student involvement

STUDENT ORGANIZATION

FINANCIAL FUNDAMENTALSGregg Jablonski

Asst. Director – NE UnionsManager of Student

Organization Financial Services (SOFS)

student involvement

YOUR ORGANIZATION IS HAVING A:

DANCE, RODEO, CARNIVAL, CONCERT,

BANQUET, PARTY, SPEAKER

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Go to STUDENT INVOLVEMENT For

Event Planning Registration (EPR)ROOM 200 NEBRASKA

UNION 472-2454

ROOM 300 EAST CAMPUS UNION 472-1780

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DO YOU…..Have a friend DJ free of

chargeMust get zero-dollar contract

Hire Jim’s DJ Service for $750Must sign a contract and get

a W-9 for 1099 Tax Purposes

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FLYERSGet cost object number from

SOFS to be charged internallyMake copies at UNL COPY

CENTER Guidelines on where flyers

(table tents) can be distributed from STUDENT INVOLVEMENT

Nebraska Union

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ADVERTISINGDaily Nebraskan Ads can be

billed internallyJust need your SOFS 4-digit

number

Contact DAILY NEBRASKAN

Room 20 Nebraska Union 472-2588

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POSTAGEBulk Mailing Need SOFS Zip Code – 0455

Contact MAIL & DISTRIBUTION

SERVICES1100 N. 17TH St. 472-9970

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Do you need tents?Tables?Trash Receptacles?Electrical Service?Sprinkler system turned off?

Contact LANDSCAPE SERVICES1901 Y St. 472-2679

IS THIS EVENT OUTSIDE?

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NOISE VARIANCEIs your event outside after 10 PM?If so, do you have $50 for a noise

variance?14 day advance notice preferred

Contact LINCOLN-LANCASTER COUNTY

HEALTH DEPT3140 N ST. 441-8000

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ATTENDANCEHow large is the anticipated

crowd?Are non-UNL students invited?What about security?

Contact CAMPUS POLICE

300 N. 17TH ST. 472-3555

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RISKIs there added risk?Do you need liability

insurance?

Contact UNL RISK MANAGEMENT

501 Bldg. Rm. 128 472-8044

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PURCHASING FOOD?Using UNIVERSITY DINING

SERVICES (UDS)No problem!

Making your own?Contact ENVIRONMENTAL

HEALTH & SAFETY

Prepackaged food is OK

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SELLING FOOD?TAXABLE

Prepared foodsIf served with utensilsFountain drinks

NON-TAXABLERoom temperature or coolerNot with utensilsBake sales

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HAVING DRINKS?PEPSI?Must have 10 business days

advance approval

ALCOHOL?75% of people must be over

age 21Need Vice Chancellor

approvals & police enforcement

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DECORATIONSRequest an advance checkHave member purchase, keep all

receipts, and fill out payment request voucher

Contact SOFS222 Nebraska Union 472-5667

314 East Union 472-9630

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T-SHIRTSTAXABLE

Selling for a profitDo not pay tax to vendor

NON-TAXABLESelling at face valuePay tax to t-shirt vendor

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PARKINGDo you need a hooded meter for

your event?Do you want to reserve a

parking lot?

Contact PARKING & TRANSIT SERVICES

Stadium Drive Parking Garage Ste. A472-1800

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TRANSPORTATIONDo you have to rent a vehicle

for your event?If so, then will you also need

Field Trip Insurance?

Contact TRANSPORTATION

SERVICES1931 N. 14TH ST. 472-2422

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ADMISSIONSTAXABLE

Required admission feeSuggested donation amount

NON-TAXABLEFree will donation

Will you need a cash box?

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RAFFLESRaffle tickets are non-taxable

transactionMust keep extra raffle tickets

and winner ticketsGet copy of Raffle Rules &

Procedures

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GROUP TRAVELCan get an advance check

for hotel fees, conference registration, and flights

Must have list of all members going, their NU IDs, and emergency contacts for Field Trip Insurance

Turn in 48 hours in advance of departure

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FACULTY MEMBERSPayments for services must

go through UNL payroll officeReimbursements can be

processed as normal

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MONEY MADEAll money must be deposited

immediately into your RSO’s SOFS account

DO NOT use the money collected to pay for expenses

Deposit all money first, then request reimbursements

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SALES TAXDON’T SHOOT THE

MESSENGER!

See Sales Tax handout

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N-Card UseMembership Dues can be

paid using a student’s N-CardAvailable at both City & East

Campus SOFSMust have 4-Digit SOFS

number to make transaction

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UNL By-LawAll student organizations are

prohibited from opening an outside account on behalf of an organization.

RSO may be funded by affiliated outside entity.

RSO may be funded by a University Department.

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Student Org. Need to KnowsYour four-digit student

organization number is your student organization’s financial identity within SOFS and the university.

Budget Year = Fiscal Year 7/1/09 – 6/30/10

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SOFS PROCEDURESAccount Balance

Confirmation must be returned to stay in compliance

Emails are OK in place of a signature of approval

Training sessions are available upon request

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Treasurer ResponsibilitiesKeep all financial records of

the organization Pay organization bills Collect organization dues Prepare and submit financial

reports to the members

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Treasurer Responsibilities

Cont.Prepare an annual budget Be familiar with SOFS

procedures and policies Advise members on financial

matters (i.e., vendors, ticket selling procedures)

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Key ConsiderationsCash/funds handlingTimely depositsDocumentation of

DisbursementsDisbursement approvalsReview Your Monthly

StatementsAdvisor involvement - keep

them informed

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Critical Control PointTwo signatures are required for all

Payment Request Vouchers – the treasurer or president and the advisor

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If You Suspect Dishonesty In Your

OrganizationAny suspected financial irregularities or shortages should be reported to SOFS management, Operations Analysis, and/or University Police immediately.

Do not delay reporting as delays make investigating the suspected irregularity or shortage more difficult.

Do not confront the individual you suspect; leave this for the professionals at the appropriate time in the investigation.

student involvement

LOCATIONSCity Campus SOFS

222 Nebraska UNION402-472-5667

East Campus SOFS314 East Campus Union

402-472-9630

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Questions and

Answers