1. RSO TREASURER TRAINING
Presented by the Office of Student Involvement & Student Government

2. Learning Outcomes Participants will:
Gain knowledge and understanding of student organization funding resources, policies, and opportunities.
Develop collaborative relationships with key students and staff members involved in the funding and purchasing processes at FGCU.

3. People to Know Felicia Nachef – A&S Budget Assistant
Ensures sufficient funds are available
General account information and balances
Ted Michel – Student Government Treasurer
Ensures purchases align with the Finance Code
Steven Ciaccio – Student Government Appropriations Committee Chair
Drafts annual budget
Sue Hertle – Office Manager for OSI
Makes purchases for student organizations
Ashton Hartley – Assistant Director for Student Engagement
Ensures organization is active and in good standing

4. TREASURER’S RESPONSIBILITIES
Attend Treasurer Training
Prepare the annual A&S budget application for organization
Sign off on all purchasing and reimbursement paperwork
Follow up on payment of any bills
Coordinate fundraising efforts
Encourage responsible spending and purchasing

5. Student Government Funding
A&S Fees
Funding
Annual Budget
Senate Bills

6. Funding 101: Activity & Service (A&S) Fees
Tuition & Fee Details: Fall 2017, Spring 2018 & Summer 2018
Undergraduate FL Resident Differential
Undergraduate FL Resident No Differential
Undergraduate Non FL Resident Differential
Undergraduate Non FL Resident No Differential
Graduate  FL Resident
Graduate Non FL Resident
Tuition Base
$105.07
$290.60
Transportation Fee
$5.95
Parking Fee
$2.75
A&S
$11.50
Athletic
$17.54
Health Fee
$9.24
Technology Fee
$5.25
$14.52
Total Per Credit Hour
$203.94
$167.56
$838.73
$802.35
$373.38
$1,300.66

7. A&S Funding Procedures
What you can purchase:
Food and catering services
Promotional items, t-shirts (cannot be sold) and other general items/services
Contractual services (performers, lecturers, speakers)
Travel related items/services
What you cannot purchase:
Alcohol
Direct or indirect contribution to a political candidate, party or committee
Rental of or expenditures towards functions hosted in a private residence
Use of A&S fees to benefit activities for which admission fee is charged to students
Transfer A&S funds to outside revenue accounts & the use of A&S fund for personal benefit
Scholarships
Graduation related items
Placement tests, preparation courses, or certification courses
Plaques, awards and other non-monetary tokens of recognition exceeding $100
Monetary prizes and gift certificates
Fines, late fees, penalties (including parking tickets)
Any purchase of chemicals unless approved by the Office of Environmental Health and Safety
Money spent prior to an allocated being made

8. Student Government Annual Budget Process
Receive ABA Form through EagleLink
Available: September 7th
Create budget with officers and advisor.
Turn into OSI (CC 258)
LATE ABA WILL NOT BE ACCEPTED!
Due: October 12th at 12PM
Each group will have a hearing with the SG Appropriations Committee to discuss proposed RSO budget
All ABAs are reviewed by the SG Appropriations Committee
SG Appropriations Committee approves overall Budget
SG Senate approves Budget
Student Body President approves Budget
University President approves Budget
Funds are uploaded into accounts on July 1st
**Use Registered Student Organizations version of application ONLY**

9. SENATE BILL PROCESS (Operational Funding ONLY - 8 weeks to complete)
Contact Senate President with any questions:
Submit Senate Bill request form with proper documentation through EagleLink
Meet with bill sponsor and work with them to author bill
Sponsor will submit bill to Senate Executive
Bill reviewed by Senate Committees
Bill placed under first reading
One week later, bill placed under second reading and voted on by Senate
If passed, bill receives necessary signatures and is processed
If applicable, funds deposited into account within 7-10 business days
*Cannot spend money before it is uploaded into your account*

10. Off-Campus Bank Accounts
Primarily used to store fundraising monies, dues and donations
A Tax ID or Employee Identification Number (EIN) must be established by the RSO before opening an account; can be created at any time
Available to open an account at any bank of your choice
i.e. Wells Fargo, Bank of America, SunTrust, Sun Coast Credit Union, etc.
Can be a checking or savings account
Account may or may not have monthly or annual maintenance fees
Money cannot be transferred between an A&S and Off-Campus bank account
Please see the Off-Campus Banking manual for guidelines

11. Purchasing & Spending Money
Purchase Order Forms
Payee Invoices (Reimbursement Forms)
*All forms are available in the Office of Student Involvement

12. PURCHASE ORDER REQUEST FORM
Required Signatures:
President, Treasurer and Advisor
Always submit to the Office of Student Involvement front desk
Must be submitted at least 2 weeks in advance
LEAVE ACCOUNT INFORMATION BLANK
Additional Documents
Quote or estimate fee from the vendor
Sue Hertle will let you know if additional documentation is needed
Sue makes all RSO purchases by using a University credit card or by processing a purchase requisition through Procurement for a check
Bring all receipts from vendors to Sue

13. SIGNATURE PROCESS

14. University Vendors PLAN AHEAD!! Academic and Event Technology
Campus Reservations
Chartwells Catering
Complete online request through appropriate vendors
Chartwells
Last name: Student Involvement
Password: catering
Select A&S payment type or you will be personally responsible for payment
Attach fee estimate form to purchase order and submit to OSI
Never provide account information – ALL payments are made directly to these vendors by Sue

15. Reimbursements

16. PAYEE INVOICE (Reimbursement Form)
Use reimbursement process only if a purchase order request form cannot be utilized
RSO is responsible for ensuring that funds are in the account and the purchase does not violate the Finance Code
LEAVE ACCOUNT INFORMATION BLANK
Required signatures
Payee, two officers (only one additional officer if payee is an officer) and Advisor
Always submit to the Office of Student Involvement front desk
Additional Documentation
Original/Itemized receipts must be attached
All reimbursements must be submitted no later than 10 business days after purchase. Procurement will only accept legible and original/itemized receipts. Faded or copies of receipts will not be accepted.
Additional Information:
General cash advances are never allowed
Procurement allows for tax to be reimbursed

17. Travel Special Conference and Travel Committee
Travel Funding Request Process
Purchasing and Reimbursements

18. Special Conference and Travel (SCT) Committee
RSOs can apply for travel funding only through the SCT committee
Cannot be combined with operational funding requests through the Senate Bill process
Cannot use RSO’s operational funds for travel related expenses.
A&S travel funding for each organization will not exceed $5,500 per fiscal year
May be requested up to four times per fiscal year
SCT Committee approval MUST be submitted with all travel related purchase order and reimbursement forms
*A&S budget transfers will not be accepted
– operational and travel allocations will never be combined

19. Travel Funding Request Process
Submit request with proper documentation through EagleLink
(Domestic Travel Planning Form)
Request is added to the agenda for the next available SCT committee meeting
RSO will meet with SCT committee to discuss request and provide further documentation if needed
Committee will determine the amount of funds to be allocated for the trip
RSO will receive an with allocation information and approved line item expenses
(flights, hotel, etc.)
RSO will submit approval document with any purchasing or reimbursement paperwork to OSI
**Request must be submitted at least FOUR weeks prior to traveling**

20. Special Conference and Travel (SCT) Committee
QUESTIONS?
For more guidelines and SCT committee information, please contact:
SG Travel Chair:
Senate President:
SG Treasurer:

21. TRAVEL: Purchasing & Reimbursements
Attach approval from SCT committee to purchase order request form and submit to OSI for processing
Be sure to allow for OSI’s purchasing policy and submit paperwork at least two weeks in advance
Purchase Order Request form is required for:
Conference registration, airfare, and lodging
Reimbursements
Attach approval from SCT committee to payee invoice and submit to OSI for processing within 10 business days of returning from the trip
Rental vehicle must be through the reimbursement process
Reimbursements will not exceed the SCT Committee allocation
Reimbursements will only be for line item expenses approved ahead of time by SCT Committee. It will be listed in the provided to the RSO.
If approved, reimbursable expenses include rental vehicle, gas, mileage, or ground transportation (uber, taxi, etc.) needed while traveling

22. TRAVEL: Purchasing & Reimbursements
If reimbursement is approved by SCT committee,
Rental Vehicles
Rental vehicle must be purchased by the student who is then reimbursed for that expense; can no longer be done through Purchase Order process
Reimbursed for gas needed for rental vehicle as well
Submit Payee Invoice with rental vehicle receipt, gas receipts and MapQuest or Google Maps printout. Starting location is FGCU and don’t forget to include roundtrip.
Personal vehicle
Reimbursed for mileage at $0.445/mile
Submit Payee Invoice with attached MapQuest or Google Maps printout. Starting location is FGCU and don’t forget to include roundtrip.

23. LICENSED VENDORS The above items are trademarked by the University
If you are using Florida Gulf Coast University, FGCU, the Eagle Wings or Head, Dunk City, etc. in any type of promotional items that you wish to purchase, then you must use a licensed vendor
The above items are trademarked by the University
Licensed vendors can be found at:

24. QUESTIONS ?