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

1. Student Organization
Treasurer Training
2011-2012
Jeff Pelletier – 292-8763
pelletier.12@osu.edu
@JeffBC94

2. 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

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. 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 options
ohiounion.osu.edu/get_involved/student_organizations/funding

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. 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. 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. 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. Resources for
Operations

10. Human Resources for your
Organization
Jeff 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 Orgs
Student organization resources, supervision of
Student organization support staff
Katie Dean Williams - Graduate Admin Assoc
Student Organization Funding, Tenant Programming

11. Center for Student
Leadership & Service
Your point of connection for the full
spectrum of involvement at Ohio State.
The Center offers programs, resources, and
services for individuals & student groups
at beginning, intermediate, & advanced
levels, to help take the next step in
membership, leadership, and citizenship.

12. Center for Student
Leadership & Service
• Meeting Rooms
• Leadership Library
• Lounge
• Graphics Department
• Video Department
• Office Space & Lockers
• Resource Room

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 too
ohiounion.osu.edu/get_involved/student_organizations/resourceroom

14. Center for Student
Leadership & Service

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 Minor
ohiounion.osu.edu/get_involved/csls

16. Access free
workshops and
retreats for your
organization.

17. Meeting & Event Space

19. CSA Funding Process

20. 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)
ohiounion.osu.edu/get_involved/student_activity_fee

21. Student Activity Fee Funds
Signature
Student Events Buck-I-Serv
Governments 7% 4%
9%
OUAB
Student 52%
Organizations
13%
Discount
Tickets
15%
ohiounion.osu.edu/get_involved/student_activity_fee

22. 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 1
ohiounion.osu.edu/get_involved/student_organizations/funding

23. 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 purchased
ohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf

24. Apply for funds online e-mail confirmation sent
All requirements complete
e-mail if incomplete
Check requested from
University [3 weeks]
e-mail when available
Check available for pick-up
Center for Student
Leadership and Service
Spend $
Audit funds e-mail when complete

25. 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 programs
ohiounion.osu.edu/posts/documents/doc_512011_155339678.pdf

26. 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

27. 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

28. Apply for funds online
e-mail confirmation sent
before the deadline
e-mail status within 3
CSA Allocations meets and weeks of application
approves funding requests deadline
Requested program held on 7 days to appeal if
scheduled date denied
Approved $ = Max $
Submit audit within 30-days
of scheduled program date
e-mail when complete
Check requested from
University [3 weeks]
e-mail when available
Pick-up Check - Center for
Student Leadership and
Service

29. 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)

30. Ohio Union
Website

31. ohiounion.osu.edu
Your home for info!
Approved programs
listed on daily event
calendar

32. Go to Get
Involved and
Most Popular: click Student
link for Student Organizations
Organizations

33. Student
Organizations
home page
Click here (on any
student org page) to
access the
management system

34. Guidelines, documents, links,
access to marketing/
graphics/video services

35. Funding: important treasurer
information, including
deadlines guidelines, and
documents
Click here (on any
student org page) to
access the
management system

36. Enter your OSU.#
username and password
Only the listed Treasurer can
apply for funding

37. Select your organization and
desired request form

38. Click on group name to view
Including balance on line of
general credit
information…

39. Click on EIN information to
view EIN on file

40. Operating
Request Form

41. Select operating request
form

42. Helpful reminders when
filling out the form –
please read them!

43. Select fundable category in
which you are requesting
funding

44. Provide $ amount requested
for this item, according to
guidelines
Describe the expected
purchase according to the
fundable guidelines

45. Add additional line items by
pressing Add Cost

46. Include all budgeted items
on one request form.

47. The form keeps a
running total of your
line items
Will generate and error if more
than $200 is requested

48. Edit any line item to get
under budget
Click Update/Submit to
Once you have budgeted for $200
complete your request

49. Once your request is
submitted the
Request
Information will
appear on screen
Already received Email
confirmation!

50. Email confirmation, with
advisor approval links.

51. Programming
Request Form

52. Select programming
request form

53. Select funding window, click
New Programming Request to
start

54. Select a
descriptive
program
name
Select the program
date and time – this
section checks for
programming
funds deadlines

55. List the time
and on-
campus
location of
your program
(please be
specific)
Select the type of
program as defined
by the student
organization
guidelines

56. Please explain the program for
the allocations committee (i.e.
agenda, itinerary, activities).
BE SPECIFIC

57. Please explain the program for
the allocations committee (i.e.
agenda, itinerary, activities).
BE SPECIFIC
Please note what
marketing
methods will be
used – 100
points

58. Explain benefits
and success of
program. Be
specific.
Estimate the number
List of attendees and
collaborating student attendees
group(s) here you plan to have at
(if applicable). your program

59. Describe what
the expense is Select the appropriate
specifically Category as listed in
the Guidelines

60. List the expense for
this category

61. Expenses
can be fully
or partially
covered by
CSA funds,
or covered
by an
outside
source.

62. Hit update to total
program budget and
requested amount
List other
funding
sources
here

63. One last step. Certify…
And Submit!

64. Click view to see
Computer goes
what was
back to program
submitted
list for your group

65. Use this four-digit
ID when referring
to your program.

66. Only delete if you
mean it!

67. Completing
Audit Forms

68. 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 audit
ohiounion.osu.edu/get_involved/student_organizations/funding

69. Must be filled out
by treasurer
List each
receipt/payment
separately
What/why
JugglersRUs 50 Performances at event
Garage Band 200

70. 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

71. Acceptable
Receipt
Each item purchased is listed
separately and lists each unit
price along with total
P*ps* products not a
fundable item! only Coca-Cola
Purchase
Products!

72. Not Acceptable
Lists only total and
does not show items
purchased

73. Not
Acceptable
Itemized, shows amount,
does not show proof of
payment

74. Not
Acceptable
Illegible – this group
waited too long to turn in
their audit!

75. Not
Acceptable

76. Acceptable!
Acceptable?
Itemized with total
Proof of
payment

77. Not
Acceptable

78. Almost…
shows amount, does not
show proof of payment

79. Acceptable!

80. Not
Acceptable
Cannot pay from
confirmation

81. Invoice can be paid
directly from approved
funds

82. Sign-in Sheet
Complete Evaluation
Stop by Resource Room
Thanks for Coming!
Jeff Pelletier – 292-8763
pelletier.12@osu.edu
@JeffBC94