This document provides information for club and organization treasurers about financial processes at the university. It outlines the roles and responsibilities of the SGA Treasurer and club treasurers. It details how to request and track funding, submit financial paperwork, and plan events. Treasurers learn about budgeting, fundraising, contracts, transportation, and working with SGA and other offices for financial needs. The workshop aims to guide treasurers on proper financial management and accessing resources.
2. My Role as SGA Treasurer
To monitor the funding of all 130+ Clubs/Organizations
Allocate funding for each Academic Year in the Spring
Act as a liaison between organizations and Community Development
Process all financial paperwork
Oversee all financial transaction conducted by Student Government
Arrange and suggest Co-sponsorship requests
Co-Chair of the Finance Committee
3. YOUR Role as Treasurer
Process all financial paperwork (IDT’s, Check-Req’s, etc)
Always keep your budget current
In charge of your club/organizations fundraising efforts
4. Keep Track of Your Budget!
EVERYTHING must go on your Budget Spreadsheet
Purchases
GDS Orders
Fundraising Deposits
Credit Card Purchases
etc
5.
6. How Do You Request/Access Money?
Program Proposals!
Submit ALL the time – for programs, for money, for finance committee, for meetings, etc
Submit via 25 Live – if you need the training please let me know
7. Timeline for Program Proposal Submission
To Ensure funding…
One Week Prior – A simple meeting
Three Weeks Prior – An Event (no Dj’s, no
Contracts)
One Month Prior – Large Event (On/Off
Campus, DJ, Performers, etc.)
8. Contracts, Lodging, & Transportation 101
Contracts
Must be drawn up/signed at least two
weeks prior to the event with Rachel
Siconolfi in Room 221- University Center
W9 Form needs to be signed as well
Full Time faculty member must be the
contact person for the contract
Once completed, It is important to HAND
it to Rachel in Room 221
Lodging and Transportation
Have to receive transportation/lodging
quote before submitting Program
Proposal
Waiver forms/Chaperone forms need to
be signed before payment
The final step: Reserve through Rachel
Siconolfi Room 221 in the University Center
9. *NEW*- GDS Food Ordering Process
If your club/organization plans to order
through GDS this year:
See Rachel to set up a GDS account for
your organization
Also, GDS Menus will be in her office for
your convenience to look at
10. Ways to Spend/Receive Money
Want to Spend Money?
From your account – Only money that is
present in your account will be spent
Via IDT for on campus services – found on
blogs.shu.edu/sga
Community Development Credit Card –
Order online
services/transportation/lodging through
the Credit Card *see Rachel*
Check Req – Spend money out of pocket,
be reimbursed
Form found on blogs.shu.edu/sga
Want More Money?
Finance Committee – Each Semester
Finance Committee has an average of
$33,000 to give in aid to
clubs/organizations
FUNDRAISE – The best thing you could do
for your organization! & the money
accumulates from year to year!
*Remember*- All fundraised money is to be
given to the University Center Ticket Office.
Once your receive a receipt, bring it to
Room 221 to record on your account
11. Forms – Check Requisitions
Reimbursement form
When submitting this form, please attach the receipt with your items that you purchased
DO NOT include personal items on this receipt – your request will not be granted
If you do not want it sent to the address the University has on file, indicate pick up in the
“Special Instructions” area
Only purchases over $250.00 need approval from Community Development
If equal value or under, please have a statement signed by President and Treasurer confirming
their knowledge of this purchase
12. If student, must be the
address on file with the
University
Must include the
following:
• What
expenditure
was
• Name of Club
13. Forms - IDT
IDT forms are used for the following:
Purchase on campus services (Print Shop,
Campus ID Office, Etc)
Co-sponsorship via monetary aid
14. Name of Organization
that money is coming
from
Name of Organization that
money is going to
Date
Description/list of
what is being
ordered, event
name
Total all
items
15. *NEW*- Finance Committee Forms
Before You Want To Meet with Finance
Committee…
Submit a program proposal requesting
Finance Committee assistance
Once your program has been
approved/received an approval email,
Submit a FC form via survey monkey
Blogs.shu.edu/sga - forms
What To Bring To The Meeting
NEW – Finance Committee Breakdown
Sheet – To be brought to the meeting
8 copies
Blogs.shu.edu/sga - forms
16. *NEW* Co-sponsorship Request Form
New Process for submission
Blogs.shu.edu/sga, forms section, Co-sponsorship Request –ONLINE FORM!
Co-Sponsorship budget is open to:
Non SGA Recognized Organizations
Departments
Greek Life
17. Who I Work With…
Rachel Siconolfi, Room 221 (top floor in U-Center)
rachel.siconolfi@shu.edu
Colleen Dallavalle – Room 117A (1st Floor U Center (next to the Living Room))
colleen.dallavalle@shu.edu
Maggie Bach – Room 227 (top floor in U-Center)
Maggie.bach@shu.edu
20. Reminder – INVOLVEMENT FAIR!
Involvement Fair is Thursday September 5 from 11am -3pm
Open to all Student Group and Departments
Sign Up Now to have a table or risk being on the wait list!
https://www.surveymonkey.com/s/2013InvolvementFair
BLUE – filll out your name PURPLE – make sure they have the name of program, their club, and what they pruchased. I cannot believe how many times I get shit where it doesn’t say what club this is for. RED- See that complicated part with weird boxes? Don’t touch it!Next PART – if you bought stuff at riteaid….just put ‘riteaid’. You don’t need to put what you bought at riteaid. I know what you bought at riteaid because you are attaching the receipt to this form! If I'm curious, I can checkAPPROVALS –so don’t sign it!SPECIAL INTRSUCTIONS – note – 2 things happen to this form. 1 copy goes to me so I can take the money out of your club’s account. The other copy goes to Procurement, who takes that money that I took out of your account, and writes a check to you! However, they send it to your HOME address, so if you want it to your mailbox on campus, you have to write your address on here. Also put your student ID number. ALSO, you will not get this check any earlier than 2 weeks.