prepared by sarah e. prater and toni johnson on behalf of the ttuhsc sop amarillo office of the...
TRANSCRIPT
P r e p a r e d b y S a r a h E . P r a t e r a n d To n i J o h n s o n o n b e h a l f o f t h e T T U H S C S O P A m a r i l l o O ffi c e o f t h e R e g i o n a l D e a n
Organizational Finance 101
1. Overview of funding process 2. Fundraising guidelines3. Purchase request process4. Travel5. Financial reporting process
Outline
Section 1Funding Organizations:
An Overview
Flow of Student Fees Monies
Bursar’s Office
Student Fees $TTUHSC AMA
Student Senate
PT Program AMA SOP Student Council AMA School of
MedicineGSA
Budgets
$Budgets
Student Organizations
Every April, organizations will submit budget requests to the Student Council for the fiscal year beginning in September of the same year. Organization treasurers attend May StuCo meeting Budget recommendations are formalized
Standardized budget form Budget Template.pdf
Budgets
Organizati on must be registered with HSC Student Services Must complete by August 1 st each year with Offi ce of
Professional Affairs
Applicati on for funding cannot be accepted if your organizati on is not registered “Applicati on for funding from the Student Government Associati on cannot be
accepted if your organizati on is not registered with HSC Student Services.”--TTUHSC Student Organizati ons Funding Regulati ons Handbook, Page 6
Organizati on must be and remain in good standing
Budget Policies
“First Year” organizations are only eligible for up to $500 of contingency fundingNew organizationsOrganizations that have not applied for funding in the
previous 3 fiscal years
Budget Policies
These funds are designed to supplement but not fully support each organizati on.
“The Budget and Finance Committ ee recognizes that Lubbock and Amari l lo students att ending Texas Tech University Health Sciences Center are required to pay a student service fee . A porti on of this fee is al located to qualifi ed organizati ons through the Student Senate Appropriati ons Bi l l and through the funding process. However, this allocati on does not provide suffi cient funds to support all the acti viti es of every organizati on . Accordingly, the real locati on of such funds is a judgment process undertaken by the Committ ee within the framework of an overal l phi losophy that includes that student service fees are al located to qualifi ed organizati ons to supplement their acti viti es, not as sole support for the organizati ons .”
--TTUHSC Student Organizati ons Funding Regulati ons Handbook, Page 4
Student Fees Monies
Each organization has 2 accounts:1. Student Council allocated funds (P-card)
Student fees monies
2. Outside bank account (“slush” funds) – 2 member signature authority
Monies donated Fundraiser revenue Grants awarded
Accounts Setup
Fundraising Guidelines
Each organizati on gets 1 tax-free sales day per month Register your fundraiser date as early as possible with
Toni Johnson to ensure your date Cannot have fundraisers with competing products on the same
day (ex. two t-shirt sales)
Bakes sales and commission sales are tax free This means you can have more than one per month (be respectf ul
in regards to sharing the calendar with other organizations)
Commission sales: sales where organization is acting as sales agent on behalf of company to receive a commission of sales generated.
Fundraising Guidelines
Must complete fundraiser request process prior to fundraiser event Forward fundraiser forms to the Offi ce of Professional
Affairs for approval for each fundraiser Can take 2-3 weeks for approval, and dates can’t be reserved
until all signatures of approval have been received
If your fundraiser will take place on the Amarillo campus, you only need your regional dean’s approval. If your fundraiser is multi-campus, you will need all regional deans to approve your fundraiser request.
Fundraising Request Form.pdf
Fundraising Guidelines
Organization must adhere to the purpose of the fundraiserEx. If you advertise that a portion of the proceeds of
your fundraiser will be donated to a charity, you must donate that portion of your proceeds.
Fundraising Guidelines
Purchase Request Process
Student Council funds can be used for:Display items/informational handouts for health fairs Food for meetings (1x/semester)Conference registration feesTravel
2015-16 Purchase Card Request Form.pdf
Student Council Funds
For purchases of $5000 or less from Student Council FundsAlso for purchasing through Toni
Make sure to keep receipts and turn them in in a timely manner using the receipt form
P-Card Policies
Travel
Each student who is a member of an organization is allowed $350 of travel reimbursement each year.Organizations do not have to cover all of this for each
member. Each organization is allowed to allocate travel funding as it fits their finances. Ex. If APhA can pay $250 toward travel for one conference for
one of its members, that member can then travel with Double T and be reimbursed up to $100 to reach that $350/student maximum.
Travel Policies
Financial Reporting Process
Each organization has a financial record book in Toni Johnson’s offi ce
Organization treasurers are responsible for keeping the book up to date and accurate
Setup
Organization Books
Front pocket = things treasurer needs to log into spreadsheet Next, updated offi cer and member l ists Expenses tab
Here you’ll print out your monthly spreadsheet Budget tab
Here will be your printed budget request for the fi scal year (includes funding contract)
Free conference cal l www.freeconferencecall.com/fcc/index.asp?promocode=FCC_PPC_GS_US_EN_160&g
clid=CJOvzcmL_bgCFe9aMgodzgsAYA for conference calls (or skype)
Fundraising tab Fundraising form
Pcard info Pcard policy and purple purchase order form
Travel tab Travel reimbursement policy and yellow travel form
Organization Books
Student council has instituted a new reporting form that will need to be completed prior to the Student Council each month
New form outlines the previous month’s activities—fundraisers, events held, and travel.
Monthly Report
TTUHSC Student Organization/Specialty Clubs Budget & Finance 2014-2015 Funding Regulations Handbook
SOP OP 77.P.30 HSC OP 79.06
Resources