UMass Lowell Student Affairs & University Events ProCard / Treasurers Training Session to certify procurement card designees and educate new eboard members on business activities. (rev )

Training Requirements – Realities of Student Club Growth  Number of Clubs and events have increased significantly in the last 3 years.  Revenue / Expense Activity Growth: $500,000 + cash flows each fiscal year.  Student Programming:  National Competitions & Conferences.  Corporate & Private Donations Increases.  Student Club organized large scale on-campus events.  Many student organizations are now operating like “non- profits”, or business entities.  Structure is needed to prevent mishandling of funds, and conform to university accounting / business standards.  UML faculty & staff must go through training.

University of Massachusetts Campus System – Government Entity  Obligations of State Employees & State Funds to Standards, Law & Policy.  UMASS Board of Trustees & President’s Office  Massachusetts Ethics Commission, Comptroller & Office of Inspector General.  Funds utilized come from various public / private sources  Taxes (Massachusetts Residents)  Student Tuition / Fees  Individual & Corporate Donors  Other Legislative Branch Support  State / Federal Grants

ProCard Training  Guidebook Review  Ask Questions at Anytime.  Bring Up Club Activities to Use as Examples.

Event Requests: Aramark Orders / Space Planning  Space Request: Collegiate Link, Club Webpage > Event Request, “Request Event”.  All Space Requests Must Be Entered Into Collegiate Link.  All Events Must Be Requested in Collegiate Link.  Catering & Food  Speak to you program advisor and request the event in collegiate link.  Collegiate Link – Space Coordinator 

Travel (domestic / international notes)  Notices: Notify and discuss with club advisor and/or academic advisor. (CRITICALLY IMPORTANT)  Greater Lowell/Boston Area: None needed (unless you want to be reimbursed).  New England: 1-2 month notice.  Domestic (outside New England): 2-3 months notice.  International: 3-4 months notice.  Travel Expenses: All travel is sourced and booked by a business manager in-house.  A meeting with a business manager is required & Program / Academic Advisor is Required (in most situations).  A “Travel Authorization Form” and “Liability Waiver” is required to be completed by all student travelers.

Reimbursements (supplies / travel)  Supplies Reimbursements  Acceptable: operating expenses for specific club events (food, decorations, utensils).  Acceptable: Tools, parts & supplies related to club building competitions.  Non-acceptable: donations, IT equipment, event tickets, non specific events and one off items that serve no specific purpose.  Requirements: all receipts are needed, the event must have been requested in Collegiate Link, a club treasure or president must approve the charge.  There has to be a direct purpose & reason for the expense.  Engineering & Science Clubs: An academic advisor (professor) will sign off on the expense for tools, parts & building supplies.

Reimbursements (supplies / travel)  Travel Reimbursements  Students can be reimbursed for gas / per diem meals and incidental ground transportation charges.  Requirements: All receipts, formal request of the travel, some documented evidence that a student attended the conference, event et cetera. A completed travel authorization form.  All travel is organized and purchased through the office and a business manager / advisor should know about travel activities.  The office will not reimburse for hotel, airline and/or rental charges. These expenses are done through the office.  In the event an academic department pays for and plans student club travel, follow the same rules.  All travel reimbursements have to have a reason & purpose.

Revenues & Other Sources of Funding  Sale of Goods on Campus: Cash box will be provided if needed (please business manager).  Bring all funds (cash / check) to University Crossing, Suite #220 to be deposited.  Business Office can create an online payment portal for credit card payments for apparel, travel payments & event ticket sales. (Please Give Business Manager Advanced Notice).  Co-sponsorships with other clubs, academic / administrative departments are encouraged.  Budget Sheet Note: (templates)

Business Management Side  Keith & Ruben will do the hard work and heavy lifting.  The Business Office only asks students to do a few simple things.  Return receipts and proceeds on time.  Complete performance agreements, liability waivers, travel authorizations and donations forms when needed.  Deposit revenue at University Crossing.  Submit Club Budget Request.  Two Most Pieces of Advice  Don’t Wait Until the Last Minute (notification).  a Business Manager with the details of your needs (communication).

Finding Information  uml.edu/clubs: Collegiate Link > campus tabs  ProCard User Guide  Student Club Handbook  Liability Waivers and Authorizations forms  Marketing / Apparel Request Form  Who is my program advisors? Advisors are listed on your club’s webpage in the ‘Roster’ section.  (Program coordinator)  (Program coordinator)  (Space Planner / Event coordinator)  (grad fellow)  (978)  (978)