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Treasurer Training
Agenda
Account and Budget Statements Request for Purchase Tax Exemption Status Organizational Travel Funding
Fundraising Student Budget Committee Coca Cola
Handling/Depositing Cash Budgeting Financial Consultation
Monthly Account Statement
Current Balance, Organization vs. SBC Funds
Status of a Payment / Transaction Details
Reading Your SBC Budget Statement
Funds AwardedEntire eventSpecific line items
Budget Line Items SBC Rationale Budget Caps Transactions
Budget Statements
Request For Purchase Form (RFP)
Used to request payments for all expenditures by your organization.
Highly recommend you fill it out online! Reimbursements Invoices Contracted Services Mileage Transfers to Other University Accounts
Service Providers
ALL service providers must be paid on a University cut check for tax purposes.
Do not pay them out of pocket and then file for reimbursement. You may not be able to get reimbursed.
This includes: DJs, artists, speakers…
RFP
RFP
Must be signed by advisor if amount is over $50
ORIGINAL documentation must be paper-clipped to the RFPReceipts, invoices, etc.Copies of documentation not accepted
All bills must be paid within 30 days
RFP If you are using SBC funds, you MUST indicate which
“budget line” you are spending money from. If you are not sure what this means, ask your financial consultant. If the SBC line is left blank, it will be assumed that it
should come out of your organizational funds.
Tax Exemptions
YOU WILL NOT BE REIMBURSED FOR STATE TAXES!
1) A copy of the Tax Exemption Certificate is included in the appendix to your manual.
2) Bring certificate to the vendor at the time of the transaction.
3) Some vendors will collect the certificate – some will simply want to see it and allow you to keep it.
4) We are able to reimburse/pay for eat-in and hotel taxes.
Using the OCA Credit Card
Hotel, car rental, etcEasiest way is to create the reservation,
turn in an RFP with a print out of the reservation, and we will call and change it.
Online orders, e.g. Amazon.comMake a “fake” cart, print and attach to an
RFP Cannot be done same day. The RFP
must go through the approval process.
Travel Registration
When traveling, you represent the University
Travel registration is required for all trips outside the city limits of Bowling Green
Must be submitted 2 weeks in advance for review
Travel Registration needs to be completed and approved before any related bills can be paid by OCA!
Fundraising
BG-1 Card Card readers available for checkout Accepts both credit/debit and BG-1 cards
E-Store Online service that allows organizations to
sell goods and services All funds will be directly transferred to the
organization’s account
Student Budget Committee (SBC) Funding
Annual Funding Hearings Occur in February Apply for year-long SBC allocation
Spot Funding Hearings Apply for funding for a specific event or need of the
organization First monthly hearing is in September- apply early Spot Funding, Coke Funding, and budget
modifications are reviewed Off-campus accounts are prohibited for any
organization which receives SBC funding. Operating an off-campus account will result in forfeiture of SBC funding.
Coca-Cola Marketing Funds & ProductREQUIREMENTS:
The event must be on or near campus.
The event should be open to the general student population.
No organization may receive more than $2,000 in funds or
$1,000 in product during the academic year.
Coca-Cola funds must not be the sole source of funding for
an event. Funding is intended for promotions, marketing and
small-scale event management.
Coca-Cola must appear as a recognized sponsor on all
promotional materials for the event. Electronic Coca-Cola
logos are available in OCA.
Applying for Coke Funding/Product
1. Complete a Coca-Cola Marketing Funds &
Product Request Form.
2. Turn the form in to the Office of Campus
Activities.
3. The request will be reviewed by SBC at their
next hearing.
4. The Office of Campus Activities will notify your
organization of their decision.
Handling Cash
Cash Handling Tips For events where admission is charged, record
counts of attendees and the amount of money received.
Have two members count, confirm and sign off on the total amount.
Pay all expenses from the money deposited into your University account.
Deposit all cash and checks into your organization’s account at the Bursar’s Office.
Depositing Funds Funds can be deposited at the Bursar’s Office
8am-5pm Mon-Fri
• If you need to deposit money outside these hours, you
can deposit your money at the Information Center in
the Student Union across from Wendy’s.
• If you try to deposit at the Info Center while the Bursar
office is open, you will be directed to make your
deposit there.
• All deposits must be made within 24 hours of
collection.
Budgeting
Identify all expenses for the academic year (July 1st to June 30th)
Review transactions and budgets from prior years Talk to the people planning the event Get estimates from service providers / vendors Identify possible revenues Membership dues Fundraisers Ticket Sales Decide which type of funding you will use for which
activities Prioritize events and needs
Budgeting
Calculate projected year-end balance
Revenues minus expenses
The total should not be negative
Adjust budget throughout the year if necessary
May think of ways to increase revenues
and/or decrease expenses
Budget template is available online
Sample Budget
Date Activity Budgeted
Actual transactions
Org. Funds SBC Funds Org. Funds SBC Funds
Remaining Balances: $462.87 $0.00 $774.43 $21.73
7/1/2009 Starting Balance +$362.87 +$362.87
7/1/2009 Student Budget Committee Allocation +$600.00 +$600.00
8/23/2009 Fall Retreat -$300.00 -$200.00 -$289.00 -$178.27
9/8/2009 Campus Fest -$50.00 -$100.00 -$39.00 -$100.00
Thanksgiving Fundraiser +$100.00 +$110.00
12/12/2009 Banquet -$650.00 -$300.00 -$430.00 -$300.00
2/20/2010 President's Day Fundraiser +$1,000.00 +$1,059.56
Financial Consultations You will meet with your Financial Consultant once a month
Meetings provide an opportunity to reconcile your University account, ask questions, and learn about funding options
Meetings help to ensure funds are being used appropriately
Financial Consultation Evaluation Completed after each monthly meeting to track your
organization’s financial management success and identify areas for improvement
The score you receive will affect future SBC funding
Your first monthly consultation needs to be in September!
Getting Started! Review the Student Organization Treasurer’s
Manual.
Meet with your group advisor and organization’s leadership.
Understand the current financial situation of your organization: How much money do you have? What events are you currently planning? Do you have the funds to support these events? Do you have an up-to-date budget? What fundraising events do you have planned? Are you eligible to receive SBC funding?
Getting Started!
Have a transition meeting with the previous treasurer
Ask Questions! Create/update your year-long budget Schedule a September meeting with
your financial consultant by calling the OCA office at 419-372-2343
Forms, Policies, and Info
www.bgsu.edu/getinvolved
Contact Info
PJ Wolf: Groups A - [email protected]
Matt Garrison: Groups D - [email protected]
Jacob Cramer: Groups L - [email protected]
Amber Soldenwagner: Groups S - [email protected]