StudOrgs Finance Workshop

Check Request for Vendor  Agenda of the StudOrg meeting indicating discussion or expenditure  Approved minutes of the StudOrg meeting indicating the membership approval of expenditure with exact amount of expense and to which vendor  ACTION ITEM: Allocation of $### from Club Account 2300.## for the purchase of ITEM for the NAME OF EVENT to be paid to NAME OF BUSINESS  Get 3 quotes including purchasing vendor  Fill out the Purchase Requisition Form (with signatures and information descriptionPurchase Requisition Form  Completed PRFs take about 2 weeks from submission to the Office of Student Life

Check Requests to Reimburse  Agenda of the StudOrg meeting indicating discussion or expenditure  Approved minutes of the StudOrg meeting indicating the membership approval of expenditure with exact amount of expense and to who the funds are given to  ACTION ITEM: Allocation of $### from Club Account 2300.## for the purchase of ITEM for the NAME OF EVENT to be reimbursed to NAME OF MEMBER.  Receipt of the expenditure (3 quotes, if over $100)  Fill out the Purchase Requisition Form (with signatures and information descriptionPurchase Requisition Form  Completed PRFs take about 2 weeks from submission to the Office of Student Life

Fundraiser: Games of Chance  Penal Code: NO GAMES OF CHANCE!  319  Lottery: The elements of an illegal lottery are consideration, prize, and chance  320  Any person who contrives, prepares, sets up, proposes or draws any lottery is guilty of a misdemeanor   Establishes that CA public schools are not eligible to participate in lotteries or games of chance  A Game of Skill can be done (on approval)

Fundraiser: Food  Agenda of the StudOrg meeting indicating discussion of fundraiser  Approved minutes of the StudOrg meeting indicating the membership approval of expenditure with exact amount of expense and to who the funds are given to  Receipt of the expenditure  Fill out the Request for Fundraiser with Food formRequest for Fundraiser with Food  Details about the items sold  Pre-made/packaged items are best  Items cannot be the same as sold in the Cafeteria  Fresh Fruits and Veggies, Meat, and Dairy are considered on special occasions  Receive confirmation for Fundraiser with Food within 3-5 instructional days  Complete the Purchase Requisition Form for reimbursementPurchase Requisition Form  Complete Space Reservations and Equipment Forms as neededSpace Reservations and Equipment Forms  Deposit Collected funds into Club Account within 48 hours of event

Fundraiser: In-kind Donations Fundraisers not involving monetary commitments  Agenda of the StudOrg meeting indicating discussion of donation and the use of the donation  Approved minutes of the StudOrg meeting indicating the membership approval of the use of the donation  Request in-kind donations from Business  Complete the BC StudOrg In-Kind Donation FormBC StudOrg In-Kind Donation Form  Donor and Advisor must sign the form  Submit to the Office of Student Life with supporting documents within 48 hours and BEFORE item is used or given away

Prizes  Agenda of the StudOrg meeting indicating discussion of event and how the prizes will be given away  Approved minutes of the StudOrg meeting indicating the membership approval of the use of prizes  Whether the item is bought or donated, each student receiving a prize must complete the Student Prize Receipt Form Student Prize Receipt Form  Completed forms must be submitted to the Office of Student Life within 48 hours with supporting documents

Fundraiser: Solicitation Fundraisers involving monetary commitments  “Gifts”  No "gift of public funds," no funding for gifts either (i.e. for food, clothing, awards, etc.)  Can be expended only if a direct and substantial public purpose is served by the expenditure an private individuals are benefitted only incidentally to the promotion of the public purpose  Set up meeting to Speak with Director of Student Life  Follow Guidelines for Solicitation of Sponsors handout (currently in draft state)  Must get approval from BC Foundation Office

StudOrg Scholarships  Agenda of the StudOrg meeting indicating discussion of scholarships and how the scholarships will be given away  Approval of Scholarship Committee Members, Grading Rubric, Amount(s), and Application with regulations and conditions  Approved minutes of the StudOrg meeting indicating the membership approval of the use of funds for Scholarships  ACTION ITEM: Allocation of $### from Club Account 2300.## for the purpose of SCHOLARSHIP NAME to be determined by Scholarship Committee  Set up meeting to speak with Director of Student Life  Note: StudOrg Scholarships may affect student’s financial aid from BC

StudOrg Travel  Agenda of the StudOrg meeting indicating discussion of travel and what funds will be used  Approved minutes of the StudOrg meeting indicating the membership approval of the travel and the use of funds for travel  All Travel Forms and supplemental material are to be completed, signed by respective staff/students/advisor, and submitted to the Office of Student Life by the StudOrg Advisor for additional approvals for student trips at least 14 instructional days prior to the start day of travel.  Claim for Absence/Travel Reimbursement Completed form is to be submitted by StudOrg Advisor for their individual school travel expenses. Claim for Absence/Travel Reimbursement  Student Travel Authorization To be completed by the StudOrg Advisor traveling with students on all approved school trips. Student Travel Authorization  Form A: Student Election of Private Transportation All students traveling on approved school trips must indicate their emergency contact information. Form A: Student Election of Private Transportation  Form B - Guardian Student Consent To be filled out for any student under the age of 18 traveling on approved school trips. Form B - Guardian Student Consent  Form C - Request for Student Trip Completed form is to be submitted by the StudOrg Advisor for all students traveling on approved school trips. Form C - Request for Student Trip  Agreement for Use of Auto on School Business To be submitted for any student/employee driving on school business and approved student trips. Agreement for Use of Auto on School Business  Supplemental Travel Guidelines and Travel Form Instructions for Campus Business Office This download is intended to supplement the District’s Travel Policies and Procedures contained in Board Policy Manual section 3C in order to assist staff in fully completing the documentation required for employee travel on behalf of the College/District. Supplemental Travel GuidelinesTravel Form Instructions for Campus Business Office

Volunteers/Guest Speakers  Agenda of the StudOrg meeting indicating discussion of volunteer and event  Approved minutes of the StudOrg meeting indicating the membership approval of the volunteer and event  Volunteer Service Agreement This form is to be filled out by the individual who is coming onto campus for a voluntary purpose. Volunteer Service Agreement  Consent Form General Release and Waiver of Liability This form acknowledges that the signer's participation in said event may involve potential risk to the undersigned, and the undersigned assumes any and all such risks. Consent Form General Release and Waiver of Liability

Paid Speakers  Agenda of the StudOrg meeting indicating discussion of speaker, fund allocation, and event  Approved minutes of the StudOrg meeting indicating the membership approval of the speaker, fund allocation, and event  Independent Contractor Agreement (ICA) and Independent Contractor Checklist Service Agreement and Checklist with Bakersfield College and the Vendor/Act. Independent Contractor Agreement (ICA) Independent Contractor Checklist  Consent Form General Release and Waiver of Liability This form acknowledges that the signer's participation in said event may involve potential risk to the undersigned, and the undersigned assumes any and all such risks. Consent Form General Release and Waiver of Liability  IRS W-9 Form This IRS form is to be filled out by anyone who KCCD will be paying for any services rendered. IRS W-9 Form

Event with Food  Agenda of the StudOrg meeting indicating discussion of food, fund allocation, and event  Approved minutes of the StudOrg meeting indicating the membership approval of the food, fund allocation, and event  BC Food Services Catering Request When needing on-campus catering for events/meeting done by BC Food Services. BC Food Services Catering Request  Student Food Check-in Guest List Form For all food requests, a list of attendees must be provided when submitting your invoice for payment. The list of attendees should match the number of guests you requested food for your requested event. Student Food Check-in Guest List Form

Event  Agenda of the StudOrg meeting indicating discussion of fund allocation and event  Approved minutes of the StudOrg meeting indicating the membership approval of the fund allocation and event  Complete Space Reservations and Equipment Forms as neededSpace Reservations and Equipment Forms

Annual Budget for Registration  Starting in FY17, at the time of StudOrg Registration, all StudOrgs will need to submit a projected budget for the full academic year with revenues, expenditures, and events/travel  Current Budget sheet from Business Services  Completed Templated budget  Agenda of the StudOrg meeting indicating discussion of fiscal budget  Approved minutes of the StudOrg meeting indicating the membership approval of the fiscal budget

Let’s Make Your Own Budget  Revenues  Rollover  Fundraisers  Donations  Expenditures  Supplies  Events  Info. Booths  T-Shirts  Travel, etc.  SOF Grants  Guidance for SGA  Rules/ Regulations  Operations  Programs  Fundraisers  Travel  Events  Date  Items  Speakers  Equipment  Publicity  Travel  Date  Where  Transportation  Registration  Hotel  Advisor travel

Finance Questions