Annual IRA Budget Workshop and Information Session Thursday January 19, 2017

Presentation Outline Annual Budget Process & Timeline IRA Budget Request Form IRA Fee Revenue New Forms Cash Handling Questions

Annual Budget Process Each IRA group prepares an annual budget request The budget request is submitted to ASI Financial Services by the due date: March 10, 2017 ASI Financial Services compiles the annual budget request submissions and prepares budget spreadsheets for the Committee The annual budget requests are reviewed and discussed by the IRA Advisory Committee The annual budget allocations are recommended by the Committee to the campus CFO and president for final approval Upon Approval, IRA groups will be notified by ASI Financial Services of their approved allocations (July – August) A budget relined is required if the approved allocation is different than the amount requested.

IRA Budget Request Packet (i.e. Foundation or club accounts) IRA Budget Request Form A. Total income B. Total expenses C. Requested Amount All Budget requests must be typed and fully completed Full disclosure of all other funding sources (i.e. Foundation or club accounts)

Line Item Explanation Form Make sure to include your calculations and assumptions for each line item. Please attach quotes, flyers and price quotes to all expense line items.

Responses to Questionnaire

IRA Fee Revenue *IRA fee per student does not change from year to year Total IRA fee revenue = Enrollment headcount X fee per student * *IRA fee per student does not change from year to year Factors that can that can affect your IRA budget allocation Projected enrollment Possible addition of new IRA groups Anticipated increases in funding request for existing groups

New Forms

Collecting Cash Complete the ASI Deposit Form , which includes the itemization of checks and currency

Record the Cash An official receipt shall be recorded for each transaction using a pre-numbered book or daily cash receipt

Purchase Orders A purchase order is used to set money aside in your account for a purchase. For purchases which cost $5,000 or more a purchase order is required A purchase order is required for all on campus purchases: Kellogg West, Subway, Round Table, BSC and BRIC Room Rental, etc. It is your responsibility to fill out a purchase order request. Purchase order does not equal payment! You must submit a DR for payment with the invoice. Include the Purchase Order Number. (changes pending)

New DR Form found on our ASI Financial Services Website: http://asi Please use the new form

Disbursement Requests Disbursement requests are processed every week. Turn in by Monday at 10 am. Check will be available on Thursday after 2 pm the same week. Attach original receipts with proof of payment for credit and debit cards. (Copy of statements showing individual name and the last 4 digits of the account number) Tape receipts to an 8 ½ by 11 sheet of paper. Provide the preparer’s contact information.

Travel Travel Authorization, Estimated Expenses and Release of Liability must be turned in to Financial Services for each individual at least 10 business days before travel. Advisor signature required (a Universal Signature will not be accepted. Attach an agenda or flyer for the conference. TA# will be assigned. DR should refer to this TA#. Turn in the Travel Expense claim form within 10 days of your return, even if no reimbursement is due the traveler. Must be submitted with DR and original receipts. Unspent cash advances must be returned within 10 business days of your return. ( it also applies to general cash advances also known as petty cash)

Training Manual is available online http://asi.cpp.edu/services/financial-services/

Contacts Contacts Extension 2474 lmrotunni@cpp.edu Extension 3627 Lisa Rotunni Executive Director Institutional Research & Academic Resources IRA Co-Chair Extension 2474 lmrotunni@cpp.edu Karen Tu ASI Treasurer Extension 3627 asitreasurer@cpp.edu Carol Lee ASI Director of Financial Services Extension 2942 cllee@cpp.edu Ivonne Cabezas Associate Director of Revenue Extension 6859 imcabezas@cpp.edu

Questions. Websites: www. cpp. edu/~cppira http://asi. cpp Questions? Websites: www.cpp.edu/~cppira http://asi.cpp.edu/services/financial-services/ email: asifs@cpp.edu