How to fill out expense reports, funding request, and

other money related documents

LMU-CVM2014

Treasurer: Jaleesa Scott

Expense Report (for checks)

•

1) Fill out WHERE YOU WANT THE CHECK SENT (could take up to 1 month)

2) Only last 4 of your social3) Put in account # and name

if coming from a club account (LEAVE TOTAL BLANK at top)

4) The Treasurer of the club you are requesting from MUST SIGN in the submitted by line! You may also sign on the same line.

5) Keep bottom right totals blank (by signatures). This is for accounting to fill out

6) NEVER, EVER, EVER HIGHLIGHT ANYTHING OR USE RANDOM COLORS TO FILL SHEET OUT! (scanner does not like colors)

7) $100 must be deducted from total as student contribution

Requirements

• All expenses must have ORIGINAL RECEIPTS COPIED ON a 8X11 PAPER, OR PRINTED E-MAIL CONFIRMATIONS WITH TOTALS (NOT SCREEN SHOTS) and must accompany the persons name requesting the funds. (if its questionable e-mail the treasurer first BEFORE submitting)

• If SGA Funded: Attach meeting minutes of funding approval (sent by SGA secretary via email)

• If there are any receipts or circumstances that may require an explanation (separated dates of a hotel, taxi receipts..), please include a typed explanation of what the expense is with contact information incase there are questions.

Sample SGA funding Request1) List all members attending at top2) Include Dates3) Break down all expenses by type4) Include any training or meetings

that will be presented AFTER the meeting has been attended.

5) List possible club contributions (hint: SGA looks to see whom else you have inquired for about funds or how much you are paying out of pocket (minimum $100 from personal funds))

What Records Do I Keep?What Records Do I Keep?Please keep copies of the following:

Personal receipts for club expenses Deposit receipts to your LMU account Completed withdrawal forms from the LMU club

account Fundraising request and report forms A budget for the club, which you manage

***Must keep the minimum amount of money in your account that is required to do a successful fundraiser

A copy of all deposit receipts should be placed in the SGA folder located in Genell’s office (MANS 312) for the SGA

treasurer to record!

What Does SGA Need?What Does SGA Need?

Documents for the red CVM-SGA folder:

A copy of each deposit receipt to your LMU account

All expense reports, check requests, fundraising request forms, funding request forms, and fundraising report forms

Budget Reports, due at the end of each semester You need to keep track of what your club deposits and

withdraws

Where Are My Club Funds? Where Are My Club Funds?

All CVM clubs accounts:

are associated with LMU Finance301 Duke Hall, 8:30am-4:30pm, Monday-Friday Checks are issued each week, available on Fridays after 1 pm.

***NOT THE SAME PLACE WHERE YOU DEPOSIT MONEY

are available for deposits and withdrawalsBoth involve specific forms to record

begin with 01-00-000000-212**The final two digits are unique to each account

Fundraiser Report Forms

Turned in AFTER the fundraiser is completedList Revenues, Expenses, and Net IncomeSignature of Club Treasurer and Club President

is requiredPlease bring me a copy of the receipt when

the money is deposited