Treasurer Training 2012 Jillian Schwiep April Jenkins Ben Lamb (Event policy/Pcards) Abby Bienkowski (Pcards)

Outline Budgets Rules for Allocated Money New Transportation Rules The Allocation Process What you can do with your money Accounts Payable/Vouchers Common Problems Pcards (Abby/Ben) Journal Entry Cash Deposit Form Peoplesoft Requesting Additional Funding Cosponsorship Evaluation Audits Ways to find out information

Budgets 9/15/12 11:59pm Deadline for groups to submit budgets Broken Down Costs of what you need (i.e. Trip vs lodging, transportation, entry fees, etc) The less specific you are, the less likely you are to get money for that portion of your budget Know the most important things on your budget

Non Subgroup Budget ExpenseCostNotes Gas251,940.17*2 cars*741 miles Room3602 nights at the youth hostel in Montreal (9 people) Total611,94 Budget for an org attending a conference

Subgroup Budget

Rules for Allocated Money No Food or drink unless for an all-campus event No Alcohol, Sex, Tobacco, or things prohibited by law. No Personal Items – all items must stay with the group Hotel Lodging is refunded at $20/Person/Night All equipment or materials purchased are CC property No direct donations to charity All events must be free to attend and open to the entire campus No transferring into off-campus or non-Williams accounts No funding activities normally funded by the College like salaries of instructors or students (these requests must go through payroll). Funding will be allowed as stipends to students or others whose expertise is necessary like a lecturer, trainer, or sound engineer.

New Transportation Rules Personal Cars: No change to current policy (17 cents/mile/car) except CC will reimburse for tolls at $7.50 a car per trip with receipts. College Cars: 50 cents per mile per vehicle (7 or fewer seats) and 56 cents per mile per vehicle (11 or more). Tolls will be covered like personal cars. Enterprise*: Once there is proof you tried to use Personal Cars and College Cars, we will fund 17 cents per mile per vehicle and $20 for the renting fee per day. CC will fund no more than 2 rental cars at a time and will not exceed 3 days for reimbursement. Tolls will be covered like in Personal Cars Zipcar: Once there is proof you were unable to use personal cars, college cars, and enterprise due to feasibility or availibity, we will reimburse 80% of the hourly rate for fewer than 8 hours. To use a zip car for more than 8 hours, you must go through an appeal process with the CC treasurer. Once this occurs, CC will refund 100% of the cost for the first 180 miles for a day’s usage. CC will reimburse no more than 2 rental cars, and no more than one days worth, and will refund tolls. Other Rental cars: 17 cents per mile per car, if shown that you tried to use the services in 1-4. Tolls will be included. Buses: With more than 20 students attending, CC will fund $20 per person per bus for one day. The reimbursement will not exceed two days over the academic year. After these two days, 17 cents/ mile/ bus. Tolls will be included.

The Allocation Process Process for Subgroups – Subgroups: Activism, Arts, AT1, AT2, Campus Services, Music, Publications, Spiritualism (You are not competing for money amongst groups). – Each student organization in a specific subgroup meets with two members of the financial committee to explain their financial needs (9/18/12-9/23/12 ) – Each pair assesses your needs separately but in the context of your subgroup. – They present to the finance committee (9/24/12-9/28/12 ) their recommendation and the committee and we finalize our recommendations. – I present Finance Committee’s recommendations to CC (9/28/12 ) – By 10/3/12, the first CC Meeting, you will have your allocations How we assess (per CC Bylaws) – How funding benefits all students of the college – Number of participants in or contributors to the activity – Unrepresented niche – Student demand – All is balanced against constraints of the budget SAT = $95/person/semester

What you can do with your money How you can access your money – Vouchers – Pcards Use your Dept ID (list will be on CC Website under the funding tab)

Accounts Payable/Vouchers Vouchers: When you front the cost of something and you need reimbursement (gas, invoices etc) OR to get a check for a payment you’re about to make Timeline Voucher to my CC mailbox in SARC by Sunday Checks are cut on Wednesday For faster receipt of reimbursement funds, fill out the direct deposit form and send it to the Controller’s Office prior to requesting reimbursement You get your reimbursement by Friday Fill out the voucher – Payment Method= check – Special Handling= Enclosure – Account Number= the listing (on CC website or Campus Life) – Fund is always 400 for student organizations – Dept ID – no acronyms – Don’t forget to sign the voucher!

SIGN HERE

Vouchers Continued If you have a receipt with multiple purchases, write each individual purchase on the voucher Only one Invoice per voucher Transportation Reimbursement – List of Students who traveled – Print out of GoogleMaps with mileage – Number of Cars I will reimburse 100% for zipcar ONLY if it has been approved prior to the trip date. I will reimburse rental cars only if you have spoken to me prior to the trip. Receipts must be taped to 8 by 11 sheets of paper If it is not, I will not accept the voucher

Common Problems Asking for wrong transportation reimbursement Hotel Rates Donating directly to charity Asking for money when you do not have enough Pretending Vouchers are Payroll – Reimbursing DJ, Hosts, etc CANNOT go through vouchers but through payroll or co-sponsorship

Purchasing Cards (“Pcards”) activities/forms/pcard-request/ or CC Website activities/forms/pcard-request/ Approved Credit Cards You must submit a pcard request form with description of purchase, $$ requested, information, etc. If I approve the request, you do not need to fill out a voucher and the money is directly taken out of your account. Every month I check Pcards to ensure that they abide by the Rules outlined earlier and were spent on the requested items. Keep receipts for all purchases using Pcards (must turn in with Pcard in envelope to Controller’s Office)

Journal Entry Transfer money from your account to another account – html/journalentry.htm (CC Website) html/journalentry.htm – Leave Proj/Grant Blank and PS account – Debit= the account you are removing the money from – Credit= the account you putting money into

Cash Deposit Forms rms/html/cashdepositnew.htm (controller’s page) rms/html/cashdepositnew.htm To deposit more money into your account – Ticket revenue, overspending

Accessing Your Funds: Peoplesoft Financials Access “PeopleSoft Financials” at finance.williams.edu Sign in with your Williams ID and password On left side under “Main Menu” select “WMS Financial Reports” In Fiscal Year, type “2013” Skip over Accounting Period, Report Type, Project/Grant and Location In Department, list your club’s 7-digit Department ID (hint: most of them start with a 920, 940 or 960). If you are unsure of your club’s Department ID check the CC site under the funding tab: Click “Search for Reports” 4 items should pop up To see all of the expenses/income for the year, click on “view” on the fourth line, the one with report type “Trn Dtl YTD” – This should give you a detailed list of all of your expenses/income

Select “WMS Financial Reports” Use the YTD Report

Requesting Additional Funding If you run out of funds, you are welcome to ask for more by: – submitting a budget of the new expenses or activities/forms/supplemental-funding-form/ (event form) activities/forms/supplemental-funding-form/ – Coming to Finance Committee to explain the request on Tuesdays at 9:30 pm in Paresky 220 – Waiting for CC approval at the following College Council Meeting These requests can be for funding of nationals, all campus events, or your club’s needs

Cosponsorship Funding Used to fund all campus events Must be free of charge to attend All students are eligible to attend Can be used for food but not alcohol Funds will be transferred to your account AFTER you submit the Cosponsorship Evaluation – The form can be found in the notifying you of the allocation – all other forms can be found on the right column of student-life.williams.edu

Supplemental Funding Budget

Audits In December (more info to follow) and at the end of the year Keep good records!

Ways to get to all this information CC website Controllers Office Page Student Life Website Treasurer Corner in SARC in Paresky Contacting

Your organization needs to buy some decorations, and you're going to request a Pcard. What should you do? A) Jillie to let her know you need a Pcard, then request the Pcard and designate who will pick it up. B) Look at your funds using people soft, but also account for recent charges that may not have hit the account by balancing your budget (subtracting any charges from the amount originally allocated to you), then request the Pcard and designate who will pick it up. C) Check to see what's left in your account on peoplesoft to make sure you've got funds, then request the Pcard and have a member of the organization pick it up. D) Have someone in the organization request a Pcard and pick it up before making purchases.

How you request a gas reimbursement (include all steps)? A) Turn in voucher with gas receipt to Treasurer's Box with name and group name and include the proper calculation for your type of vehicle. B) Use GoogleMaps to determine the distance to the location, including type of car and a photocopy of the receipt and include the proper calculation for your type of vehicle. C) Print a copy of the route (GoogleMaps) to and from the location, using the lowest distance travelled and include the proper calculation for your type of vehicle and turn it in to the CC Box. D) All of the above.

Sign here! Submit BOTH of these forms and be sure to include the miles calculation on the map

How do you calculate exact amount of gas reimbursement? Total distance travelled (using lowest number of miles on GoogleMaps) * number of cars * dollar amount for reimbursement according to CC Bylaws (ex. $0.17/mile for standard vehicle)

What type of items can CC NOT fund under any circumstances? Alcohol Items to take home/give out Charitable donations Adult entertainment Food for club meetings Events/meetings not open to all of campus

When receiving CC funds for advertising, what must be on all posters to continue receiving funds? Acknowledgement that CC provided the funds for the event/advertising

What is our policy for overnight stays in hotels? You can only receive $20 per student per night, usually only for up to 5 nights

What are the different funds you can request money from (ex. Co-Sponsorship fund)? Co-sponsorship Great Ideas Nationals Fund Capital Investment Fund Benefits Fund General

Good luck!