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  1. 1. Treasurer Training
  2. 2. Agenda <ul><li>Account and Budget Statements </li></ul><ul><li>Request for Purchase </li></ul><ul><li>Tax Exemption Status </li></ul><ul><li>Organizational Travel </li></ul><ul><li>Funding </li></ul><ul><ul><li>Fundraising </li></ul></ul><ul><ul><li>Student Budget Committee </li></ul></ul><ul><ul><li>Coca Cola </li></ul></ul><ul><li>Handling/Depositing Cash </li></ul><ul><li>Budgeting </li></ul><ul><li>Financial Consultation </li></ul>
  3. 3. Monthly Account Statement <ul><li>Current Balance, Organization vs. SBC Funds </li></ul><ul><li>Status of a Payment / Transaction Details </li></ul>
  4. 4. Reading Your SBC Budget Statement <ul><li>Funds Awarded </li></ul><ul><ul><li>Entire event </li></ul></ul><ul><ul><li>Specific line items </li></ul></ul><ul><li>Budget Line Items </li></ul><ul><li>SBC Rationale </li></ul><ul><li>Budget Caps </li></ul><ul><li>Transactions </li></ul>
  5. 5. Budget Statements
  6. 6. Request For Purchase Form (RFP) <ul><li>Used to request payments for all expenditures by your organization. </li></ul><ul><li>Highly recommend you fill it out online! </li></ul><ul><ul><li>Reimbursements </li></ul></ul><ul><ul><li>Invoices </li></ul></ul><ul><ul><li>Contracted Services </li></ul></ul><ul><ul><li>Mileage </li></ul></ul><ul><ul><li>Transfers to Other University Accounts </li></ul></ul>
  7. 7. Service Providers <ul><li>ALL service providers must be paid on a University cut check for tax purposes. </li></ul><ul><li>Do not pay them out of pocket and then file for reimbursement. You may not be able to get reimbursed. </li></ul><ul><li>This includes: DJs, artists, speakers… </li></ul>
  8. 8. RFP
  9. 9. RFP <ul><li>Must be signed by advisor if amount is over $50 </li></ul><ul><li>ORIGINAL documentation must be paper-clipped to the RFP </li></ul><ul><ul><li>Receipts, invoices, etc. </li></ul></ul><ul><ul><li>Copies of documentation not accepted </li></ul></ul><ul><li>All bills must be paid within 30 days </li></ul>
  10. 10. RFP <ul><li>If you are using SBC funds, you MUST indicate which “budget line” you are spending money from. If you are not sure what this means, ask your financial consultant. </li></ul><ul><ul><li>If the SBC line is left blank, it will be assumed that it should come out of your organizational funds. </li></ul></ul>
  11. 11. Tax Exemptions <ul><li>YOU WILL NOT BE REIMBURSED FOR STATE TAXES! </li></ul><ul><li>A copy of the Tax Exemption Certificate is included in the appendix to your manual. </li></ul><ul><li>2) Bring certificate to the vendor at the time of the transaction. </li></ul><ul><li>3) Some vendors will collect the certificate – some will simply want to see it and allow you to keep it. </li></ul><ul><li>4) We are able to reimburse/pay for eat-in and hotel taxes. </li></ul>
  12. 12. Using the OCA Credit Card <ul><li>Hotel, car rental, etc </li></ul><ul><ul><li>Easiest way is to create the reservation, turn in an RFP with a print out of the reservation, and we will call and change it. </li></ul></ul><ul><li>Online orders, e.g. Amazon.com </li></ul><ul><ul><li>Make a “fake” cart, print and attach to an RFP </li></ul></ul><ul><li>Cannot be done same day. The RFP must go through the approval process. </li></ul>
  13. 13. Travel Registration <ul><li>When traveling, you represent the University </li></ul><ul><li>Travel registration is required for all trips outside the city limits of Bowling Green </li></ul><ul><li>Must be submitted 2 weeks in advance for review </li></ul><ul><li>Travel Registration needs to be completed and approved before any related bills can be paid by OCA! </li></ul>
  14. 14. Fundraising <ul><li>BG-1 Card </li></ul><ul><ul><li>Card readers available for checkout </li></ul></ul><ul><ul><li>Accepts both credit/debit and BG-1 cards </li></ul></ul><ul><li>E-Store </li></ul><ul><ul><li>Online service that allows organizations to sell goods and services </li></ul></ul><ul><ul><li>All funds will be directly transferred to the organization’s account </li></ul></ul>
  15. 15. Student Budget Committee (SBC) Funding <ul><li>Annual Funding Hearings </li></ul><ul><ul><li>Occur in February </li></ul></ul><ul><ul><li>Apply for year-long SBC allocation </li></ul></ul><ul><li>Spot Funding Hearings </li></ul><ul><ul><li>Apply for funding for a specific event or need of the organization </li></ul></ul><ul><ul><li>First monthly hearing is in September- apply early </li></ul></ul><ul><ul><li>Spot Funding, Coke Funding, and budget modifications are reviewed </li></ul></ul><ul><li>Off-campus accounts are prohibited for any organization which receives SBC funding. Operating an off-campus account will result in forfeiture of SBC funding. </li></ul>
  16. 16. Coca-Cola Marketing Funds & Product <ul><li>REQUIREMENTS: </li></ul><ul><li>The event must be on or near campus. </li></ul><ul><li>The event should be open to the general student population. </li></ul><ul><li>No organization may receive more than $2,000 in funds or $1,000 in product during the academic year. </li></ul><ul><li>Coca-Cola funds must not be the sole source of funding for an event. Funding is intended for promotions, marketing and small-scale event management. </li></ul><ul><li>Coca-Cola must appear as a recognized sponsor on all promotional materials for the event. Electronic Coca-Cola logos are available in OCA. </li></ul>
  17. 17. Applying for Coke Funding/Product <ul><li>Complete a Coca-Cola Marketing Funds & Product Request Form. </li></ul><ul><li>Turn the form in to the Office of Campus Activities. </li></ul><ul><li>The request will be reviewed by SBC at their next hearing. </li></ul><ul><li>The Office of Campus Activities will notify your organization of their decision. </li></ul>
  18. 18. Handling Cash <ul><li>Cash Handling Tips </li></ul><ul><ul><li>For events where admission is charged, record counts of attendees and the amount of money received. </li></ul></ul><ul><ul><li>Have two members count, confirm and sign off on the total amount. </li></ul></ul><ul><ul><li>Pay all expenses from the money deposited into your University account. </li></ul></ul><ul><ul><li>Deposit all cash and checks into your organization’s account at the Bursar’s Office. </li></ul></ul>
  19. 19. Depositing Funds <ul><ul><li>Funds can be deposited at the Bursar’s Office 8am-5pm Mon-Fri </li></ul></ul><ul><ul><ul><li>If you need to deposit money outside these hours, you can deposit your money at the Information Center in the Student Union across from Wendy’s. </li></ul></ul></ul><ul><ul><ul><li>If you try to deposit at the Info Center while the Bursar office is open, you will be directed to make your deposit there. </li></ul></ul></ul><ul><ul><ul><li>All deposits must be made within 24 hours of collection. </li></ul></ul></ul>
  20. 20. Budgeting <ul><ul><li>Identify all expenses for the academic year (July 1 st to June 30 th ) </li></ul></ul><ul><ul><li>Review transactions and budgets from prior years </li></ul></ul><ul><ul><li>Talk to the people planning the event </li></ul></ul><ul><ul><li>Get estimates from service providers / vendors </li></ul></ul><ul><li>Identify possible revenues </li></ul><ul><ul><li>Membership dues </li></ul></ul><ul><ul><li>Fundraisers </li></ul></ul><ul><ul><li>Ticket Sales </li></ul></ul><ul><li>Decide which type of funding you will use for which activities </li></ul><ul><ul><li>Prioritize events and needs </li></ul></ul>
  21. 21. Budgeting <ul><li>Calculate projected year-end balance </li></ul><ul><ul><li>Revenues minus expenses </li></ul></ul><ul><ul><li>The total should not be negative </li></ul></ul><ul><li>Adjust budget throughout the year if necessary </li></ul><ul><ul><li>May think of ways to increase revenues and/or decrease expenses </li></ul></ul><ul><li>Budget template is available online </li></ul>
  22. 22. Sample Budget Date Activity Budgeted Actual transactions     Org. Funds SBC Funds Org. Funds SBC Funds   Remaining Balances: $462.87 $0.00 $774.43 $21.73 7/1/2009 Starting Balance +$362.87   +$362.87   7/1/2009 Student Budget Committee Allocation   +$600.00   +$600.00             8/23/2009 Fall Retreat -$300.00 -$200.00 -$289.00 -$178.27           9/8/2009 Campus Fest -$50.00 -$100.00 -$39.00 -$100.00             Thanksgiving Fundraiser +$100.00   +$110.00             12/12/2009 Banquet -$650.00 -$300.00 -$430.00 -$300.00           2/20/2010 President's Day Fundraiser +$1,000.00   +$1,059.56  
  23. 23. Financial Consultations <ul><li>You will meet with your Financial Consultant once a month </li></ul><ul><ul><li>Meetings provide an opportunity to reconcile your University account, ask questions, and learn about funding options </li></ul></ul><ul><ul><li>Meetings help to ensure funds are being used appropriately </li></ul></ul><ul><li>Financial Consultation Evaluation </li></ul><ul><ul><li>Completed after each monthly meeting to track your organization’s financial management success and identify areas for improvement </li></ul></ul><ul><ul><li>The score you receive will affect future SBC funding </li></ul></ul><ul><li>Your first monthly consultation needs to be in September! </li></ul>
  24. 25. Getting Started! <ul><li>Review the Student Organization Treasurer’s Manual . </li></ul><ul><li>Meet with your group advisor and organization’s leadership. </li></ul><ul><li>Understand the current financial situation of your organization : </li></ul><ul><ul><li>How much money do you have? </li></ul></ul><ul><ul><li>What events are you currently planning? </li></ul></ul><ul><ul><li>Do you have the funds to support these events? </li></ul></ul><ul><ul><li>Do you have an up-to-date budget? </li></ul></ul><ul><ul><li>What fundraising events do you have planned? </li></ul></ul><ul><ul><li>Are you eligible to receive SBC funding? </li></ul></ul>
  25. 26. Getting Started! <ul><li>Have a transition meeting with the previous treasurer </li></ul><ul><li>Ask Questions! </li></ul><ul><li>Create/update your year-long budget </li></ul><ul><li>Schedule a September meeting with your financial consultant by calling the OCA office at 419-372-2343 </li></ul>
  26. 27. Forms, Policies, and Info <ul><li>www.bgsu.edu/getinvolved </li></ul>
  27. 28. Contact Info <ul><li>PJ Wolf: Groups A - C </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Matt Garrison: Groups D - K </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Jacob Cramer: Groups L - R </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Amber Soldenwagner: Groups S - Z </li></ul><ul><ul><li>[email_address] </li></ul></ul>

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