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 budget information & account numbers
Ivan Rodriguez – Student Government Treasurer
Ensures purchases align with the Finance Code
Sue Hertle – Executive Secretary
Makes purchases for student organizations
Ashton Hartley – Coordinator for Student Organization Development
Ensures organization is active and in good standing

4. TREASURER’S RESPONSIBILITIES
Attend Treasurer Training
Prepare the annual student organization budget application
Sign off on all purchasing paperwork
Maintain all account numbers and information
Pay 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 2015, Spring 2016 & Summer 2016
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 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 from Student Government
Create a budget with your advisor and fellow officers. Turn into MLD Office. LATE ABA WILL NOT BE ACCEPTED!
ABAs are reviewed by the SG Appropriations Committee
Each group will get a hearing to meet with SG Appropriations Committee
SG Appropriations Committee approves Budget
SG Senate approves Budget
Student Body President approves Budget
University President approves Budget
Funds are uploaded into accounts on July 1st

9. SENATE BILL PROCESS (6 to 8 weeks to complete)
Contact Senate President:
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, pay tips & gratuities, reselling items for a profit, 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
Pre-Authorization Forms
Payee Invoices
*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
Please leave account information blank
Additional Documents
Quote, invoice, estimate or contract 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

13. SIGNATURE PROCESS

14. Reimbursements

15. Pre-Authorization Form
Authorizes the reimbursement of a purchase to be made verifying that it does not violate the Finance Code or that funds are available
Signatures Needed:
Payee, two officers (only one additional officer if payee is an officer) and Advisor
Required for reimbursements over $100 per event and not per individual
Always submitted to the Office of Student Involvement front desk
Must be submitted 2 weeks in advance; pink copy will be turned in with Payee Invoice
Signature Process:
A&S Budget Assistant
SG Treasurer
Coordinator for Student Organization Development

16. PAYEE INVOICE 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
Pink copy of pre-authorization form (if purchase is $100 or more) AND
Original/Itemized receipts
How early do I need to turn it in? ASAP; Procurement will only accept legible and original/itemized receipts. If you hold onto the receipts for too long, there is a chance that it will fade or get lost. Faded or copies of receipts will not be accepted.
How can I guarantee my reimbursement? Complete a Pre-Authorization Form to authorize your purchase before it’s made.
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
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 document MUST be submitted with all travel related purchase order and reimbursement forms
*A&S budget transfers will no longer be accepted
– the travel pool in each A&S account is no longer available for use

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 approval document with allocation information
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 document from SCT committee to purchase order request form and submit to OSI for processing
Be sure to allow for OSI’s policy and submit purchasing paperwork at least two weeks in advance
Purchase Order Request form is required for:
Conference registration, airfare, rental vehicles, and lodging
Reimbursements
Attach approval document from SCT committee to payee invoice and submit to OSI for processing within 10 business days of returning from the trip
Reimbursement will not exceed the amount allocated by the SCT committee
Reimbursable expenses include gas, mileage and food while traveling

22. TRAVEL: Purchasing & Reimbursements
If reimbursement is approved by SCT committee,
Rental Vehicles
Rental vehicle must be purchased prior to departure through a Purchase Order Request Form
Reimbursed only for gas needed for rental vehicle
Submit payee invoice with 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
Complete Payee Invoice and attach 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 ?