Books (ledger)

  27. Check Request Vouchers Q: What is it? A: A Check Request Voucher is a form our office uses to process a payment (generate a check). Q: When would I use a Check Request Voucher? A: Whenever a treasurer wishes to request a check to reimburse people, pay invoices and bills, paying performers, paying for services, and to make a donation. • Things to remember • You can use a signed contract as an invoice or bill for performers • Reimbursements must be done within 30 days of the receipt • Original receipts must be passed in with the check request voucher for reimbursements • To make a donation the student organization must write a letter to accompany the voucher

  28. Check Request Vouchers(continued) How do I fill it out? Fill in all the information as on numbers 1-6 then sign in the Student Org.Chair/Treas. Line have your advisor sign on Advisor line(see the next slide for an example in blue). What do I do after it is complete? Bring the voucher along with The original receipt, invoice, contract, etc. and 2 photocopies to Christine Pulsifer in the SC/SA Office (if Christine is not there please give it to Eileen Durell). Personal Reimbursement The University does not reimburse individuals for sales tax paid out for items purchased for a student organization. Sales Tax As a state institution, Worcester State University is exempt from the State Sales Tax. Some companies will accept a tax exempt number/tax exempt certificate which will waive the tax on your purchase (please stop by the SC/SA Office to pick up the certificate). Please remember that you can not sign your own reimbursement. You must get another officer in your organization to sign it.

  29. Check Request Voucher WORCESTER STATE University STUDENT ACTIVITIES TRUST FUND Check Request Voucher • (Please type or print with pen only) • Student Organization: ____________________________ • 2. Date of Request: __________________________________ • Amount Requested: _______________________________ • 4. Line Item(s) to be charged: _______________________ • 5. Person/ Vendor Name ______________________________________________________ • Last 4 digits of SS number ______________________________________________________ • Address ______________________________________________________ • City/State/ Zip Code ______________________________________________________ • 6. Description/Purpose: ______________________________________________________ • (Please be specific and ______________________________________________________ • Include date of event, ______________________________________________________ • # of items, etc.) ______________________________________________________ • _______________________________________ • Student Org. Chair/Treas. Date • ______________________________________ Advisor Date • Please allow 45 days for a check to be processed • ----------------------------------------------------------------------------------------------------------------------- For Student Activities Use Only • 7. Purchase Order Number: ______________________________ • 8. Account Number: ____________________________________ • 9. Date sent to Business Office: ___________________________ • _______________________________________ _____________ • Approved, Assistant Dean, Student Affairs/ Date • Director, Student Center/Student Activities Please return check to Student Center/Student Activities Office if box is checked PLEASE READ A. All request must be signed by the Treasurer or Chairperson and Advisor B. All requests must be accompanied by the original bill (invoice) or a receipt and two copies. C. You may not exceed the total allocated budget or the amount allocated per each line item.

  30. Request for Purchase Q: What is a Request for Purchase Form (RFP)? A: It is a form the University and our office will use to obtain a purchase order (to purchase merchandise), to purchase clothing, and to reimburse people over $100.00. Q: When do I fill out an RFP? A: Before a purchase order is needed. Before you purchase clothing. Before a person spends $100.00. • Things to remember • This form is not a PAYMENT!!! When the invoice comes in you still need to process the payment (fill out the Check Request Voucher). • You need to fill out this form to get a purchase order.

  31. RequestFor Purchase Form Student Activities Trust Fund REQUEST FOR PURCHASE Organization: Name of Org___________ Date of Request: 11/30/12 Requestor: Christine Pulsifer • PLEASE READ: • All requests must have complete vendor information. • All requests must have complete Items to Purchase information. • All requests must have a detailed purpose for the purchase. • All requests must be signed by the Treasurer or Chairperson of Organization. • THIS IS NOT A PURCHASE ORDER. • You will need to fill out a voucher once the bill is received to pay it! Suggested Vendor: (Name & address) Campus Marketing 10 Poster Way Printing, MA 01602 Do you need an actual PO #: Yes No Items to Purchase Purpose (please be specific):_____Purchasing T-shirts for Welcome Week ___________________________________________________ FOR OFFICIAL USE ONLY Date Entered: __________ _______ Requisition #: __________________ Purchase Order #: _____________ ____________Sign____________________________________ Student Org. Chair/Treasurer Signature Date ______________________________________________________ Approved, Director, Student Activities Signature Date

  32. Purchase Orders What is it? A Purchase Order is a statement that the University sends to a company that states we have the funds to pay them. Things to Know: • Not all companies accept purchase orders. It is your responsibility to call the company and determine if they accept them or not. • If we have never used a company, please provide name of company, address, phone number, and fax number. Why would I use it? • Easiest way to purchase items • You don’t have to pay out of the pocket and wait for a reimbursement Things to Remember: • It takes the University at least 2 weeks to generate a purchase order (If you need the merchandise by a particular date the RFP should be passed in at least 6 to 7 weeks before you need the item) • A Purchase Order is not a PAYMENT!!! When the invoice comes in you still need to process the payment (fill out the Check Request Voucher). • The SC/SA Office has Blanket Purchase Orders (a purchase order without specific merchandise on it) for Chartwells and Bookstore.

  33. Chartwells(Food Order) All orders for on-campus food services must be processed through Chartwells. Things to know: • Organizations must fill out a “Student Organization/Food Service Request” form and submit it to Chartwells at least 72 hours before event (for larger food orders or special orders please check with Chartwells for time frame) • It is cheaper for an organization to pick up the food than to have Chartwells deliver it. • If a student org wishes to purchase food off campus they must seek permission through Chartwells (if permission is granted Chartwells will have you sign a 3rd party release form)

  34. Chartwells (continued) STUDENT ORGANIZATION/FOODSERVICE REQUEST (This must be completed and submitted to the Student Center/Student Activities Office at least 72 hours in advance) NO EXCEPTIONS Student Organization: __CAB______ Today’s Date: _2/10/10__ Person Placing Order: __Commuter Charlie________________ Position in Organization: __treasurer____ Phone: __ext 2221____ Email: __ccharlie@worcester.edu_______ Function: ___Commuter Breakfast_________________________ Date: ____2/27/10_____________________________________ Location: __Sullivan Building_____________________________ Pick Up Time: ___8am__________________________________ Food Request: ___donuts, coffee, bagels, cream cheese , hot chocolate_________________________________________________________________________________________ Submitted By: ___Jane Ford______________________________ Cost per person (to be filled in by Chartwells) _____ # of people ____ Signature of Chartwells Personnel____________________ Purchase Order Number: ___________________________ (to be filled out by Student Center/Student Activities Office) Approved by: ____________________________________ Director, Student Activities

  35. Misc. Information Raffles All raffles must be approved IN ADVANCE by the Office of University Advancement. Raffles are only allowed from September 1st – April 1st Please note that the Massachusetts Lottery Commission requires a fee of 5% of all ticket sales within ten (10) days of the completion of the raffle or the organization will be subject to penalties. Fundraising Policy The policy of Worcester State University requires that all fundraising activities with external constituents must be coordinated with and approved by the Office of University Advancement. For full details on the policy please read page 65 in Synergy

  36. Questions? If you have any questions please contact the Student Center/Student Activities Office (508)929-8073 studentactivities@worcester.edu All the information provided in this presentation is directly from Synergy and from the mandatory Budgeting and Bookkeeping Workshops.

More Related