1. Treasurer’s Workshop Fiscal Year 2017
Jacquelyn Langham, Treasurer
Jake Guarino, Chair, Finance Committee
Sara Gabaree, SGA Office Coordinator
Blanka Caha, Business Manager

2. Communication Club-signer email list – KEEP IT UPDATED
Club-signers Book
Two authorized signers, President and Treasurer
Assuming financial responsibility
Club-signer list – KEEP IT UPDATED
Do you need your FY17 Budget?
The Lynx
Supplemental forms, Travel forms, etc.
RegOnline
Mailboxes
Resources –

3. Financial Calendar FY17 Financial Calendar
July 1, 2016
Start of Fiscal Year 2017
September 11, 2016
Treasurers Workshop (MANDATORY for all Clubsigners)
December 9, 2016
Last day for spending during the fall semester. Clubs will not be allowed to spend during the winter session unless a written request is given to the SGA Treasurer.
Budget request forms for FY18 will be released. Please pick up all necessary materials from the SGA Office.
January 25 and 26, 2017
Budget Workshop (one session MANDATORY for all treasurers)
February 3, 2017
Budget Requests are due. All necessary materials must be submitted to the SGA Office by 12pm. No late submissions will be accepted.
February 4, 2017
Budget hearings begin. These appointments will be made by the Finance Committee with each club as it deems fit.
February 24, 2017
Budgets posted for organizations’ review.
February 27, 2017
Appeals Process Begins
March 21, 2017
Budgets sent to SGA Senate for approval.
April 13, 2017
All summer financial paperwork due to the Finance Office.
May 5, 2017
Spending for School Year (FY17) will close for all organizations unless a written request is given to the SGA Treasurer.
June 9, 2017
SGA Finance Office will close all FY17 spending.
June 30, 2017
End of Fiscal Year 17
Outlines important deadlines and events
Found at and in the Treasurer’s Quick Reference Guide

4. Account Ledgers
Uvm.edu/sga
Clubs
Club resources

5. Budgeted Fund (130) Funded by the Student Activities Fee
Allocations determined by the SGA Finance Committee
Budget
Supplemental Funding
Planned expenses are outlined in budget
Budget reallocation
Money does not carry over year-to-year

6. Fundraised fund (131) Funds raised by the organization
Money must be spent to benefit the club and its goals
Spending is not limited budget allocations
Funds are carried over into the next fiscal year
Cash and check collections must be administered by two people and deposited immediately
Fundraise requirement

7. Donations Fund (311) Processed through the UVM Foundation
Alumni outreach
5% processing fee on all donations
Additional information is available on the UVM Foundation website at
Contact me if interested in organizing fundraising campaign
All donated funds contribute to reaching fundraise requirement
Balance carry over

8. UVM Foundation Resources
Go.uvm.edu/givesga
Select club
Customizable SGA Logo Banner
No external accounts permitted (e.g. gofundme, checking/deposit) accounts)

9. Responsibility Centered Model
Tiered system
Financial incentive for clubs abiding by Financial Policies
Budget decreased for not reaching fundraising requirement
Phase 4 – Fundraising requirement for funds requested through the General Supplemental Fund

10. Frozen Accounts
Cannot access money from either the budgeted (130) or fundraised (131) account
Accounts may be frozen if a club:
Has insufficient balance in accounts or overdraws its accounts
Fails to repay petty cash
Defaults on a loan
No longer “in good standing,” by Club Affairs Committee standards
Unauthorized Spending (see next slide)
Has not completed mandatory Lynx forms
Unfreezing accounts – rectify above issues and meet with Treasurer

11. Unauthorized Spending
What Constitutes unauthorized spending?
Spending without PO authorization/approval/allocation
PO – Invoice – Payment
Hiring without consulting Finance Office
Outside accounts (gofundme, deposit accounts)
Subject to up to 25% penalty from fundraised fund

12. Purchase Order Request (PO)
Legal promise of payment from the University
Most vendors accept POs
Submitted before purchase - NO BACK-DATING or REIMBURSEMENTS
Requests submitted at least 7-10 business days in advance
UVM cuts checks on Tuesdays and Fridays

13. How to fill out PO Request
Hurry and ASAP are NOT a date
Select the fund(s)
For food orders give ALL of this information
Give the FULL vendor name and address, this includes the Zip Code
Remember:
For a check – you must have some type of quote/invoice/statement saying you owe the vendor something!
When renting a vehicle/bus give ALL of this information
Select only one

14. Purchase Orders (cont’d)
Do NOT commit money to any vendor before PO
Unauthorized Spending
Have ALL necessary paperwork before dropping anything in the PO box
Invoice, W9, Independent Contractor, etc.
Paperclips!
Respond promptly to notices from Treasurer
A request copy will arrive in club’s mailbox
R# & P#

15. Blanket Purchase Orders
Created when multiple expenses to the same vendor are expected for recurring orders (5 or more)
Some examples
Repeated vehicle rentals from the same external vendor
Monthly fees
Convenience

16. Additional Documents for Purchases
Payment to an individual for providing a service
W9 Form for new vendors
Independent Contractor Form (each payment)
Base Contract Form or invoice
Purchase of products with University symbols or “UVM”
Licensing Waiver – link on SGA website
No order before approval
Ordering office supplies (no PO request form needed)
Use UVM Bookstore/Print & Mail Center
Orange Slip
Staples
Credit Card (Sara)

17. W9 Form Federal Law and UVM policy require W9 for all vendors
Employee ID# or SSN must be on the signed W9
Needed before the PO request can be submitted
Submit for new vendors only

18. Independent Contractor Form
Seek citizenship status from vendor
Name and last 4 of SSN of payee.
Unit/Department is Student Government Association.
Only fill out Sections I, II, and III, with Part C unless dealing with a researcher.
Do not sign here! This is for the Finance Office.
Don’t forget to fill in the description of services!

19. Base Contract Form
All contracts must be signed by vendor before requesting Pat’s signature – required for all contracts
longer process

20. Hiring Student Employees
Few clubs approved to hire employees
All new hires must be discussed with Blanka before work begins

21. Account Details
Chartstring
Source Numbers

22. Credit Card Purchases
Can be used when other forms of payment are not acceptable
Examples: hotels, plane tickets, online purchases
Can only be used within the Galaxy Space during the Finance Office business hours

23. ‘Orange Card’ (Charge card)
Used to pay for purchases within University
Ex: Print and Mail Center, Bookstore
One transaction per card
Authorized by a SGA authorized signer (Sara/Blanka/Jacquelyn)

24. Food Purchases 131/cultural/food-centered orgs only
University-wide policy requirements
Sodexo catering waiver is needed for outside catering on campus, except:
Purchasing pizza
Catering by University approved vendors
Potluck for club members
The catering waiver must be submitted online through the Conference and Events Services website. Please allow at least 2 weeks for approval

25. Petty Cash Used sparingly – gas/tolls
The responsibility is placed on Custodian
Closed out with receipts and remaining cash following Tuesday
One Petty Cash Request out at a time
Two signatures (Clubsigner and Custodian)

26. Transaction History Reports
Dispersed monthly from
Keep track of transactions made on your 130 and accounts
Inform Treasurer or Finance Office ASAP of any charges that you do not recognize!
Additional information on how to read reports is on the SGA Resources for Clubs website
NOTE: depending on when a credit card purchase was made, the transaction might appear on a later report

27. Transaction History Reports

28. Vehicle Rental Risk Management approval for driving all rentals
Minimum age of 19 years old
Course certification
/index.html
Transportation policy:
ransportationpolicy.pdf
2 drivers needed for trips over 50 miles from campus
No more than 2 vehicles can be rented per destination
Bus needed due to risk management policies
If you have a blanket purchase order with Avis or Hertz, please see us for additional paperwork

29. SGA Vehicle Rental Must be reserved no more than four weeks in advance
SGA Fleet
8 Vans (12 passenger) at $70/day
1 pick-up truck at $60/day

30. Outside Vendor Vehicle Rental/Travel
Outside vendors- thru purchase orders
Cars/vans
Avis (12 passenger vans) - reserve by or phone (5+ days, driver names)
Hertz – (cars/SUVs) reserve thru Lynx
Enterprise (driver must be at least 21 years old) – reserve online
School Bus (quotes from each vendor, both contracted vendors)
First
STA/Mountain Transit
Coach Bus
Premier Coach (contracted vendor, must go to Premier first)
Lamoille Valley Coach
These purchases require a purchase order
Must fill in additional information section of Purchase Order Request Form

31. Renting from Avis & Hertz

32. Loans Granted with approval of SGA Treasurer LT Projects/Down Payments
Repayment schedule
SGA reserves the right to derecognize an organization for failing to repay
No interest applied

33. Deposit Slips Cash, checks, and unused petty cash
Only way to deposit funds
Checks MUST be made payable to the University of Vermont or UVM

34. Dues Collection RegOnline For the collection of dues
Reduces risk of carrying cash & holds club-signers and members accountable
Fees associated with the platform
One time account fee of $2.95
Credit card fee of 3.29%

35. Reserving Space on Campus
Use online server, Virtual EMS
Easily found through UVM A-Z search
Space must be clean to avoid charges
Make reservations at least 7 days in advance
Uvm.edu/sga for more instruction

36. Additional funding
Supplemental, Gas Supplemental, Capital Funding, Nationals Funding, Diversity Enhancement Funding, Uniform Funding, Professional Development, Wellness and Engagement Fund
All Supplemental Funding requests must include evidence for or intention of fundraising and completed forms
Submit forms on the Lynx by 12 noon on Fridays
Hearing with Finance Committee for all requests except Gas, Tolls, and Travel Accommodations
Requests over $5,000 require an advisor’s approval
SGA Senate approval is needed for requests over $2,000

37. Supplemental Funding Used for unforeseen expenses
Qualifying for competition, conference arises
Used for Travel Accommodations
General guidelines:
Hotels: Up to $120/night/room with 4 people/room
Flights: Up to $1,000/semester for 2 people

38. How to Request Supplementals
Step 1: Log onto the Lynx at

39. How to request Supplementals
Step 2: Search for SGA Finance Committee

40. How to request Supplementals
Step 4: Select appropriate form

41. How to request Supplementals
Step 5: Follow all instructions on form and submit. You will receive an confirmation shortly after submission.

42. How to request Supplementals
Step 6: Check periodically for scheduling of hearing time (except gas)
Response and allocation will be communicated via by 12 noon on Friday
Further information may be requested post-hearing if necessary
bring all quotes and signatures to hearing & other supporting documents to hearing

43. Gas Supplementals
Because gas prices are variable, gas is never budgeted for
Include route and mileage
Please request funding for tolls through the General Supplemental
Follow the equations to calculate the estimated cost
This must be done before traveling
No reimbursements will be made for any club expenses

44. Nationals Funding
Expenses for qualifying national events. This is an acknowledgement of achievement.
More flexibility on funding caps

45. Uniform Funding Eligible every three years
Detailed distribution plan for storing and maintaining uniforms

46. Diversity Enhancement Fund
Can be used for events cultural or religious in nature in order to enhance diversity and to benefit the campus
Examples: holiday events, speakers, etc.
Food may be allocated for under some circumstances per the discretion of the FC

47. Capital Projects
Special funding available for tangibles with life expectancy of > 5 yrs.
Price quotes for the item(s) and additional supporting information

48. Travel Accommodations
Additional funding for club members that require additional accommodations while travelling
Club-signer or member can submit form using the General Supplemental Fund
No hearing, but the Treasurer and Finance Chair can request a meeting and clarification/additional information
Will not affect your fundraising requirement

49. Wellness & Engagement Fund
Funding for events that promote healthy activities on weekends determined “high risk” for alcohol and other drug use and abuse
Dates determined by the President’s Committee on Alcohol and Other Drugs
Any dates not listed will be considered upon formal request
Funding is also provided for events promoting and contributing to positive mental health
Dates must be approved by the Finance Chair

50. Turn in Advisor Agreement Form & Club-signer Agreement form!

51. Questions?