Treasurer’s Workshop

Presented by Robert Day and Blanka Caha

On September 9 & 13, 2004

The Agenda

• Introductions – Authorization Log

• Risk Management – questions/answers

• General Budget Account Rules

• General Revenue Account Rules

• The Financial Calendar

• Form Review

Budget Account

• Amount determined by Finance Committee in the spring of the prior fiscal year.

• Generally it can only be spent on those things approved in the detailed budget breakdown.

• Budgets can be adjusted if a meeting is scheduled with the SGA Treasurer, all proposed changes must be submitted in writing.

• Funds left at the end of the fiscal year go back for the re-distribution for next year.

Revenue Account

• Funds raised or donated to the club.• Can be spent on many things SGA does not

budget for, such as uniforms and food.• General rule is money spent must benefit the

entire club.• Spending from this account follows the same

rules at the budget (allocated) account.• Fund left at the end of fiscal year in this is rolled

over into a new year.

Account Notes

• Individual club Treasurers/Presidents are responsible for financial matters (including budget balances)

• Transaction information on your clubs accounts can be reviewed at https://aisweb.uvm.edu/pls/owa_prod/frtran_p.P_FRS_Login

• Account numbers can be attained online and in the SGA Financial Office

Financial Calandar• July 1, 2004 – Start of Fiscal Year ‘05• September 9 & 13, 2005 – Treasurer’s Workshop in Memorial Lounge Waterman from 7pm to 8:30pm.• October 15, 2004 – Deadline to open club budgets before a penalty is assessed.• December 3, 2004 – Notify the Finance Office (provided by written documentation) if a club will be spending

during the Winter Break period.• December 3, 2004-January 28, 2005 – Budget Process Begins: The necessary materials must be downloaded

from the SGA website at www.uvm.edu/~uvmsga in the documents section.• January 28, 2005 – Budget Requests are DUE: All of the necessary material needs to be submitted to

uvmsga@uvm.edu. No late material is accepted.• January 30, 2005 - Budget Hearings begin: A date and time will be set up for clubs to meet with the Finance

Committee and/or Personal Liaison to discuss their request.• February 20, 2005 – Budget Hearings end: All hearings will have ceased by this date.• February 21, 2005-March 6, 2005 – Budget Appeals: The Finance Committee will hear any appeals to the

budget allocation. Clubs need to contact the Finance Committee Chair as soon as they recognize there is problem. Clubs will have these two weeks to file their appeal and meet with the Finance Committee. A hierarchical appeal process allows unsatisfied clubs with legitimate concerns to further their appeal to the Executive Committee.

• March 7, 2005- March 11, 2005 – Executive appeals to be scheduled with the Secretary.• March 15, 2005 and March 29, 2005 – Senate Approval: During this Senate meetings the SGA Budget

allocations will be discussed and moved for Senate approval, club members are also given the opportunity for a final appeal of their budget.

• April 22, 2005 – Written extension due to Treasurer if a club wishes to extend spending past April 29, 2005.• April 29, 2005 – Spending for School Year 2004-2005 (FY ’05) will CLOSE for all clubs unless a written extension

is addressed to the SGA Treasurer.• June 17, 2005 – The SGA Finance Office will close for FY ’05 and all spending will cease on this day (having

provided written extension to exceed past deadline).• June 30, 2005 – Fiscal Year ’05 will close.

Vehicle rental / Reserving space

• All drivers must be 18 years old, certified by Risk Management and with valid driver’s license !!!

• Vehicles are available through SGA or outside vendors (different processes for each)

• Check Risk Management Policy on their website (page 11 in the Treasurer’s Manual )

• Reserve space at www.uvm.edu/wv3

Purchase Order Request (POR)This is Not A P.O.

PURCHASE ORDER REQUEST Your Name: Date:

Phone:

REQUIRED Date SIGNATURE: Needed: Pay to the Order of:

Address:

City, State, Zip: Phone:

(All information m ust be filled out accurately and completely)

S.G.A. Organization:

Budget Account # / %: OR Revenue Account # / %: (Indicate One) Subcode: Estimated Cost:

Transaction Description:(see reverse)

Please select from one of the following: SGA Use Only

? Send PO to the Vendor ? ? ? Processed On: / /

? Send PO back to Club (B156 Billings) ? ? ? Approved:

? Pick up PO at Purchasing Dept. (Main St.) ? ? ? Online Requisition #:

Please return to SGA Finance Office

ALLOW AT LEAST THREE BUSINESS DAYS FOR PURCHASE ORDER TO BE

READY!!

NO PURCHASE ORDERS WILL BE ACCEPTED AFTER THE FINANCE OFFICE CLOSES ON TUESDAY FOR A PO THAT IS NEEDED BY THE END OF THE

WEEK!!

• Most Vendors Accept Purchase Orders, which is a promise to pay from the University

• Most Commonly used form

• You must fill out the POR 4 BUSINESS DAYS in advance of when it is needed (not ASAP). If you need it Friday you must fill it out by MONDAY AFTERNOON!

• Purchases CANNOT be made until a purchase order requests have been filled with Purchase Order

• A copy of the POR will arrive in the club’s mailbox, this should be retained

• Licensing Program – Royalty Waver

Payment Approval Voucher

• It is used to pay individuals and bands• Individuals need - permanent address, SSN and residency status• Vendors need - Fed. Employer I.D.# (W-9 Form)• Don’t sign form for yourself!!!• Proper backup is needed

THE UNIVERSITY OF VERMONTPAYMENT APPROVAL VOUCHEROF

SGA CLUBS, PLEASE COMPLETE WHITE AREA ONLY TO BE COMPLETED BY ACCOUNTS PAYABLE ONLY

PAYEE VENDOR SS#

ADDRESS TRANS CODEPAYMENT PURPOSE:

ADDRESS 1099 CODE

CITY ENCLOSURE CODE

STATE - ZIP CODE SIGNATURE:

DATE PO # CLUB NAME:

ACCOUNT NO. & SUBCODE GROSS AMOUNTVOUCHER NO.INVOICE NO.INVOICE

DATEDUE DATE

GRAND TOTAL AUTHORIZED SIGNATURES

Petty Cash

• Used sparingly -responsibility placed on individuals

• Form is approved by the SGA Office, General Accounting and Cashiers’ Office

• Short term fund• MUST close out with

receipts/cash on time• One Petty Cash open only

Loan Request Form

• Loans can be made with the SGA Treasurers approval

• Detailed information on what the loan is to cover must be provided

• Unpaid loans can be paid from your Revenue account and budget account penalties may also occur

Student Government Association Loan Request Form *Please print clearly

Date : ____________________

Club Requesting Loan: _________ _________________________ President/Treasurer (Name):_____ __________________________ Date Loan Needed: ___________ __________________________ Amount: ____________________ __________________________ Purpose (Please include exact costs and breakdown): ______________________ __ _____________________________________________________________________________________________________ _______________________________________________ ______________ Repayment Method: ______________________ _______________ __________________________________________________________________________________________________________________________________ ________________________________

(Please obtain updated figures from SGA Finance Office) _________________________________ ____________________________ Organization Treasurer (signature) Organization President (signature) *Please fill out the form completely. Return it to the SGA Secretary and make a time to meet with the SGA Treasurer to discuss the loan. *Loan Request Forms must be returned at least 2 weeks before the loan is needed.

Budget Account #: _____________________ _________ Revenue Account #: _____________________________ Budget Account Balance: _________________________ Revenue Account Balance: ________________________

Deposit Slip

• Used to deposit cash and checks to club accounts

• ALL FUNDS RECEIVED MUST BE DEPOSITED

• Also used to return unused petty cash

-------------------------------------• NO account out of the

University system!

UNIVERSITY OF VERMONT DEPOSIT Student Government Association Budget/Revenue Account

Account # Subcode Date __________________

Organization Type Amount

Submitted by

____________________________

SGA Approval

___________________________

WHITE COPY – Cashier’s Office YELLOW COPY – SGA Financial Office PINK COPY – Organizatio n

Currency

Coins

Checks

Other

TOTAL

9 - ___ ___ ___ ___ ___ ___ ___ ___ ___

The Charge Card

• Can be used at the Bookstore, Print and Mail, and Sodexho

• Charges directly to club account

• Receives 40% discount on many bookstore items

• One time use only• Must be SGA approved

Transfer Request

• Transfers funds from one account to another within university

• Many uses – such as: paying down last years budget debts, collect funds from univ. departments, …

Supplemental and Gas Funding

• Supplemental and Gas Funding is one of the few ways to receive budget money post budgeting process

• It is administered by the Finance Committee• Submit Forms to the SGA Secretary and be

scheduled for a hearing with the Finance Committee

• Provide detailed break down of funds requested • Funds for multiple events could be combined on

one request

Supplemental Request FormHearing Date/Time:_______________________________(SGA USE ONLY) Date/Time Received by SGA ________________

STUDENT GOVERNMENT ASSOCIATION SUPPLEMENTAL FUNDING REQUEST FORM

If this form is not filled in legibly, it will NOT be accepted. You must sign up for a hearing when you submit this form. If you want to meet with the Finance Committee on Monday Night, you must submit this form to SGA by 4:00 PM the previous Thursday.

Organization:___________________________________Account #_____________Date: ____/_____/____ President:______________________________________________(Print) Phone:______________

Signature:______________________________________________

Treasurer:______________________________________________(Print) Phone:______________

Signature:______________________________________________ Advisor:_______________________________________________(Print) Phone:______________

Signature:______________________________________________

F.Y. 2001 -2002 S.G.A. Budget Allocation:_ ________________ Current Balance in Budget Account______________________

Current Balance in Revenue Account:_____________________(If applicable)

1. What is the reason for requesting supplemental funding?

____________________________________________ _____________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

2. Funds collected from other sources: (i.e. Funding Raising, Other Clubs, Donations.)

________________________________________________________________________ _________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________ ________________________________ _________________________________________________________________

* Supplemental Funding will not be granted to reimburse for an event that has already taken place. Exceptions will be made for events taking place while the Finance Committee is not in session, upon prior approval of the S.G.A. Treasurer. *If the amounts requested are not adequately documented, the Finance Committee reserves the right to table a request until sufficient information is submitted. *Food is not funded by the S.G.A. unl ess it is used specifically for a Speaker/Guest or for Concerts. CATEGORY BREAKDOWN: AMOUNT TOTAL

WAGES_ _________________________________________________________ ________________

_______________________________________________________ ___________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________ _____________

SUPPLIES ___________________________________ ____________________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________

__________________________________________________ ________________ ________________ _____________

CATEGORY BREAKDOWN: AMOUNT TOTAL

PUBLICITY_ ______________________________________________________ ________________

__________________________________________________________________ ________________

___________________________________ _______________________________ ________________

__________________________________________________________________ ________________ _____________ TELEPHONE _______________________________________________________ ________________

_________________________ _________________________________________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________ _____________ TRANSPORTATIO N _______________________________________________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________

_____________________ _____________________________________________ ________________ _____________ EVENTS/PROGRAMS ______________________________________________ ________________

__________________________________________________________________ ________________

_____________ _____________________________________________________ ________________

__________________________________________________________________ ________________ _____________ EQUIPMENT ______________________________________________________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________

__________________________________________________________________ ________________ ______ _______

SUMMARY OF REQUEST

CATEGORY AMOUNT REQUESTED

AMOUNT APPROVED (SGA USE ONLY)

WAGES SUPPLIES PUBLICITY TELEPHONE TRANSPORTATION EVENTS/PROGRAMS EQUIPMENT SUB-TOTAL LESS REVENUE

TOTAL

SGA APPROVAL

__________________ _____________________ ______ _________________________________________ ______

Robert Day , SGA Treasurer Date David Laman, Chair, Finance Committee Date

Gas Supplemental Form

• SGA does not budget for gas during budgeting process

• Estimate gas expense for each trip

Hearing Date/Time:_______________________________(SGA USE ONLY) Date/Time Received by SGA ________________

Gas Supplemental Request Form

Organization:___________________________________Account #_____________Date: ____/_____/____ President:______________________________________________(Print) Phone:______________

Signature:______________________________________________ Treasurer:______________________________________________(Print) Phone:______________

Signature:______________________________________________ Advisor:_______________________________________________(Print) Phone:______________

Signature:______________________________________________

Club’s Revenue Account $___________________

Why are you requesting money for gas?

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_____________________________________________ ____________________________________________________

_________________________________________________________________________________________________ Have you already requested funding for gas this semester? YES NO

Requests

~_________________________________________________ $_________________________

__________________________________________________

~_________________________________________________ $_________________________

__________________________________________________

~_________________________________________________ $_________________________

__________________________________________________

Total Request $_________________________

Total Approved by Finance Committee $ __________________________

______________________________ ______ ____________________________________ ______

Robert Day, SGA Treasurer Date David Laman, Chair, Finance Committee Date

Capital Project Proposal

STUDENT GOVERNMENT ASSOCIATION

CAPITAL PROJECTS PROPOSAL Organization:_________________________ Date:___________ Project Name:_________________________

Proposal Analysis

Backround/Research:

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

Benefit of Proposed Allocation:

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

Recommendation: As Finance Committee and Treasurer we are charged with making a recommendation

to the Senate based on the knowledge of the project and any information we may have that can help in

making such long term decisions. Our judgement is as follows:

SGA APPROVAL

____________________________________ ____________ Robert Day, Treasurer Date

___________________________________ ________ ______________ David Laman, Date Chair, Finance Committee

For Information Contact: Robert Day, SGA Treasurer David Laman, Chair, Finance Committee B156 Billings Student Center Student Government Association 656-7734

•Special Funds available for tangible items durable for more then five years

•Form must be submitted to the Finance Committee but the Treasurer can be contacted for more information

Closing Notes

• Debt Situation• $75 fundraising rule• New personal funding policy• Clubs Updated Contact Sheet• Frozen Accounts• Mail Box• Club Sports Coordinator• Thank you for attending!

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