Student Organization Treasurer Training 2011-2012Jeff Pelletier – email@example.com @JeffBC94
Training Outline• Registration and Training• Roles and Responsibilities• Resources• Available Funding• Applying For Funds• Auditing Your Funds• Presentation Available at: www.slideshare.net/jeffbc94/treasurer-training-2011-2012
Registration Management• Student Organization Year: May 1 – April 30• Training is good from today until April 30, 2012• Annual Renewal Requirements (May 1 – Oct. 15) – Training (Treas, Pres, Adv) – Financial Good Standing (Treas) – Online Updates (Pres) – Advisor Approval (Adv)• Registration Status – Pending – Active – New/Re-Established – Active – Established – Inactive
Eligibility for Funding• EIN - Employer Identification Number (Group’s SSN) – irs.gov/businesses/small/article/0,,id=97860,00.html – 1-800-829-4933 – Sign up as “Social or Savings Club”• AP Compliance Form (new Organizations only) – Form available on student organizations funding page – Must have EIN – Provide organization name, phone number• Organization Checking Account – Checks are written to organization, not individual – Name on account must match name in directory – Look for free checking, no fee/no minimum balance – US Bank and 5/3 Bank are great optionsohiounion.osu.edu/get_involved/student_organizations/funding
Role of the Advisor• Primary resource for the organization• University Faculty or Staff member (name.#)• Complete Advisor Certification• Approve organization annually• Approve all funding requests• Co-signer on organization account• Submit your advisor for the spotlight
Role of the President• Complete and manage registration for organization• Coordinate meetings and programs• Primary contact for student organization• Corresponds on behalf of organization• Communicate with organization membership and advisor
Role of the Treasurer• “Treasurer” = I know stuff about money• Set example with how organization funds are managed, used, and reconciled• Steward of student money• Example of financial wellness• Request all funds• Complete all audit forms
Sound Budget Management• Draft a written budget plan, including reserve funds• Keep track of all income and expenses• Meet regularly with advisor to review accounts• All expenses should be pre-approved by YOU• No receipt, no reimbursement• Consider membership dues• Fundraising – Everyone’s responsibility – Watch for issues with contracts (Coca-Cola, Barnes and Noble, credit card programs)• Retain records for pass-down to next treasurer
Human Resources for your OrganizationJeff Pelletier - Asst Dir, Student Involvement Student Organization Funding process Center Operation and Management Adam Burden - Coord, Student Involvement Student organization registration, trainings Deb Cunningham - Coord, Student OrgsStudent organization resources, supervision of Student organization support staff Katie Dean Williams - Graduate Admin Assoc Student Organization Funding, Tenant Programming
Center for Student Leadership & Service Your point of connection for the full spectrum of involvement at Ohio State.The Center offers programs, resources, andservices for individuals & student groupsat beginning, intermediate, & advancedlevels, to help take the next step inmembership, leadership, and citizenship.
Center for Student Leadership & Service• Meeting Rooms• Leadership Library• Lounge• Graphics Department• Video Department• Office Space & Lockers• Resource Room
Resource Room• Resource Room Handout – Page 3• Annual $250 Line-of-Credit to spend on resources.• Line of Credit is reset each year on June 15; not available until organization obtains Active status.• When Line of Credit runs out, or if so desired, items may be purchased with cash/credit/Buck ID.• All members can use Line-of-Credit.• Only leaders may check out equipment.• Items available for individual purchase tooohiounion.osu.edu/get_involved/student_organizations/resourceroom
Center for Student Leadership & Service • Existing and New Initiatives – Annual Conference on Leadership and Civic Engagement – Student Organization Summit – Skill building workshops – Leadership Awards – Student Leadership Advocates – Community Service Programs – Leadership & Service Clearinghouse – Calendar of Events – Academic Courses & Leadership Minorohiounion.osu.edu/get_involved/csls
Access free workshops andretreats for your organization.
Operating Funds• Operating expenses necessary to maintain your organization• $200 annually• Apply between June 15 and April 30• First come, first served• Check cut in advance; or can spend funds first• Must audit by June 1, or when spending is complete• Return any unused funds by June 1ohiounion.osu.edu/get_involved/student_organizations/funding
Operating Expenses • Handout Page 5 • Consumable supplies • Equipment/Facility rental • Advertising, promotion, newsletters • Books and subscriptions • Dues to local, state, national, and international organizations • Bank charges • Awards • Travel • Food – Recruitment or marketing events only – Audit limited to 50% of allocated funds – Only Coca-Cola products may be purchasedohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf
Apply for funds online e-mail confirmation sentAll requirements complete e-mail if incomplete Check requested from University [3 weeks] e-mail when availableCheck available for pick-up Center for Student Leadership and Service Spend $ Audit funds e-mail when complete
Programming Funds• Reviewed by CSA Allocations Committee• A fundable program, for the purpose of student activity fee funding, is defined as an educational or service activity held on campus or a service/outreach activity held off-campus.• Fundable programs must: be open to all students beyond the membership of the sponsoring student organization, provide developmental and educational outcomes for all participants, be held at a public venue on-campus, and be broadly marketed.• Review CSA Guidelines online for prohibited expenses/non- fundable programsohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf
Programming Funds • $2000 or $3000 annually (depends on active status) • $1500 programs meet with program planner • Request deadline based on event date (5th Friday of prior quarter) – July 22: Fall 2011 (part 1) (September 18 – October 31) – includes Welcome Week – October 7: Fall 2011 (part 2) (November 1 – January 1) – includes Winter Break – October 21: Winter 2012 (January 2 – March 26) – includes Spring Break – February 3: Spring 2012 (March 27 – June 11) – April 27: Summer 2012 (June 20 – September 18)ohiounion.osu.edu/get_involved/student_organizations/funding
Programming Funds • Handout Page 6 • Fully fundable Categories – Speaker Costs/Entertainment – OSU Physical Facilities/Personnel/Equipment Rental – Consumable Supplies • Percent-limited Categories – Food & Beverages (limited to 40% of the total cost of the entire program) – Publicity/Apparel/Takeaways (limited to 20% of the total cost of the entire program) – Travel (up to 50% of the transportation and lodging expenses associated with a service program not on campus) • Issued on a reimbursement basis; must audit within 30 calendar days after scheduled program date • Some costs may be paid for directly (OSU vendors)ohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf
Apply for funds online e-mail confirmation sent before the deadline e-mail status within 3CSA Allocations meets and weeks of applicationapproves funding requests deadlineRequested program held on 7 days to appeal if scheduled date denied Approved $ = Max $Submit audit within 30-daysof scheduled program date e-mail when complete Check requested from University [3 weeks] e-mail when availablePick-up Check - Center for Student Leadership and Service
Semester Conversion• Organizational Changes – Financial reporting, dues collection – Elections/Transitions: shift to Spring (Feb-Apr) or Fall (Aug-Oct) registration – Major Events and Programs: • Autumn Semester: Aug 20 – Dec 7 • Spring Semester: Jan 7 – April 25 – Proposed Operating Funds Calendar • May 1 – Operating Funds Audit Deadline • July 1 – Operating Funds Requests open for upcoming Year – Proposed Programming Funds Calendar • November 30 (program dates 1/1 – 3/15) • February 15 (program dates 3/16 – 5/31) • April 30 (program dates 6/1-8/15) • July 15 (program dates 8/16 – 10/15) • September 15 (program dates 10/16 – 12/31)
Submitting an Audit• Original, Itemized, Legible Receipts• Delivery orders/sales slips/confirmations/signed statements alone do NOT count – most need “proof of payment” – Proof of payment can be a cancelled check, credit card or bank statement• To pay Ohio Union costs directly, must submit invoice, not confirmation; write “please pay directly”• Contact us if you have questions about paperwork, before you submit an auditohiounion.osu.edu/get_involved/student_organizations/funding
Must be filled out by treasurer List each receipt/payment separately What/whyJugglersRUs 50 Performances at eventGarage Band 200
Proof of Payment: Cancelled Check From the bank account, not a photocopy of the check This (or bank statement) shows the funds have cleared your account
Acceptable Receipt Each item purchased is listedseparately and lists each unit price along with total P*ps* products not a fundable item! only Coca-Cola Purchase Products!
Not AcceptableLists only total anddoes not show items purchased
Not AcceptableItemized, shows amount, does not show proof of payment
NotAcceptable Illegible – this group waited too long to turn in their audit!