Types of Accounts 1. Staff Programming Account (29-0211-0050, XXX, RES, 32180, P01-P03 Budget provided by Area Coordinator. Funds used for Staff Training and Development (P01) Funds used for RA Programming (P03) This account is also the source for all committee funding (P04-P14) When using funds from this account, all required paperwork must be filled out by staff using the funds. This account will not roll over year to year. *NOTE: Funds from this account may NOT be used to finance fundraisers. All of the accounts listed are maintained by DHFS except for the SALD account, which is maintained by the Student Organization Bank in the Student Services Building.
Types of Accounts 2. Student Activities Account (29-0215-0050, XXX, RHC, 32181, SG1) This is the RHC Account. URHA receives $10.00 per resident and then gives each hall a portion of this ($7 to each hall, $2 to URHA, & $1 to the Travel SG2 account). Used for both RHC and RA programs. RHC must approve all expenditures from this account. Also used to purchase equipment for the hall (movies, sporting equipment, etc.). When using funds from this account, RHC officers must fill out all required paperwork. This account WILL roll over from year to year. *NOTE: Funds from this account may NOT be used to finance fundraisers.
Types of Accounts 3. Student Organization Bank (Student Activities and Leadership Development or “SALD” Account This is the only account that does not consist of University funds. The funds are raised by the students and deposited in this account. All funds raised must be deposited into this account. Tax is charged on purchases, but purchases are not held under the same restrictions as purchases with University funds. Account information and budget is from the Student Organization Bank. This account is an independent checking account held by most RHCs. The “bank” is located at 4.304, SSB. Your RHC must be a Registered Student Organization in order to maintain an account at the bank. Each RHC maintains its own signature requirements for accessing money from the account. Money can be used for any hall purpose. These are the only funds available if reimbursement is needed. Maintained by RHC. It is strongly recommended to have an AHC/HC involved with this account. *NOTE: Funds from this account MAY be used to finance fundraisers.
Types of Accounts 4. Student Travel (29-0215-0050, RHC, RHC, 32181, SG2) This account is used to fund transportation for programs and conferences. RHC, RA or Professional Staff may request funds from this account. The advisor to URHA handles all requests to this account. $1 per resident goes into this account each year.
Types of Accounts 5. Outside Program Account (29-0215-0050, RES, RHC, 32181, SG3) Sometimes RAs will offer programs where money may need to be collected from the participants (taking a group to a play, game, tubing, etc.). In these instances the program may only be partially funded and require the participant to pay for part of his/her fee. In these cases, the RA will not collect cash. Instead, the RA will have each resident participating in the program sign the “Program Charge Authorization” form. This authorizes DHFS to add the authorized amount to the student’s next housing bill. When payment is made to the vendor, the funds will be taken from this account. When the students pay their Housing bill, their payment for this program is placed in this account.
6. Student Insurance Account (29-0215-0050, RES, RHC, 32181, SG4) Any time a student participates in a potentially dangerous activity, the student must provide proof of health insurance. If the student does not have health insurance, he/she must purchase temporary health insurance. They can do this by paying $2 per day. To do this the student will sign the “Program Charge Authorization” form. This authorizes DHFS to add the authorized amount to the student’s next Housing Bill. When payment is made to the insurance company, the funds will be taken from this account. When the students pay their Housing bill, their payment for insurance is placed in this account.
Methods of Payment 1. Procard The ProCard is a MasterCard issued to each Area Coordinator and some Hall Coordinators. It is used to make purchases of large or small dollar amounts. Purchases up to $249 may be approved by the AC. Anything above that requires the Associate Director’s approval. Student leaders cannot check out the ProCard. Only staff members can use the ProCard. The ProCard cannot be used to purchase live flowers, travel, gasoline, postage, campgrounds, or food at restaurants. (Pizza vendors are considered restaurants) All purchases must be from vendors in good standing with the Texas Comptroller. See http://ecpa.cpa.state.tx.us/coa/coaStart.html for status of vendors.http://ecpa.cpa.state.tx.us/coa/coaStart.html Purchases over $999 from a single vendor cannot be made on the ProCard. Each Area Coordinator will have guidelines for ProCard use and checkout. In addition, the University Purchasing Office has set guidelines, limits and restrictions. See http://www.utexas.edu/admin/purchasing/procard/for more information.http://www.utexas.edu/admin/purchasing/procard/
Methods of Payment Procard (continued) How It Works: The RA or RHC officer reserves the ProCard in the Area Office using the ProCard and Pizza Card Reservation form (if RHC is making the reservation, an RA must take the responsibility of picking up the card and make the purchase). The RA signs out the Procard from the Area Office on the pre-arranged date. The RA goes to the vendor and makes the purchase. The RA returns the ProCard and the signed itemized receipt (with no tax charged) to the Area Office.
Methods of Payment 2. Pizza Card The pizza card may be used to make purchases from Jest-A-Pizza, Jester City Market, Kins Market, Cypress Bend, and Jester Texas Store. Each hall and each RHC has an assigned pizza card. When the card is swiped, money is drawn from the corresponding account. This requires the approval of the Area Coordinator. A pre-determined amount of money is assigned to the pizza card. How It Works: The RA or RHC officer reserves the pizza card using the Procard and Pizza Card Reservation Form. The RA or RHC officer picks up the card on the pre-arranged date, goes to the location where they will be making the purchase, places their order and pays for it. Then they need to return the card and the signed receipt to the Area Office. *NOTE: It is recommended that the RA or RHC officer call the location on the day of pick-up to confirm that the order is on track.
3. Petty Cash Used for purchases of $25 or less. Two petty cash requests may be used for one program. If two are used, two different people must pick up the petty cash (max $25 each). This requires the approval of the Area Coordinator and is then routed to the Associate Director. It takes three working days to process a petty cash request. RA or RHC leader must pick up money from DHFS Accounting Office (M-F; 8:30 am to 4:30 pm. Receipts, signed vendor copy and any change must be returned to the DHFS Accounting Office. (Your AC may also require a copy of the receipt for his/her records). If petty cash was used to purchase gift certificates or prizes, the recipient’s name, signature and EID are required to be turned in to Accounting. If two petty cash requests are used, the receipts must be separate and neither receipt can show more than the amount specified on a single petty cash form ($25 max). The AC may have additional requirements for reporting the exact amount of the purchase or bringing a copy of the receipt to the Area Office.
Methods of Payment Petty Cash (continued) How it Works: The RA or RHC officer picks up the petty cash and corresponding petty cash form from the DHFS Accounting office. RA or RHC officer goes to vendor, purchases items and has the vendor sign the petty cash form. Before leaving the store, the RA or RHC officer confirms that there is no tax charged and that the receipt is itemized. Within 48 hours of pick-up, the RA or RHC officer returns the receipt and any change to the Accounting office and follows any additional steps set by the AC.
4. Food Request Used to order food for programs, staff development, etc. from DHFS Food Service. (A 3-working day notice is needed for party pack and a 5-working day notice is needed for other orders.) Food orders up to $249 may be approved by the Area Coordinator. Anything above that requires the Associate Director’s approval. The Area Office must receive a receipt from Food Service. Each area has different methods for receiving the receipt, which may involve the RA or RHC officer. How it Works: The RA or RHC officer fills out the Request of Food form. On the date of the program the RA or RHC officer picks up the food from the designated location (Kinsolving or Jester). If this is required, the RA or RHC officer brings the receipt to the Area Office.
5. Purchase Order Used to make purchases where petty cash and ProCard cannot be used because of the vendor or the amount you plan to spend. This requires the approval of the Area Coordinator and is then routed to the Associate Director. A purchase order is a promise of payment to a vendor. Accounting sends a check to the vendor after services are received. A purchase order requires that the vendor be willing to accept purchase orders and be an established vendor with UT. It takes 10-working days to process a purchase order from the time the request goes to Accounting to the time it is returned to you. How it Works: Typically, the RA or RHC officer picks up the vendor copy of the purchase order at the Area Office. The RA or RHC officer receives the service or product, gives the vendor the appropriate copy of the purchase order and then receives a receipt. The RA or RHC officer brings the receipt to the Area Office.
Methods of Payment 6. IDT (Interdepartmental Transfer) Like a purchase order, an IDT form is a promise of payment. Accounting transfers funds to the vendor/department after the services are received. An IDT is used to transfer money from one DHFS area to another (e.g. Jester to Kinsolving) or from DHFS to another campus office (e.g. Recreational Sports, University Printing). IDTs up to $249 may be approved by the Area Coordinator. Anything above requires approval from the Associate Director. Other departments, such as Rec Sports, may have additional IDT authorization forms to be picked up by the RA or RHC officer and signed by the Area Coordinator along with the DHFS IDT form. How it Works: The RA of RHC officer goes to the Area Office, picks up the completed IDT form, and brings it to the appropriate department. The RA or RHC officer gets a receipt for services and brings it back to the Area Office.
7. Check These are very rare and only used as a last resort when no other method of payment is possible. It is recommended that the Area Coordinator is involved when determining whether or not a check can be used. A check is usually used when hiring an individual for professional services (e.g. dancers or musicians for cultural dinners). A check requires a signed purchase order and invoice or an Authorization for Professional Services, Payee Information Form and Request for Approval of Expenditures and Official Occasions and Other Expenses Form sent to Accounting for timely processing of payment. How it Works: The appropriate forms are filled out and routed to the Area Coordinator and then to the Associate Director. Services are received and then the check is cut. *NOTE: A check is not one of the options on the Program Planner/Request for Funds.
Travel Paperwork 1. Release and Indemnification Agreement This form is a waiver that must be filled out by any resident attending a trip that is potentially dangerous. It would also be filled out whenever the program is 25 miles or more from the UT campus. Resident Assistants do not need to fill out a Release and Indemnification Agreement. 2. Request for Travel This form is used only by staff members. Whenever travel is required 25 miles or more from the UT campus, this form must be filled out. Staff is required to have this form submitted to the Associate Director at least 5 working days before the date of travel. 3. Insurance For programs that are potentially dangerous or require travel 25 miles or more from the UT campus, insurance is required for each participant. If the participant has their own insurance, the RA must photocopy the insurance card and attach it to the Release and Indemnification Agreement.
Travel Paperwork Insurance (continued) If a participant does not have insurance, the participant must purchase insurance at a rate of $2 per day via the Program Charge Authorization form. The RA should not collect any cash for any insurance fees. Instead, he/she should have the resident sign the Program Charge Authorization form. This form authorizes DHFS to charge the individuals housing bill. In addition to the Program Charge Authorization form the RA should also fill out the Request for Special Events Coverage form. Both of these form should be submitted to the Area Office at least 1 day before the event is scheduled. *NOTE: There can be no additions to the list once it has been faxed to Student Insurance.
5. Transportation At no time may an RA transport someone to a program in his/her personal vehicle. If the RA would like to arrange for transportation, he/she may request to use funds out of the travel account. This will allow the RA (or RHC) to rent vehicles to transport residents to off campus programs. 6. Non-Resident Students Non-resident students may go on a floor trip if the following conditions are met: a) The participant must already have insurance. b) The participant cannot use any of the University Funds allotted for the program (i.e. if the RA programming funds are partially funding $5 per participant, the non-resident student would have to pay that portion).
Travel Paperwork 4. Examples Type of Program Release & Indemnificaton Agreement Request for Travel Insurance Program on campus (low risk to physical safety) No Paintball, Broomball…in Austin YesNoYes Dunk Tank, Moonwalk…on campus YesNoYes Camping outside of Austin Yes