1. Club Signer’s Workshop Fiscal Year 2019
Jared Percoco, Treasurer
Jack Peters, Chair, Finance Committee
Blanka Caha, Business Manager

2. Communication Club-signers Book
Two authorized signers, President and Treasurer
Assuming financial responsibility
Club-signer list – KEEP IT UPDATED
Do you need your FY19 Budget?
The Lynx
Supplemental forms, Travel forms, etc.
SGA Purchasing Portal (Formerly University Tickets)
Mailboxes
Resources –

3. FY19 Financial Calendar Outlines important deadlines and events
Found at and in the Treasurer’s Quick Reference Guide

4. FY19 Financial Calendar July 1, 2018 Start of Fiscal Year 2018.
September 9, 2018
Clubsigners Workshop (MADATORY for all Clubsigners)
December 7, 2018
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 visit uvm.edu/sga for budget materials.
January 23 and 24, 2019
Budget Workshop (one session MANDATORY for all treasurers).
February 1, 2019
Budget Requests are due. Please follow all guidelines for submission found on uvm.edu/sga. No late submissions will be accepted.
February 2, 2019
Budget hearings begin. These appointments will be made by the Finance Committee with each club as it deems fit.
February 22, 2019
Budgets ed to club-signers for review.
February 25, 2019
Appeals Process begins.
March 19, 2019
Budgets sent to SGA Senate for approval.
April 12, 2019
All summer financial paperwork due to the Finance Office.
May 3, 2019
Spending for School Year 2017/2018 (FY18) will close for all organizations unless a written request is given to the SGA Treasurer.
June 7, 2019
SGA Finance Office will close all FY18 spending.
June 30, 2019
End of Fiscal Year 18.
These are important dates you should take note of. One of the most important dates is the deadline for when budgets are due, which is February 1nd.

5. Account Ledgers
Uvm.edu/sga
Clubs & Orgs
Club resources

6. 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

7. Fundraised Fund (131) Funds raised by the organization
Money must be spent to benefit the club and its goals
Spending is not limited to budget allocations
Funds are carried over into the next fiscal year
Fundraise requirement
SGA Purchasing Portal payments will be transferred into this fund

8. 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

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

10. Responsibility Centered Model
Tier
Maximum Budget Request
% of Requested to Fundraise
Tier 1
$50,000+
15%
Tier 2
$20,000 - $49,999.99
10%
Tier 3
$5,000 - $19,999.99 8%
Tier 4
Under $5,000 5%
Tier E
No Budget Request
Must fundraise all funds
We implement our Tier system so that clubs do not inflate their budgets. This is called “Unlawful budget inflation” and is a violation of our policy that can lead to a club being sanctioned. Diversity supplemental fund is not subject to Phase 4.
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

11. 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

12. Unauthorized Spending
HUGE emphasis on submitting purchase orders BEFORE the fact
The PO is the authorization that binds UVM to the purchase and payment to the vendor
Failure results in personal liability to the individual who placed the order
The terms & conditions associated with the purchase may put UVM at risk of exposure for liability, hold harmless, and indemnification
By us giving the vendor a PO number, that is our legal promise to pay the vendor for their service. They should NOT be providing services before we have a purchase order. Failure to acquire a PO prior to making a purchase may result in the individual who placed the order being personally responsible and/or liable to the vendor for payment

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

14. 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

15. How to fill out PO Request
Hurry and ASAP are NOT a date
Source number = 800xxx, NOT FUND
Select the fund(s), (130 or 131)
Give the FULL vendor name and address, this includes the Zip Code
For food orders give ALL of this information
Remember:
For a check – you must have some type of quote/invoice/statement saying you owe the vendor something!
Please take note that we took out the option to “send check to vendor”. We are automatically going to send the check to the vendor unless specified to hold the check in SGA. We are trying to minimize the amount of checks held in our office.
When renting a vehicle/bus give ALL of this information

16. 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#

17. Blanket Purchase Orders
Created when multiple expenses to the same vendor are expected for recurring orders (2 or more)
Some examples
Repeated vehicle rentals from the same external vendor
Monthly fees
Convenience

18. 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 quote/estimate
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 (see Sara)

19. W9 Form Federal Law and UVM policy require W9 for all vendors
Employee ID# or SSN must be on the signed W9
HINT: if SSN provided, Independent Contractor Form
Needed before the PO request can be submitted
Submit for new vendors only

20. Independent Contractor Form
Seek citizenship status from vendor
Name and last 4 of SSN of payee.
Unit/Department is “SGA – (club name)”.
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!

21. Base Contract Form
All contracts must be signed by vendor before requesting Director of Student Life’s signature – required for all contracts
longer process

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

23. Account Details
Chartstring
Source Numbers

24. 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
See Finance Office when making a Credit Card purchase for form, then bring it to Sara at the front desk

25. ‘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/Jared)

26. Food Purchases 130/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

27. 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)
Fleet Card

28. Axiom Reports 4 reports dispersed monthly from sgafnanc@uvm.edu
Keep track of transactions made on your 130 and 131 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

29. Axiom Summary Report POSITIVE NEGATIVE Generated revenue
FY18 roll over - expenses
131 money rolled in from previous fiscal year
Total spent and encumbrances
Total available

30. POSITIVE
Axiom Detailed Report
NEGATIVE

31. Vehicle Rental Risk Management approval for driving all rentals
Minimum age of 19 years old
Course certification
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Transportation policy:
ortationpolicy.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

32. 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

33. 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 services require a purchase order
Must fill in additional information section of Purchase Order Request Form

34. Renting from Avis & Hertz

35. 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
Example for paying for hotel

36. Deposit Slips Checks, unused petty cash, and occasionally cash
Checks MUST be made payable to the University of Vermont or UVM
Copies of checks must be attached

37. Dues/Membership Collection/ Payments
SGA Purchasing Portal
Online payments - USE PERSONAL DEVICES ONLY
For the collection of dues/memberships/fees
Open to T-shirts, etc.
Reduces risk of carrying cash & holds club-signers and members accountable
Fees associated with the platform
Contact

38. Reserving Space on Campus
Use online server, Virtual EMS
u/virtualems/
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

39. Supplemental Funding Gas Supplemental Capital Funding
Nationals Funding
Diversity Enhancement Funding
Uniform Funding
Leadership Development
Wellness and Engagement Fund
Senate Approval is needed for requests over $2,000

40. Supplemental Funding (Cont.)
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

41. 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

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

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

44. How to request Supplementals
Step 3: Select appropriate form

45. How to request Supplementals
Step 4: Follow all instructions on form and submit. You will receive an confirmation shortly after submission.

46. How to request Supplementals
Step 5: Check periodically for scheduling of hearing time (except gas)
Response and allocation will be communicated via by noon on the following Thursday
Further information may be requested post-hearing if necessary
bring all quotes and signatures to hearing & other supporting documents to hearing
Failure to show up to hearing results in no allocation

47. General Supplemental Fund
Supplemental funding for club members that require funding for additional accommodations/event/registration, but as a new budget item
Meeting with Finance Committee required
Club-signer or member can submit form using the General Supplemental Fund
Subject to total fundraising requirement

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

49. 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

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

51. 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 Finance Chair

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

53. 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 by the Finance Chair
Funding is also provided for events promoting and contributing to positive mental health

54. Additional
Leadership Development
Charter Bus

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

56. Questions?