2. Outline of Presentation
Where is your Student Organization Receiving Funds from?
Heel Life Student Organization Finances Page
Transaction Types Need Different Documentation
Reimbursement
Vendor Payments
UNC Charge
Service Agreement
Purchases over 5k
Unique Tax Needs – Independent Contractor
How to Fill out the Form
Purchase Classification Types
Needs Summary for Types of Transactions
Top 10 things to Remember

3. Financial Officer Responsibilities
Maintaining current and accurate records of all transactions
Having the latest ledgers and spreadsheets
Ensuring the accuracy and validity of all financial paperwork relating to your organization to other leaders and advisor.
Communicating with both your organization and CU staff regarding organizational changes & updating Heel Life (& External Sources)

4. Where do you keep your money?
External Sources to the University (Off-Campus Account)
Confer with Carolina Student Legal Services
Carolina Union Student Organization (CUSO) Account
Organization receives funds from a Student Governing Body
Organization receives funds from a Student Fee
Organization receives funds from a University Department
Organization receives University Development Funds

5. Where is your student organization receiving funds from?

6. Student Enrichment Funds
CUSO Management
Student Fee Funds
Student Government – Undergraduate Senate
Student Government - GPSF
Campus Safety & Security
CUAB
Masters in Accounting
MBA
Pharmacy Student Senate
RHA
Senior Class Enrichment
Spurgeon Dental Society
Undergrad Teaching Award
Whitehead Medical Society
Student Enrichment Funds
Development & Giving
University Department
Agency Funds
Student Legal Services
Student Religious Organizations
Student TV
WXYC Radio

7. Heel Life: Student Organization Finances
Go To:
Ask to Join:

8. Heel Life: Student Organization Finances
Scroll to the Bottom of the Page for Updated Documents:

9. 6 Parts of this Form: Purchase Type & Payee Information Funding Source
Purchase Details
Event Details
Description/Purpose/Notes
Authorization
CUSO Form: Financial Transactions

10. CUSO Form: Purchase Type Purchase over 5k: Reimbursement:
Any purchases over $5k will be considered a Purchase Order (PO) by state law.
Service Agreement:
Any agreement under $5k that must be signed requires University Purchasing to review agreement and signature.
UNC Charge:
Any charge that is internal to the University (i.e Event Services, Carolina Catering, Print Stop)
Reimbursement:
Any time a student or staff member make a purchase on behalf of the organization under $5k (and not travel).
Vendor Payment:
Any time an invoice should be paid to a business for services or product provided.

11. CUSO Form: Purchase Type Quick Tips with Links to Forms
We’ve tried to make it easy.
Quick Tips with Links to Forms

12. Transaction Types Need Different Documentation

13. Reimbursement (Student, Staff, or Faculty)
Any time a student or staff member make a purchase on behalf of the organization under $5k (and not travel).
Required on the Form:
Full Name
PID of the person getting reimbursed
Official UNC
Are they a current UNC Employee?
If Yes, then nothing else is needed.
If No, a Direct Deposit Form is Required. The form can always be found on Heel Life.
Direct Deposit Authorization Form
Who is the person getting reimbursed?
PID of the person getting reimbursed
Official of the person getting reimbursed
Yes or No (If No, direct deposit form required)

14. Vendor Payment Vendor Payment:
Any time an invoice should be paid to a business for services or product provided.
Required on the Form:
Official Vendor Name (must match W9)
Vendor Address
Phone Number
Have you used this vendor in the last 12-months?
If Yes, then nothing else is needed.
If No, a vendor packet must be sent to vendor and completed. The form can always be found on Heel Life.
New Vendor Creation Packet
Official Vendor Name (must match W9)
Vendor Mailing Address
Vendor Phone Number

15. UNC Charge
UNC Charge:
Any charge that is internal to the University (i.e Event Services, Carolina Catering, Print Stop)
Required on the Form:
University Department Name
Campus Box Number or Mailing Address
Department Phone Number
University Department Name
Campus Box of Department
Department Phone Number

16. Service Agreement Service Agreement:
Any agreement under $5k that must be signed requires University Purchasing to review agreement and signature. Students, Staff, or Faculty cannot sign any agreement.
Required on the Form:
Official Vendor Name (must match W9)
Vendor Address
Phone Number
Attach Agreement to this Form as additional documentation.
Complete Remaining Portion of CUSO Form
Route to Appropriate Controller or Office (pending on where your funding is coming from)
For Example some options could be:
Student Government –
CUAB –
RHA –
CUSO –
Official Vendor Name (must match W9)
Vendor Mailing Address
Vendor Phone Number

17. Purchases over 5K Purchase over 5k:
Any purchases over $5k will be considered a Purchase Order (PO) by state law.
for Guidance

18. Unique Tax Needs – Independent Contractor
When you are contracting with an individual, there may be additional paperwork needed (This often includes DJ’s, Photographers, Single Comedian, etc.). When in doubt, for additional guidance. The individual you are contracting with should know their legal tax status, but if you have a W9 and you see the following in Box 3 checked – Individual/Sole Proprietor or Single-member LLC – contact for additional paperwork and support. If you are using Student Enrichment Funds, you are not able to use this process due to University Policy.

19. How to Fill Out the Rest of the Form?

20. Where is your student organization receiving funds from?
CUSO Form: Funding Source

21. CUSO Form: Student Enrichment
Development/Giving:
You have worked with Student Life & Leadership Office to set-up a University designation code in order to seek donations from business, persons, or some other entity that wishes to receive a tax receipt donation credit from the University.
University Department:
You have received funds from a University Department that has transferred those funds to your CUSO Account.
Unfortunately, University Policy does not allow Student Enrichment Funds to be used for Speakers (not from an agency), DJ’s, or other independent contractors. Please contact CUSO for additional guidance.

22. CUSO Form: Student Fee Funds
Most expenses will occur from one of these areas, examples include:
Either Undergraduate Senate or GPSF has allocated funds to Student Organization
Co-Sponsoring with CUAB
RHA allocation to CoGo’s
Pharmacy, Spurgeon Dental, Whitehead, or MBA allocation to Student Organizations
CUSO Form: Student Fee Funds

23. CUSO Form: Purchase Details
CUSO ID # (4#### Student Fee Funds) or Org ID # (3#### Student Enrichment Funds)
Check your Heel Life Page: About Section for your ID #’s
Name will populate with information entered correctly above
Whoever is filling out this form (can be anybody in the organization)
Role of the Person Filling out this form (dropdown menu)
CUSO Form: Purchase Details
See Next Slide for More Details
Where did you buy the items on the receipt or invoice?
Identify the Receipt or Invoice Number (Can only be used once)
Date of Purchase
Total Amount on the Receipt
If only a partial amount is to be reimbursed or paid by the org OR
If a second organization is going to pay for part of this expense

24. CUSO Form: Purchase Classification
The purchase classifications listed below (and on the next slide) are created by the University. The dropdown options will change from time-to-time, so it is important to always download the most recent form from the Student Organizations Finances Heel Life Page. Below is an example of the dropdown and on the next slide are more detail descriptions.
CUSO Form: Purchase Classification

25. CUSO Form: Purchase Classification
Purchase Classifications
Examples/Description
***** BUILDING RENTAL *****
524730_Union - Room Charges
558914_Union - Non Room Charges
524980_Union - Rentals Off-Site/Tables
***** COMMUNICATION *****
527410_Postage
***** SUPPLIES & RENTALS *****
545340_Equipment Other
524740_Equipment Rental
534110_Food Supplies (Plates, Box of Pasta, etc.)
Plastic utensils, paper plates, etc
538110_Non - Educational Supplies
Candy, drinks, knick knacks, etc.
531110_Office Supplies
Pen, paper, ink, etc.
***** PRINTING & PUBLICITY *****
527610_Advertising
527510_Printing and Binding Design
558973_Production, Formal/Informal
Purchase Classifications
Examples/Description
***** OTHER *****
558921_Food (pre-cooked), Meetings and Amenities
Restaurants (Always include a flyer or Agenda)
522927_Professional Fee/Outside Labor ( I/C)
Show Pros, Open Book Entertainment, Agencies for Speakers, etc
558924_Gift Prizes Giveaways
558973_Programming/Special Events
558936_Music and Entertainment
Swank Motion, Zim Zoom, etc
***** DUES, FEES & REGISTRATION *****
528310_In State Registration
558310_Membership and Dues
528320_Out of State Registration
CUSO Form: Purchase Classification

26. * CUSO Form: Event Details
If the purchase is for an event, then this section must be filled out.
What program or your event was your purchase made for?
CUSO Form: Event Details
The date of the actual program/event (not of the purchase) *
How many attended?
* If the purchase was food and less than 8 attended, a list of
attendees must also be submitted with request.

27. CUSO Form: Description/Purpose
More is better than less (try to get to two lines in description).
If you purchase food for less than 8 people, put the names in this box
Avoid phrases such as “prizes, giveaways, raffles”
CUSO Form: Description/Purpose

28. CUSO Form: Form Authorization
Forms can only be submitted by the President, VP, Treasurer/Financial Officer
Officers must be listed in Heel Life
Forms must be routed through appropriate controller or to CUSO
University s serves as electronic signature
CUSO Form: Form Authorization

29. Receipts & Invoices Things to consider:
Reimbursements or vendor purchases for Food must always include an itemized receipts.
No quotes, estimates, or statements are accepted for payment. Ensure that vendor payments say INVOICE on the document.
If this a reimbursement, make sure to include proof of purchase in addition to an itemized receipt.
Campus Safety & Security
CUAB
Masters in Accounting
MBA
Pharmacy Student Senate
RHA
Senior Class Enrichment
Spurgeon Dental Society
Undergrad Teaching Award
Whitehead Medical Society

30. Where to Route Forms Where are the funds coming from?
to send CUSO Form
Undergraduate Student Government
Graduate & Professional Student Federation
Carolina Union Activities Board
Residence Hall Association
Campus Safety & Security
Accounting, MBA, Pharmacy, Senior Class, Spurgeon, Undergrad Teaching, Whitehead
Student Enrichment Expenses
Campus Safety & Security
CUAB
Masters in Accounting
MBA
Pharmacy Student Senate
RHA
Senior Class Enrichment
Spurgeon Dental Society
Undergrad Teaching Award
Whitehead Medical Society

31. Example Route for Group Requesting funds from USG
RSO with OrgID can begin spending. If RSO does not have OrgID, controller will request one to be created.
Student Organization Applies for funds from Undergraduate Student Government
Funding is Approved by UG Senate, President Signs, and Bill is sent to Controller
Present Request to UG Senate Finance Committee
Controller will review expenses for accuracy, if correct they will submit for processing. If incorrect, they will return to financial officer
CUSO Processes paperwork
Controller submits to CUSO for processing
Expenditures for RSO should be ed to

32. Example Route for Group Requesting funds from GPSF
RSO with OrgID can begin spending. If RSO does not have OrgID, controller will request one to be created.
Student Organization Applies for funds from GPSF
Funding is Approved by GPSF Senate, President Signs, and Bill is sent to Controller
Present Request to GPSF Appropriations Committee
Controller will review expenses for accuracy, if correct they will submit for processing. If incorrect, they will return to financial officer
CUSO Processes paperwork
Controller submits to CUSO for processing
Expenditures for RSO should be ed to

33. Example Route for Groups Using own Funds
Organization spending money from Student Enrichment Fees
(Old SAFO 13 Account) should fill out CUSO Form
Send Paperwork with all information to

34. Types of Transactions Timeline
Type of Purchase
Timeline
Reimbursements
2 – 3 Weeks
Travel
5 – 7 Weeks
Vendor Payments
3 – 4 Weeks
UNC Charge
3 – 5 Days
Independent Contractor
6 – 8 Weeks
Service Agreements Under 5k
3 Weeks for Signature and Approval
Service Agreements Over 5k
4 – 6 Weeks for Signature and Approval
Performance Agreements

35. Needs for Types of Transactions
Reimbursement:
PID of person being reimbursed
W9 if not a University member
Direct Deposit Form (ACH) for first reimbursement (unless an employee)
Itemized Receipt with Proof of Payment
If it’s for Food, include an agenda or flyer
Vendor Payments (under 5k):
W9 for Vendor
Itemized Invoice
If it’s for Food, include an agenda or flyer
Direct Deposit Form (ACH) for first disbursement
Performance Agreement:
Any document that requires a contract for a Performer/Artist (Lecture, comedian, musician, etc)
for more information
UNC Charge:
Pre-Approval from Funding Source (Student Gov’t)
Itemized Invoice
Chartfield String of Department to be paid
Invoice from Department
Service Agreement (> 5k):
Any document that requires a signature for a service
Submit to CUSO for processing
When in Doubt, and we will help you figure out!
Independent Contractor (IC):
Individuals doing work for the student organization
Must be Pre-Approved
IC Paperwork
Signed Service Agreement
Invoice for Services Rendered
W9 for IC
Direct Deposit Form (ACH) for first disbursement
When in doubt, for help. ‘
Reimbursements
Travel
Vendor Payments
UNC Charge
Independent Contractor
Service Agreements Under 5k
Service Agreements Over 5k
Performance Agreements
Purchases < 5k:
to set up a meeting and discuss in advance.

36. Top 10 Things to Remember
Purchases you cannot make include: Alcohol, Firearms, Gift Cards, Electronics for give-aways.
You need more back-up paperwork than less!
If you spend money on food, include an agenda if it’s a meeting or a flyer if its an event.
Travel must be completed on separate paperwork
Only the President, Financial Officer, or Advisor can submit the form to the appropriate party.
Student Government (UG and GPSF) Controller
CUAB/RHA Treasurer and Controller
CUSO Office for other expenditures with appropriate funding source

37. Top 10 Things to Remember
Student Organization’s must track their expenses with their own ledger (one can be downloaded from the RSO Finances Heel Life Page)
Each transaction and Receipt should have its own CUSO Form (different from SAFO)
Winning Point – Everything is electronic!
When in doubt,
When submitting documents, they must be saved as one PDF!
Recommend downloading scannable for your phone
OR the Student Government or SLL Front Desks in the Union can help you.
Save paper copies of all your records as back-up.

38. Questions?
Come by the Student Life & Leadership Desk (or call )
Come by the Student Government Desk (or call )