New Treasurer Information 3/29/16 Kelli Benson

Treasurer Duties Collect and manage any funds as appropriate Switch bank account information and access to reflect new officers by filling out Secretary’s Certificate (can be found on Cuinvolved in Documents --> Treasurer Information) and submitting to Creighton Federal. Make sure you are a member of Pharmacy and Health Professions Student Government on CUinvolved Keep and maintain accurate records Treasurer shall submit required reports and receipts to PHPSG Treasurer in a timely manner, not to surpass the end of the semester. For treasurers of first year classes and new organizations: Set up the checking account at Creighton Federal, and be the primary signature on the account. (Must have two signatures to write checks or make a withdrawal.) Set up online banking access at Creighton Federal

Disbursement Spending Rules No alcohol No assets (something that cannot be used up in less than one year) Exception to the asset rule: 10% of total disbursement may be spent on t-shirts No gift certificates No donations to any organization inside or outside the university (i.e. university departments, charitable organizations, scholarships) Funds must only be used on students More detailed spending rules can be found in the officer handbook on CUinvolved

Creating a Fall/Spring End of Semester Expense Report What you will need: Excel document (transactions) All original receipts Blank paper Tape Pen ~20 minutes Maybe a check written to PHPSG

Spring 2016 Semester Report Due: Thursday, April 28th 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 $521.72 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 Information - EndofSemester_Report_Template.xlsx Please note the sheet is set up 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 these pages 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 Brittany Tierney In my hand OASA office My secure mailbox # in Boyne

What 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 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.