financial procedures workshop packet · if less than 4 individuals are planning on taking a trip,...

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19-20

Financial Procedures

Workshop PacketFISCAL ADVISOR DEBBIE PEEL [email protected] (575)646-4415

COMPTROLLER ANTHONY SOTO [email protected] (575)646-5898

ASSISTANT COMPTROLLER MARLON L. BARRERA [email protected] (575)646-5898

ASSISTANT COMPTROLLER ANGEL R. VALTIERRA [email protected] (575)646-5898

APPROPRIATIONS BOARD [email protected]

1/23/20

mailto:[email protected]




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Table of Contents: Section 2: Senators

Before Starting the Senate Bill Process 3

You must be Chartered

A Senator Must Sponsor a Bill for You

A Representative for Your Bill Must be Present at All Committees

Your Organization Must Attend an ASNMSU Financial Procedures Workshop

You Must Be Able to Pay the Initial Cost of the Trip/Project

Council and Departmental Funding

Community Service Requirements 5

Organizations Must Complete 4 Community Service Hours for Every $3,000 Appropriated

Individuals Must Complete 5 Community Service Hours for Every $3,000 Appropriated

Graduate Students

Community Service Organizations

Breakdown of Expenses 6

Specific Event/Project Expense Details

Reimbursement Rules and Restrictions

Ways to Get Reimbursed 8

For Individuals

For Organizations or Clubs

Agency/Club Account

Receipts 9

Turning in Receipts – Where to Go

Turning in Receipts – Deadlines and Timing

Receipts and Supporting Documents

Foreign Travel

Operating Expenses

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Before Starting the Senate Bill Process

You Must be Chartered

Organizations applying for reimbursement must first be recognized by the University. Clubs and organizations are subject to re-

chartering each year. The Campus Activities Office charters organizations. You may charter or re-charter your organization at

https://campusactivities.nmsu.edu/charter-forms/. For questions regarding chartering requirements or the current charter status of

your organization, contact Rose Carbajal at (575)646-3200 or at [email protected].

Non-NCAA sporting teams are also eligible to submit Senate bills for competitions.

A Senator Must Sponsor a Bill for You

The ASNMSU Senate must pass a bill ordering the transfer of this reimbursement from surplus.

An ASNMSU Senator must write this bill.

If you do not know who your Senators are, they may be found at https://asnmsu.nmsu.edu/government/senate/ or you may call

(575)646-4415. The ASNMSU Senator sponsoring your bill must provide the ASNMSU Senate with a description and rationale of the

event/project, as well as a breakdown of the expenses. This information is all standard components of a Senate bill.

NOTE: To simplify the drafting process for your authoring Senator, you may fill out a Bill Request Form by at

https://asnmsu.nmsu.edu/government/get-reimbursed/. You must download this form. This form will ask you to

provide detailed information regarding your travel as well as your expected (or realized) expenditures. Once

completed, the form should be reviewed by the authoring Senator to begin the drafting process.

NOTE: Anything not included in the bill will not be reimbursed.

NOTE: The expense breakdown of the event/project is very specific and requires a high level of detail. Further

discussion regarding the specificity of this information can be found in (7-4-3 of the ASNMSU Law Book).

You should be able to provide this information to your Senator when requested.

It is recommended that bills be submitted prior to actual travel. However, if the travel is to take place during an academic break, the

bill must be summited prior to the actual travel.

Travel taking place through the month of July must be submitted during the spring academic semester.

It is highly recommended you ask your Senator about deadlines for your legislation.

A Representative for Your Bill Must be Present at All Committees

Your bill will go through three committees before being approved by the Senate. A representative for your bill must be present at all

committees. This is someone whose name is on the bill. This committee process allows you to state your case and answer/defend

any questions/criticisms Senators may have regarding your bill.

NOTE: Attendance is not required for standing committees.

NOTE: If the bill is tabled you will have to wait two weeks for the next committees, and restart the process.

https://campusactivities.nmsu.edu/charter-forms/


https://asnmsu.nmsu.edu/government/senate/

https://asnmsu.nmsu.edu/government/get-reimbursed/

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Your Organization Must Attend an ASNMSU Financial Procedures Workshop

Financial Procedures Workshops are available to take online at https://asnmsu.nmsu.edu/resources/financial-procedures-

workshop/. Workshops are also held at beginning of each semester. Dates and times for these workshops are posted at the ASNMSU

office and on the ASNMSU webpage https://asnmsu.nmsu.edu/.

Both the president and treasurer of the organization must complete the workshop and submit a passed quiz.

If less than 4 individuals are planning on taking a trip, those 4 individuals may take the Financial Procedures Workshop

individually to qualify for ASNMSU reimbursement.

Representatives from your organization need to only attend one workshop per school year.

NOTE: If there is a change in officers during the school year, the new President and/or Treasurer of the

organization must attend the Financial Procedures Workshop.

You Must Be Able to Pay the Initial Cost of the Trip/Project

The ASNMSU Senate does not allocate funds to help pay for the cost of trips and/or projects in advance. Rather, funds are allocated

to reimburse students/student organizations after they have completed said trip and/or project.

Council and Departmental Funding

Funds appropriated from the various college councils for tangible items are exempt from reimbursement, while travel is a

reimbursable expense (please refer to Chapter 10 of the ASNMSU Law Book).

Organizations may receive up to $500 of funding from college councils.

Graduates are eligible for more than $500 in funding through Graduate Council funds.

NOTE: There will be no over-reimbursing. Council funding and ASNMSU Senate bill/reimbursements come from

the same source. Any funds received from councils, undergraduate or graduate, will be subtracted from the total

cost of the trip and subsequently multiplied by 70%. This will be the amount of your reimbursement.

Organizations may also receive funds from another department, however, this must be indicated on the Reimbursement Intake

Sheet, which will be available on Canvas or obtained from the ASNMSU or Comptroller’s office. In addition, you must ensure that

your department contacts Debbie Peel, Fiscal Advisor of ASNMSU, so that she and your department may coordinate your

reimbursement.

Departmental funding may be considered part of the 30% remaining costs and may be included with the ASNMSU reimbursement

paperwork if it is also to be reimbursed.

https://asnmsu.nmsu.edu/resources/financial-procedures-workshop/

https://asnmsu.nmsu.edu/resources/financial-procedures-workshop/

https://asnmsu.nmsu.edu/

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Community Service Requirements

Organizations Must Complete 4 Community Service Hours for Every $3,000 Appropriated

Organizations must complete two hours of two different community service events/projects. One event/project must directly

benefit the Southern New Mexico community (off-campus), and the other event/project must directly benefit the NMSU campus

(on-campus).

At least 25% of the organization’s active members must complete these hours.

Paperwork for Community service hours must be turned in online through https://asnmsu.nmsu.edu/community-service-project-

form/. You may also send your community service paperwork to the Credentials and Archive Committee or to Contact Sonya

Shanbhag, Director of Community Outreach at [email protected].

NOTE: Community service paperwork must include contact information of the organization helped.

It is strongly recommended that these projects be completed and turned in no later than Tuesday before the Credentials and

Archives Committee meeting.

Individuals Must Complete 5 Community Service Hours for Every $3,000 Appropriated

Individuals (a group of 4 people or less) requesting reimbursement must complete five hours of community service. These hours can

be done in the Southern New Mexico community, NMSU community, or a combination of the two.

Individuals may choose between fulfilling the 25% organizational requirement or completing five individual hours of community

service

NOTE: Community service documentation must include contact information of the organization helped.

It is strongly recommended that these projects be completed and turned in no later than the Tuesday before the Credentials and

Archive Committee meeting.

NOTE: Community service organizations will be reimbursed at 70%. Humanitarian organizations will be reimbursed at 80%.

Community Service Organizations

Organizations whose primary functions are volunteer work are not required to do community service. The Credentials and Archive

Committee will determine an organization as service-oriented according to the requirements stated in 8-10-3 of the Law Book.

NOTE: The community service cannot directly benefit your organization.

NOTE: Community service is valid for one 1 year following the date of the performed community service.

https://asnmsu.nmsu.edu/community-service-project-form/

https://asnmsu.nmsu.edu/community-service-project-form/


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Breakdown of Expenses

Specific Event/Project Expense Details

ASNMSU utilizes student fees to reimburse 70% of costs for students to attend academic/professional conferences, compete in local,

state, and national competitions (if competing for recognition), some humanitarian aid and community service projects, research

and/or travel approved by an advisor.

NOTE: Humanitarian aid trips are reimbursed at 80%.

As mentioned in the note above, under the subsection titled “A Senator Must Sponsor a Bill for You”, the breakdown of expenses

which your sponsoring Senator must submit to the Senate must be highly detailed. It is important that you communicate the

following information to your sponsoring Senator prior to the Senate bill drafting. To best accomplish this, fill out a Bill Request Form

at https://asnmsu.nmsu.edu/government/get-reimbursed/.

These details include, but are not limited to: the purpose of your travel, travel destination, travel dates, number of people attending

the trip, registration cost(s), number of hotel rooms needed, cost of hotel rooms, method of travel, and costs of intercity travel.

Your sponsoring Senator must also be made aware of any college council appropriation you may have requested.

Method of Travel by Airplane

For airfare as a line item, the amount ASNMSU will reimburse at 70% is maxed out at $1000. ASNMSU will only

reimburse up to two bags if charged checked bag fees.

ASNMSU offers a free shuttle service, the Las Cruces Shuttle, which transports students from New Mexico State

University to the El Paso International Airport, and back. The shuttle is accessible to small groups of individuals.

Large groups who are taking large items (for competitions, presentations, etc.) or whose advisor is attending the

trip, cannot use the shuttle. We highly encourage all who are able to utilize this free shuttle system as it is paid for

by ASNMSU for the benefit of the students of New Mexico State University.

If unable to use the shuttle, remember to include mileage to and from the airport as an expense in your Senate bill.

ASNMSU will reimburse mileage for only one round trip per vehicle.

Additionally, if applicable, be sure to include parking fees as an expense in your Senate bill.

Hotel

Men and women cannot room together unless married. There must be four individuals to a room. You will not be

reimbursed for a hotel room occupied by a single individual unless that individual is the only person attending the

event/project.

Method of Travel by Rental Vehicle or NMSU Vehicle

Be sure to include the rental fee in your Senate bill. ASNMSU will reimburse only the rental fee, and no additional

optional insurance, waivers, or upcharge costs/expenses of the like. By using a rental vehicle for your travel, you

effectively avoid the costs of wear-and-tear on your personal vehicle; because of this, in the case of rental vehicles,

aside from the rental fee, ASNMU will only reimburse fuel receipts.

Method of Travel by Personal Vehicle

https://asnmsu.nmsu.edu/government/get-reimbursed/

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If using your personal vehicle, you have the choice of being reimbursed for either your mileage or fuel receipts. If

choosing mileage, your total miles traveled will be multiplied by an IRS rate of .58, which has been in effect as of

January 1st, 2019. This amount will then be multiplied by 70%, amounting to the total reimbursement for this line

item. If choosing to be reimbursed for fuel, fuel receipts will be summed together and then multiplied by 70%,

amounting to the total reimbursement for this line item.

Intercity Travel Expenses.

Intercity travel expenses include but are not limited to bus, shuttle, subway, taxi, Uber, Lyft, etc. Keep your

receipts.

Foreign Travel

Travel outside the United States. You will need two bills. One bill for U.S. expenses, and another bill for foreign

expenses. To do this, you must submit the International Travel Documents required by NMSU.

NOTE: The reimbursement is calculated based on the lessor of the line item or the actual total.

While we encourage students to make use of our resources we also stress the importance of accountability and responsibility when

it concerns the fees of the NMSU student body.

There are specific guidelines that must be adhered to. Make sure to ask your Senator for additional help or clarification.

Reimbursement Rules and Restrictions

Expenses without original, valid, receipts will not be reimbursed, even if they are listed on the bill. Additionally, all receipts must be

in the traveler’s name and paid by the traveler. Bank or card statements, as well as a copy of the card used, may be required to

verify that the traveler(s) paid for the expenses. Do not give your receipts to your Senator. Rather, have your Senator make and

keep copies. Save them to turn in for reimbursement paperwork processing. Do not attach your receipts to your council bills.

We can only reimburse up to the line item listed on the Senate bill.

The ASNMSU Senate does not provide reimbursement for the following items: insurance, visas/passports, study abroad,

classes/tuition, admission tickets, and/or food.

NOTE: Proof of attendance and proof of the event with a description, must also be provided with the receipts.

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Ways to Get Reimbursed

For Individuals

To be reimbursed as an individual the individual must be a member of the club or organization stated on the bill (this is verified with

Campus Activities) and have an active Banner ID.

NOTE: Travel Expense Reports are used if the individual receiving reimbursement works for the University in any

capacity. This includes student-employees. Payment Request forms are used if the individual receiving

reimbursement does not work for the University in any capacity.

For Organizations or Clubs

To be reimbursed as an organization the organization must have an active Aggie ID/vendor number. Direct Pay requests are to be

completed with the ASNMSU Fiscal Advisor if the check is made payable to the organization.

NOTE: ASNMSU must submit a Vendor Request form to activate an existing Aggie ID or make a new one.

NOTE: The Student Organization must have a Tax ID number to be able to become a vendor and must complete an

IRS W-9 form.

NOTE: Vendor renewals must be completed approximately every eighteen months to remain active.

Agency/Club Account

Contact Accounting and Financial Reporting to open an account with an index.

NOTE: The organization’s President and Treasurer can open this account if you do not have one.

You need an advisor’s signature to set up this account. The advisor must sign that they will oversee the use of this

account by the club/organization.

NOTE: This account: allows you to charge to the index on Campus-Bookstore, Sodexo/catering, and must be used

as a checking account and not charge accounts (not to exceed the total amount in the account, i.e. no deficit

allowed).

NOTE: Direct Pay forms may be utilized to pay vendors from an Agency account.

NOTE: Delinquent accounts will be frozen and reported to credit departments. Accounts not used for 3 years will

be deleted. Cash withdrawals are limited to $1,000 per day max.

Travel reimbursements issued more than ninety 90 days after a traveler returns become taxable to the traveler and will be

forwarded to Payroll Services for immediate tax withholdings or withheld on their next paycheck.

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Receipts

Turning in Receipts – Where to Go

Receipts administered to constituents for expenses that are included in the Senate bill must be turned in to the Appropriations

Board.

It is highly recommended that the constituent(s) make copies of their receipts prior to turning in their original receipts to the

Appropriations Board. It is the responsibility of the Appropriations Board to ensure that submitted receipts are complete and valid

for use by the Comptroller’s office. If the submitted receipts are not complete in nature or are for some reason invalid, an

Appropriations Board member will contact the constituent, requesting the appropriate documentation.

NOTE: Drafting Senators have no involvement in the receipt submission process. It is possible that a drafting

Senator may be a member of the Appropriations Board, and thus will continue a working relationship with the

constituent(s) whose bill that he or she drafted and passed; however, if this is not the case, drafting Senators will

have zero involvement in handling receipts. This means that constituents are not to give their receipts to their

drafting Senators. Drafting Senators who are not members of the Appropriations Board should never accept a

constituent’s receipts.

Turning in Receipts – Deadlines and Timing

Regarding receipts. All trips taking place from August 1st through April 15th must be turned in to the Appropriations Board. All trips

taking place from April 16th through July 31st must be submitted to the Comptroller’s office during a scheduled meeting either 10

business days after returning from the trip or 10 days after the Senate bill becomes law, whichever comes last. If travel occurs during

the winter holiday break, receipts and documents may be turned into the Comptroller’s office or to the ASNMSU Fiscal Advisor,

depending on the travel dates.

NOTE: More details regarding the Appropriation Board will be forthcoming.

If reimbursement paperwork is not completed by June 30, all funds will revert back to the Surplus Account.

Receipts and Supporting Documents

Airfare

Required receipt features: Amount spent, name of constituent, method of payment, and flight itinerary.

Supporting documents:

If a card was used as the method of payment, we will need both the last four digits of the card number and well as

the card type.

If the card was a VISA, we will need a photocopy of the card with all but the name of the cardholder and last four

digits redacted.

If the receipt does not indicate the card type, we will request a photocopy of the card with all but the name of the

cardholder and last four digits redacted.

If unable to provide a photocopy of the card, or if receipt does not indicate the last four digits of the card, we will request a

corroborating bank statement to include the name of the individual on the Senate bill and a matching expense.

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Required receipt features:

Amount spent, name of constituent, last four digits of card number, and itemized receipt by day.

Supporting documents: If constituent stayed at an Airbnb, letter from host confirming stay.

Rental/NMSU Vehicle (Rental fee)

Required receipt features: Amount spent, name of constituent, and card number.


Itemized receipt to include rental agreement. No optional insurance or waiver coverage allowed.

Rental/NMSU Vehicle (Fuel)

Required receipt features: Amount spent and method of payment.

Supporting documents: N/A

Personal Vehicle (Mileage)

Required receipt features: N/A


Use NMSU’s standard mileage sheet for calculating distance. If standard mileage is not available by NMSU,

calculate mileage using Google Maps or a different direction website.

Personal Vehicle (Fuel)

Required receipt features: Amount spent and method of payment.


Inter-City Travel (Taxi, Shuttle, Uber, Lyft, Etc.)

Required receipt features: Amount spent, date of purchase, and method of payment.

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Personal Travel


Amount spent, date of purchase, and method of payment. Receipts are only valid one day before and/or one day

after the date of actual travel.


Registration

Required receipt features: Amount spent, name of constituent, and method of payment.



the card type.


digits redacted.





Poster Fees


Itemized receipt to include date of purchase (must be during the dates of travel) amount spent, and method of

payment.



the card type.


digits redacted.





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Foreign Travel

All constituents traveling outside of the United States are to submit receipts with the same features and supporting documents

discussed above. When being processed by the Comptroller’s office, expenses will first be broken down into daily totals and then

subsequently converted from the foreign country’s currency to the U.S. dollar (using the NMSU exchange rate of each day) using a

standard exchange rate website. Constituents traveling outside the U.S. must also ensure that their International Travel Documents

are submitted along with their receipts.

Operating Expenses

ASNMSU will only reimburse operating expenses incurred within the current fiscal year (July 1st to June 30th). Operating expenses

incurred any time prior to the current fiscal year will not be reimbursed. Below are he required features of operating expense

receipts.


Itemized receipt to include date of purchase (must be during the current fiscal year to be valid) amount spent, and method

of payment.


If a card was used as the method of payment, we will need both the last four digits of the card number and well as the card

type.

If the card was a VISA, we will need a photocopy of the card with all but the name of the cardholder and last four digits

redacted.



