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  fnachef@fgcu.edu; 590-7730 fnachef@fgcu.edu Karli Gomes – Student Government Treasurer  Ensures purchases align with the Finance Code  sgtreas@fgcu.edu; 590-7877 sgtreas@fgcu.edu Sue Hertle – Executive Secretary  Makes purchases for student organizations  shertle@fgcu.edu; 590-7740 shertle@fgcu.edu Ashton Hartley – Coordinator for Student Organization Development  Ensures organization is active and in good standing  arhartley@fgcu.edu; 590-4410 arhartley@fgcu.edu

4. TREASURER’S RESPONSIBILITIES  Attend Treasurer Training  Prepare the annual A&S budget application for organization  Sign off on all purchasing paperwork  Maintain all account numbers and information  Pay any bills  Coordinate fundraising efforts  Encourage responsible spending and purchasing

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

6. Funding 101: Activity & Service (A&S) Fees Tuition & Fee Details: Fall 2015, Spring 2016 & Summer 2016 Tuition & Fee Details: Fall 2015, Spring 2016 & Summer 2016

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 Available: September 2 nd Create budget with advisor and officers. Turn into OSI (CC 258) LATE ABA WILL NOT BE ACCEPTED! Due: October 2 nd at 12PM 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. A&S Budget Forums *MANDATORY if planning to go through annual budget process* Dates Wednesday, September 2 nd at 12:30pm – CC 247 Wednesday, September 2 nd at 4:00pm – CC 247 Thursday, September 3 rd at 10:30am – CC 247 Thursday, September 3 rd at 5:00pm – CC 247 Friday, September 11 th at 1:00pm – CC 247 Saturday, September 12 th at 10:00am – CC 247

10. SENATE BILL PROCESS (Operational Funding ONLY - 8 weeks to complete) *Cannot spend money before it is uploaded into your account Contact Senate President: sgsenate@fgcu.edu 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

11. 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

12. Purchase Order Forms Purchase Order Forms Pre-Authorization Forms Pre-Authorization Forms Payee Invoices Payee Invoices Purchasing & Spending Money *All forms are available in the Office of Student Involvement

13. 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

14. SIGNATURE PROCESS

15. Reimbursements

16. Pre-Authorization Form  Authorizes  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

17. 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

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

19. 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

20. 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**

21. Special Conference and Travel (SCT) Committee QUESTIONS? For more guidelines and SCT committee information, please contact:  SG Travel Chair: sgtravel@fgcu.edusgtravel@fgcu.edu  Senate President: sgsenate@fgcu.edusgsenate@fgcu.edu  SG Treasurer: sgtreasurer@fgcu.edusgtreasurer@fgcu.edu

22. TRAVEL: Purchasing & Reimbursements  Purchasing  Attach approval document 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, 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  If approved, reimbursable expenses include gas, mileage and food while traveling

23. 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.

24. LICENSED VENDORS 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: http://www.fgcu.edu/BusinessOps/Licensing.html

25. QUESTIONS ?