Treasurer training 2011 2012


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Student Organization Treasurer training for 2011-2012. The Ohio State University - Office of Student Life - The Ohio Union

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Treasurer training 2011 2012

  1. 1. Student Organization Treasurer Training 2011-2012Jeff Pelletier – @JeffBC94
  2. 2. Training Outline• Registration and Training• Roles and Responsibilities• Resources• Available Funding• Applying For Funds• Auditing Your Funds• Presentation Available at:
  3. 3. 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
  4. 4. Eligibility for Funding• EIN - Employer Identification Number (Group’s SSN) –,,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
  5. 5. 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
  6. 6. 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
  7. 7. 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
  8. 8. 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
  9. 9. Resources for Operations
  10. 10. 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
  11. 11. 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.
  12. 12. Center for Student Leadership & Service• Meeting Rooms• Leadership Library• Lounge• Graphics Department• Video Department• Office Space & Lockers• Resource Room
  13. 13. 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
  14. 14. Center for StudentLeadership & Service
  15. 15. 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
  16. 16. Access free workshops andretreats for your organization.
  17. 17. Meeting & Event Space
  18. 18. CSA Funding Process
  19. 19. Funding Oversight• Council on Student Affairs (CSA) – University Senate committee, chaired by student – Determines Student Activity Fee (SAF) Allocation – CSA Allocations Committee oversees student organization programming funds• Ohio Union Staff – Oversee funding distribution – Advise all SAF programs• Student Organization Treasurers – Follow guidelines, spend appropriately – Ethical, Positive use – Reporting process (audits)
  20. 20. Student Activity Fee Funds Signature Student Events Buck-I-Serv Governments 7% 4% 9% OUAB Student 52% Organizations 13% Discount Tickets
  21. 21. 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
  22. 22. 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
  23. 23. 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
  24. 24. 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
  25. 25. 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)
  26. 26. 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)
  27. 27. 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
  28. 28. 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)
  29. 29. Ohio Union Website
  30. 30. ohiounion.osu.eduYour home for info! Approved programs listed on daily event calendar
  31. 31. Go to Get Involved andMost Popular: click Studentlink for Student Organizations Organizations
  32. 32. StudentOrganizations home page Click here (on any student org page) to access the management system
  33. 33. Guidelines, documents, links, access to marketing/ graphics/video services
  34. 34. Funding: important treasurer information, includingdeadlines guidelines, and documents Click here (on any student org page) to access the management system
  35. 35. Enter your OSU.#username and passwordOnly the listed Treasurer can apply for funding
  36. 36. Select your organization and desired request form
  37. 37. Click on group name to viewIncluding balance on line of general credit information…
  38. 38. Click on EIN information to view EIN on file
  39. 39. OperatingRequest Form
  40. 40. Select operating request form
  41. 41. Helpful reminders whenfilling out the form –please read them!
  42. 42. Select fundable category in which you are requesting funding
  43. 43. Provide $ amount requested for this item, according to guidelines Describe the expectedpurchase according to the fundable guidelines
  44. 44. Add additional line items by pressing Add Cost
  45. 45. Include all budgeted items on one request form.
  46. 46. The form keeps a running total of your line itemsWill generate and error if more than $200 is requested
  47. 47. Edit any line item to get under budget Click Update/Submit toOnce you have budgeted for $200 complete your request
  48. 48. Once your request is submitted the Request Information will appear on screenAlready received Email confirmation!
  49. 49. Email confirmation, with advisor approval links.
  50. 50. ProgrammingRequest Form
  51. 51. Select programming request form
  52. 52. Select funding window, clickNew Programming Request to start
  53. 53. Select a descriptive program nameSelect the programdate and time – this section checks for programming funds deadlines
  54. 54. List the time and on- campus location of your program (please be specific)Select the type ofprogram as defined by the student organization guidelines
  55. 55. Please explain the program forthe allocations committee (i.e. agenda, itinerary, activities). BE SPECIFIC
  56. 56. Please explain the program forthe allocations committee (i.e. agenda, itinerary, activities). BE SPECIFIC Please note what marketing methods will be used – 100 points
  57. 57. Explain benefits and success of program. Be specific. Estimate the number List of attendees and collaborating student attendeesgroup(s) here you plan to have at(if applicable). your program
  58. 58. Describe whatthe expense is Select the appropriate specifically Category as listed in the Guidelines
  59. 59. List the expense for this category
  60. 60. Expensescan be fullyor partiallycovered byCSA funds,or covered by an outside source.
  61. 61. Hit update to total program budget and requested amountList other funding sources here
  62. 62. One last step. Certify… And Submit!
  63. 63. Click view to see Computer goes what was back to program submittedlist for your group
  64. 64. Use this four-digitID when referringto your program.
  65. 65. Only delete if you mean it!
  66. 66. CompletingAudit Forms
  67. 67. 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
  68. 68. Must be filled out by treasurer List each receipt/payment separately What/whyJugglersRUs 50 Performances at eventGarage Band 200
  69. 69. 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
  70. 70. 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!
  71. 71. Not AcceptableLists only total anddoes not show items purchased
  72. 72. Not AcceptableItemized, shows amount, does not show proof of payment
  73. 73. NotAcceptable Illegible – this group waited too long to turn in their audit!
  74. 74. NotAcceptable
  75. 75. Acceptable!Acceptable? Itemized with total Proof of payment
  76. 76. NotAcceptable
  77. 77. Almost…shows amount, does notshow proof of payment
  78. 78. Acceptable!
  79. 79. NotAcceptableCannot pay from confirmation
  80. 80. Invoice can be paiddirectly from approved funds
  81. 81. Sign-in Sheet Complete Evaluation Stop by Resource Room Thanks for Coming!Jeff Pelletier – @JeffBC94