Creating a Fall/Spring Expense Report

What you will need  Excel document (transactions)  All original receipts  Blank paper  Tape  Pen  ~20 minutes  Maybe a check written to PHPSG

Due Date/Expense Report TBD by PHPSG Treasurer  Fall Semester: Monday, December 1 st, 2014  Spring Semester: Monday, May 4 th, 2015 What makes up an expense report? 1. Report Sheet with transactions 2. All original receipts 3. PHPSG refund check (If applicable)

Step 1  Make sure sufficient funds have been spent  Example: If your class/organization was given $354 for the semester, you must spend at least $354 dollars  You do not need to provide evidence of expenditures beyond what was dispersed  Working off of the example from above, if your class/organization spent $ this semester, you only need to show proof of $354 of those expenses

Step 2 Fill out the Report Sheet Find in CUinvolved PHPSG Documents Treasurer - EndofSemester_Report_Template.xlsx Please note I have set up the sheet with a running total so you just need to enter your transactions This is what you are going to print for part 1 of your expense report = The Report Sheet You can print directly from Excel PRINT 2 Copies Write a check to PHPSG if you did not spend all allocated funds and attach to the report.

Treasurer - EndofSemester_Report_Template.xlsx looks like this:

What your expense report should look like … If you are in the red (spent more than you received) you do not need to return any funds to PHPSG. If you have a positive amount (didn't spend all of the funds), write a check to PHPSG and attach with this report.

Step 3 All original receipts need to be taped to a piece of blank computer paper If other transactions are on the same receipt, please circle the amount that is being reported as an expense, please do not highlight Use only one side of the blank sheet of paper This is part 2 of your expense report Please make a copy of this page as well

Step 4 – Misc  Use a paper clip to combine pages, please do not staple  You do not need to number your pages, just number each receipt to correspond with your excel transaction spreadsheet  Be sure you put your organization name on your report sheet  When you are all finished you should have two fall/spring reports that are identical (one original, one copy) – please turn in both  Turn in a check with the report if you have not spent all funds allocated for the semester.

Step 5  Turn it in to the PHPSG Treasurer  McKenzie Wiese  In my hand  OASA office  My secure mailbox in Boyne

What about if you are graduating?  THIS IS APPLICABLE FOR PHARMACY, OT, AND PT GRADUATING CLASSES  Due to not being on campus your whole last year, you only need to complete an annual report instead of a Fall and Spring end of semester report.  In addition to the $7 per student per semester disbursement, you will also receive a $10 per student stipend during the Spring semester.  This stipend is to be spent just like any other CSU dollar (on students only, non- assets, non-alcoholic drinks, etc.)  Graduating classes will have to have their funds completely spent by the time graduation festivities are complete in May.  They will need to turn in their annual report by the Monday after graduation.  They will also need to close the class account… See next slide

What about if you are graduating?... Cont.  Closing your class account  You need two people on the account to do this.  Go to Creighton Federal Credit Union on the second floor of the Skutt Student Union  Ask to close your account  Transfer all non-spent CSU funds back into PHPSG’s account  Transfer all other non-CSU funds (fundraisers, dues, etc.) into any other class or organization’s account  Notify Shawn Cook and current PHPSG treasurer that the class has closed their account.