Treasurer Training

AgendaAccount and Budget StatementsRequest for PurchaseTax Exemption StatusOrganizational TravelFundingFundraisingStudent Budget CommitteeCoca ColaHandling/Depositing CashBudgetingFinancial Consultation

Monthly Account StatementCurrent Balance, Organization vs. SBC Funds

Status of a Payment / Transaction Details

Reading Your SBC Budget StatementFunds AwardedEntire eventSpecific line itemsBudget Line ItemsSBC RationaleBudget CapsTransactions

Budget Statements

Request For Purchase Form (RFP)Used to request payments for all expenditures by your organization. Highly recommend you fill it out online! ReimbursementsInvoicesContracted ServicesMileageTransfers to Other University Accounts

Service ProvidersALL 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

RFPMust be signed by advisor if amount is over $50ORIGINAL documentation must be paper-clipped to the RFPReceipts, invoices, etc.Copies of documentation not acceptedAll bills must be paid within 30 days

RFPIf 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 ExemptionsYOU WILL NOT BE REIMBURSED FOR STATE TAXES!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 CardHotel, 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 RFPCannot be done same day. The RFP must go through the approval process.

Travel RegistrationWhen traveling, you represent the UniversityTravel registration is required for all trips outside the city limits of Bowling GreenMust be submitted 2 weeks in advance for reviewTravel Registration needs to be completed and approved before any related bills can be paid by OCA!

FundraisingBG-1 CardCard readers available for checkoutAccepts both credit/debit and BG-1 cards

E-StoreOnline service that allows organizations to sell goods and servicesAll funds will be directly transferred to the organizations account

Student Budget Committee (SBC) FundingAnnual Funding HearingsOccur in FebruaryApply for year-long SBC allocation

Spot Funding HearingsApply for funding for a specific event or need of the organizationFirst monthly hearing is in September- apply earlySpot 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/ProductComplete a Coca-Cola Marketing Funds & Product Request Form. Turn the form in to the Office of Campus Activities. The request will be reviewed by SBC at their next hearing.The Office of Campus Activities will notify your organization of their decision.

Handling CashCash Handling TipsFor 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 organizations account at the Bursars Office.

Depositing FundsFunds can be deposited at the Bursars 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 Wendys. 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.

BudgetingIdentify all expenses for the academic year (July 1st to June 30th)Review transactions and budgets from prior yearsTalk to the people planning the eventGet estimates from service providers / vendorsIdentify possible revenuesMembership duesFundraisersTicket SalesDecide which type of funding you will use for which activitiesPrioritize events and needs

BudgetingCalculate projected year-end balanceRevenues minus expensesThe total should not be negativeAdjust budget throughout the year if necessaryMay think of ways to increase revenues and/or decrease expensesBudget template is available online

Sample Budget

DateActivity Budgeted Actual transactions Org. FundsSBC FundsOrg. FundsSBC FundsRemaining Balances:$462.87$0.00$774.43$21.737/1/2009Starting Balance+$362.87+$362.877/1/2009Student Budget Committee Allocation+$600.00+$600.008/23/2009Fall Retreat-$300.00-$200.00-$289.00-$178.27 9/8/2009Campus Fest-$50.00-$100.00-$39.00-$100.00 Thanksgiving Fundraiser+$100.00+$110.00 12/12/2009Banquet-$650.00-$300.00-$430.00-$300.00 2/20/2010President's Day Fundraiser+$1,000.00+$1,059.56

Financial ConsultationsYou will meet with your Financial Consultant once a monthMeetings provide an opportunity to reconcile your University account, ask questions, and learn about funding optionsMeetings help to ensure funds are being used appropriately

Financial Consultation EvaluationCompleted after each monthly meeting to track your organizations financial management success and identify areas for improvementThe score you receive will affect future SBC funding

Your first monthly consultation needs to be in September!

Getting Started!Review the Student Organization Treasurers Manual.

Meet with your group advisor and organizations 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 budgetSchedule 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 InfoPJ Wolf: Groups A - Cpjwolf@bgsu.eduMatt Garrison: Groups D - Kgarrism@bgsu.eduJacob Cramer: Groups L - Rcjacob@bgsu.eduAmber Soldenwagner: Groups S - Zasolden@bgsu.edu

**