student involvement STUDENT ORGANIZATION FINANCIAL FUNDAMENTALS Gregg Jablonski Asst. Director – NE Unions Manager of Student Organization Financial Services (SOFS)

student involvement YOUR ORGANIZATION IS HAVING A: DANCE, RODEO, CARNIVAL, CONCERT, BANQUET, PARTY, SPEAKER

student involvement Go to STUDENT INVOLVEMENT For Event Planning Registration (EPR) ROOM 200 NEBRASKA UNION ROOM 300 EAST CAMPUS UNION

student involvement DO YOU…..  Have a friend DJ free of charge  Must get zero-dollar contract  Hire Jim’s DJ Service for $750  Must sign a contract and get a W-9 for 1099 Tax Purposes

student involvement FLYERS  Get cost object number from SOFS to be charged internally  Make copies at UNL COPY CENTER  Guidelines on where flyers (table tents) can be distributed from STUDENT INVOLVEMENT Nebraska Union

student involvement ADVERTISING  Daily Nebraskan Ads can be billed internally  Just need your SOFS 4-digit number  Contact DAILY NEBRASKAN Room 20 Nebraska Union

student involvement POSTAGE  Bulk Mailing  Need SOFS Zip Code – 0455  Contact MAIL & DISTRIBUTION SERVICES 1100 N. 17 TH St

student involvement  Do you need tents?  Tables?  Trash Receptacles?  Electrical Service?  Sprinkler system turned off? Contact LANDSCAPE SERVICES 1901 Y St IS THIS EVENT OUTSIDE?

student involvement NOISE VARIANCE  Is your event outside after 10 PM?  If so, do you have $50 for a noise variance?  14 day advance notice preferred  Contact LINCOLN-LANCASTER COUNTY HEALTH DEPT 3140 N ST

student involvement ATTENDANCE  How large is the anticipated crowd?  Are non-UNL students invited?  What about security?  Contact CAMPUS POLICE 300 N. 17 TH ST

student involvement RISK  Is there added risk?  Do you need liability insurance?  Contact UNL RISK MANAGEMENT 501 Bldg. Rm

student involvement PURCHASING FOOD?  Using UNIVERSITY DINING SERVICES (UDS)  No problem!  Making your own?  Contact ENVIRONMENTAL HEALTH & SAFETY  Prepackaged food is OK

student involvement SELLING FOOD? TAXABLE  Prepared foods  If served with utensils  Fountain drinks NON-TAXABLE  Room temperature or cooler  Not with utensils  Bake sales

student involvement HAVING DRINKS?  PEPSI?  Must have 10 business days advance approval  ALCOHOL?  75% of people must be over age 21  Need Vice Chancellor approvals & police enforcement

student involvement DECORATIONS  Request an advance check  Have member purchase, keep all receipts, and fill out payment request voucher  Contact SOFS 222 Nebraska Union East Union

student involvement T-SHIRTS TAXABLE  Selling for a profit  Do not pay tax to vendor NON-TAXABLE  Selling at face value  Pay tax to t-shirt vendor

student involvement PARKING  Do you need a hooded meter for your event?  Do you want to reserve a parking lot?  Contact PARKING & TRANSIT SERVICES Stadium Drive Parking Garage Ste. A

student involvement TRANSPORTATION  Do you have to rent a vehicle for your event?  If so, then will you also need Field Trip Insurance?  Contact TRANSPORTATION SERVICES 1931 N. 14 TH ST

student involvement ADMISSIONS TAXABLE  Required admission fee  Suggested donation amount NON-TAXABLE  Free will donation  Will you need a cash box?

student involvement RAFFLES  Raffle tickets are non-taxable transaction  Must keep extra raffle tickets and winner tickets  Get copy of Raffle Rules & Procedures

student involvement GROUP TRAVEL  Can get an advance check for hotel fees, conference registration, and flights  Must have list of all members going, their NU IDs, and emergency contacts for Field Trip Insurance  Turn in 48 hours in advance of departure

student involvement FACULTY MEMBERS  Payments for services must go through UNL payroll office  Reimbursements can be processed as normal

student involvement MONEY MADE  All money must be deposited immediately into your RSO’s SOFS account  DO NOT use the money collected to pay for expenses  Deposit all money first, then request reimbursements

student involvement SALES TAX  DON’T SHOOT THE MESSENGER!  See Sales Tax handout

student involvement N-Card Use  Membership Dues can be paid using a student’s N-Card  Available at both City & East Campus SOFS  Must have 4-Digit SOFS number to make transaction

student involvement UNL By-Law  All student organizations are prohibited from opening an outside account on behalf of an organization.  RSO may be funded by affiliated outside entity.  RSO may be funded by a University Department.

student involvement Student Org. Need to Knows  Your four-digit student organization number is your student organization’s financial identity within SOFS and the university.  Budget Year = Fiscal Year 7/1/09 – 6/30/10

student involvement SOFS PROCEDURES  Account Balance Confirmation must be returned to stay in compliance  s are OK in place of a signature of approval  Training sessions are available upon request

student involvement Treasurer Responsibilities  Keep all financial records of the organization  Pay organization bills  Collect organization dues  Prepare and submit financial reports to the members

student involvement Treasurer Responsibilities Cont.  Prepare an annual budget  Be familiar with SOFS procedures and policies  Advise members on financial matters (i.e., vendors, ticket selling procedures)

student involvement Key Considerations  Cash/funds handling  Timely deposits  Documentation of Disbursements  Disbursement approvals  Review Your Monthly Statements  Advisor involvement - keep them informed

student involvement Critical Control Point  Two signatures are required for all Payment Request Vouchers – the treasurer or president and the advisor

student involvement If You Suspect Dishonesty In Your Organization  Any suspected financial irregularities or shortages should be reported to SOFS management, Operations Analysis, and/or University Police immediately.  Do not delay reporting as delays make investigating the suspected irregularity or shortage more difficult.  Do not confront the individual you suspect; leave this for the professionals at the appropriate time in the investigation.

student involvement LOCATIONS  City Campus SOFS 222 Nebraska UNION  East Campus SOFS 314 East Campus Union

student involvement Questions and Answers