Student Organization Finances

Center for Student Activities and Center for Student Activities and Leadership DevelopmentLeadership Development

Demetrius Murchison, Accounting Clerk

Your Account NumbersYour SAFB and FLEX account numbers Your SAFB and FLEX account numbers

are listed on your organization’s profile are listed on your organization’s profile page.page.Only viewable by individuals who have Only viewable by individuals who have

administrative accessadministrative access

SAFB AccountUsed for a Used for a specificspecific purpose purposeRequest allocation through Student Request allocation through Student

Activities Funding Board for approvalActivities Funding Board for approvalNO funding is automatic; you must apply NO funding is automatic; you must apply CANNOT deposit into this accountCANNOT deposit into this accountUnused funds are called back each semesterUnused funds are called back each semesterAll questions about SAFB funding must be All questions about SAFB funding must be

directed to the SAFB Chair – NOT the directed to the SAFB Chair – NOT the Accounting ClerkAccounting Clerk

SAFB Funding and Payment Deadlines

If you have received funding and have submitted a Payment/Reimbursement Form or completed an order/payment before the deadline, you can use current funds.

If you have received funding and have not submitted a Payment/Reimbursement Form or completed an order/payment before the deadline, you cannot use current funds.

If you have not received funding before the deadline and you have completed an order/payment, the payment will be covered either by your FLEX account or out of your pocket, since you will be personally responsible. If there is a Payment/Reimbursement Form submitted and approved, I will submit the payment and charge the provided fund number, regardless if there is funding in the account or not.

FLEX AccountDeposit fundraising monies, dues, etc. at the CSA Deposit fundraising monies, dues, etc. at the CSA

Service WindowService Window

When you deposit money using a credit or debit When you deposit money using a credit or debit card, there will be a 5% charge to cover the card, there will be a 5% charge to cover the variable credit card fee. Generally this is a 2-4% variable credit card fee. Generally this is a 2-4% fee; therefore, all remaining monies will be fee; therefore, all remaining monies will be deposited into the account.deposited into the account.

Funds can be used at the discretion of the Funds can be used at the discretion of the organization and in accordance with University and organization and in accordance with University and CSA Policies & Procedures.CSA Policies & Procedures.

““Your money”, however you cannot withdraw Your money”, however you cannot withdraw money from this accountmoney from this account

FLEX Account DepositsDeposits can be made at the CSA Service Deposits can be made at the CSA Service

WindowWindow9am-5:00pm: Mon., Tues., Thurs., and Fri.9am-5:00pm: Mon., Tues., Thurs., and Fri.9am-6:30pm: Wed.9am-6:30pm: Wed.

Deposit Deposit CashCash within within 24 hours24 hours of receiptof receipt

Deposit Deposit ChecksChecks within within 3 days3 days of receiptof receipt

Checks must be made payable to Oakland Checks must be made payable to Oakland UniversityUniversity

Only checks dated within 30 days of deposit Only checks dated within 30 days of deposit will be acceptedwill be accepted

Account SummariesFLEXFLEX(EARNED)

• Dues

• Fund raising

• Working at the carnival

• Donation

• Student organization awards

• Balance rolls over month to month

SAFBSAFB(REQUESTED)

• Discretionary/Operational

• Allocation for specific events or purposes• Unused funding will be called back to SAFB

• Deadlines for applying/using funds:

•Fall = December 1

•Winter = April 1

•Summer = August 1

DeficitIt is paramount to keep your accounts in It is paramount to keep your accounts in

good standing.good standing.

Having a negative balance, in either of your Having a negative balance, in either of your accounts, subjects the organization to a accounts, subjects the organization to a withholding of services and SAFB funding.withholding of services and SAFB funding.

If you believe that a charge has been made in If you believe that a charge has been made in error, please resolve immediately; otherwise, error, please resolve immediately; otherwise, you may not be eligible for funding if this you may not be eligible for funding if this leaves your account in deficit.leaves your account in deficit.

Banner StatementsBanner statements contain all financial Banner statements contain all financial

transactions for a specific account within a transactions for a specific account within a specific period of time (fiscal year = 7/1 specific period of time (fiscal year = 7/1 thruthru 6/30)6/30)

At the end of each month, At the end of each month, SAFBSAFB and and FLEX FLEX statements will be put into your mailbox in the statements will be put into your mailbox in the CSA.CSA.

It is the student organization’s It is the student organization’s responsibility to track all financial activity responsibility to track all financial activity in both accounts, including all funding in both accounts, including all funding activity.activity.

Payment/Reimbursement Form

Payment for Product or Service

Payment for Product or Service

Payment/Reimbursement Form

Reimbursement<$200Reimbursement<$200

FOLLOW THESE DIRECTIONS

Travel Expense/Reimbursement Mileage Reimbursement Forms are due to Accounts Payable within 60 days of

return from travel. Fill out the Mileage Reimbursement Form on GrizzOrgs as soon as possible.

Travelers must choose the most cost efficient ground transportation method once they arrive in their business location.

Drive/Fly Comparison The airfare comparison must have been obtained at least 2 weeks prior to

travel and the traveler must provide proof of the amount used. This comparison should be obtained from a site like Expedia or Orbitz to get an accurate gauge.

The traveler’s reimbursement will be limited to the cheaper option of the two.

Rental Vehicles The use of a rental vehicle will only be approved when it is the lowest cost

alternative or when it is a business necessity. If it is the most economical transportation option, you must provide a summary

of what public transportation or personal vehicle mileage would cost, completed with website screen shots or something similar, as supporting documentation.

Travel Expense/Reimbursement

FOLLOW THESE DIRECTIONS

Petty CashRequests must be submitted at least 48

hours before the date needed; available funds are distributed on a first-come, first-served basis.

Funds can be charged to the SAFB or FLEX account, as approved.

The maximum you can receive is $100.Provide original receipts, paid for by cash, and remaining cash within 24 hours after purchase.

Petty Cash

FOLLOW THESE DIRECTIONS

Sam’s ClubOne representative from each

organization will be authorized to use CSA’s Sam’s Club card.

Must bring receipt to CSA the next day.It takes 24 to 48 hours for names to be

authorized to use CSA’s Sam’s Club card.

Sam’s Club

PurchasesLead Time (14 business days, Lead Time (14 business days, MINIMUMMINIMUM, from the , from the

time that you contact me following SAFB approval)time that you contact me following SAFB approval)

W-9 (Federal Tax ID) form from ALL vendorsW-9 (Federal Tax ID) form from ALL vendors

Certificates of Liability Insurance (for ALL food and Certificates of Liability Insurance (for ALL food and service-oriented vendors from off campus)service-oriented vendors from off campus)

P-Card PurchasesP-Card Purchases

Detroit Pencil Company for Office SuppliesDetroit Pencil Company for Office Supplies

Can be used for conferences or other on-line purchasesCan be used for conferences or other on-line purchases

OU & CSA Policies and ProceduresOU & CSA Policies and Procedures

W-9

VENDOR NAME,

ADDRESS, AND BUSINESS

CLASSIFICATION

SIGNATURE

SOCIAL SECURITY

NUMBER OR EIN

DATE

CURRENT DATE

INSURANCE COMPANY’S NAME

VENDOR’S NAME

CURRENT POLICY DATES

CERTIFICATE HOLDER:

BOARD OF TRUSTEESOAKLAND

UNIVERSITY2200 N SQUIRREL RD

ROCHESTER, MI 48309

$1,000,000MINIMUM

Certificate of Liability Insurance

Things to Remember Use the “Checkbook” feature to help you manage your Use the “Checkbook” feature to help you manage your

finances.finances.

First make sure you have the funding before submitting First make sure you have the funding before submitting payments or ordering, then fill out the payments or ordering, then fill out the Payment/Reimbursement Form for processing.Payment/Reimbursement Form for processing.

Always give the Accounting Clerk your Always give the Accounting Clerk your originaloriginal receipts. receipts.

When receiving your current balances concerning your When receiving your current balances concerning your accounts, remember that the balances accounts, remember that the balances may not may not include all include all expenses. This is why you should keep track of all your expenses. This is why you should keep track of all your upcoming income and expenses, so there will be no upcoming income and expenses, so there will be no confusion.confusion.

PEPSI PRODUCTS ONLY – AQUAFINA WATERPEPSI PRODUCTS ONLY – AQUAFINA WATER

Important Contacts and WebsitesOakland Center Oakland Center Reservations OfficeReservations Office118 Oakland CenterPhone: 248-370-3230

Oakland University Mail ServicesOakland University Mail Services12 Police and Support Services (PSS) BuildingPhone: 248-370-2281Fax: 248-370-2286http://wwwp.oakland.edu/universityservices/mail-services/mailreq/

Chartwells Food Service Chartwells Food Service 121 A Oakland Center Phone: 248-370-3400 Fax: 248-340-2545http://www.dineoncampus.com/oakland/

Student Activities Funding Student Activities Funding Board (SAFB)Board (SAFB)62 Oakland CenterPhone: 248-370-4292www.oakland.edu/ousc

Oakland University Printing ServicesOakland University Printing Services16 Police and Support Services (PSS) BuildingPhone: 248-370-2282Fax: 248-370-4544http://wwwp.oakland.edu/universityservices/printing-services/PC Email: printit@oakland.edu MAC Email: psmac@oakland.edu

Center for Student ActivitiesCenter for Student Activitiesand Leadership Developmentand Leadership Development

49 Oakland Center49 Oakland Centerwww.oakland.edu/csa www.oakland.edu/csa

csa@oakland.educsa@oakland.edu

General Information:General Information: (248) 370-2400(248) 370-2400Fax:Fax: (248) 370-4337(248) 370-4337Accounting:Accounting: (248) 370-4335(248) 370-4335

Office Hours: Mon., Office Hours: Mon.,

Wed., Thu. – 1pm-4pmWed., Thu. – 1pm-4pm Tues. & Fri.– Tues. & Fri.–

9am-noon9am-noon

Contact Information

StewardshipWhen you learn to properly manage the little you have, you will manage much

more!

Planning precedes success!