STUDENT ORGANIZATION LEADERSHIP TRAINING 2014 Budget Information & SAIL Purchasing Procedures

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  Responsibility of the Student Organization  Should always know how much money you have in your accounts  Should always have a record of expenditures for your organization  Should know the policies for obtaining a budget, budget reports, using the ProCards and obtaining Purchase Orders

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  Communication is KEY  You need to communicate with those who are planning events for your organization  You need to communicate about purchases  Prior to purchase so everyone know what to purchase and how much to spend  After so the budget can be updated and receipts submitted  Communication regularly with your executive board about the current state of your accounts

 All student organizations are encouraged to raise money to support their efforts.  This is the only method of acquiring funds for all organizations not recognized by SGA  Your Speedtype number is also your account number (it’s a six digit number)  All purchases must be made using a University ProCard or Purchase Order. STUDENT ORGANIZATION LEADERSHIP TRAINING 2014

 All organizations recognized by SAIL and SGA can request funding from SGA  To become funded through SGA  the SGA Treasurer, Connor Joyce, at  Current budgets for those organizations with monies in their accounts can be obtained from Barbara Costa. Requests for your organization’s budget should be made at least 1 week in advance  Schedule a budget hearing-sometime in April  Go to your hearing. The President and Treasurer need to be present, and other group members can attend as well.  There are NO MAKE UP MEETINGS. Please be sure to schedule and attend your budget hearing.  Once all budget hearings are completed SGA will go through their process and vote to allocate money to student groups. Organizations will be notified of their hearing result during the summer. Money will be transferred to accounts by the end of the summer. STUDENT ORGANIZATION LEADERSHIP TRAINING 2014

 PROCARDS  Procards are simply a credit card the university uses for purchases  SAIL only has 2 cards for +120 student clubs and organizations  You must reserve use of card at least 1 week in advance  Barbara Costa and include the  organization name  date of intended use  pick up time  drop off time  location of purchases  items to be purchased  A tax exempt form is needed for making purchases  All receipts go to Barbara when dropping off card/fill out forms  Restricted items – Check the list prior to purchasing  Organization ProCards – misuse will result in canceling the card (Only applicable for those groups who have their own Procard)  Misuse of the Procard will result in your organization being restricted from using the Procard

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  Purchase Orders/Contracted Performances/Events 1.You must allow at least 4 weeks for the Purchasing Process to take place from start to finish. 2.Do your research before approaching your Advisor to save a step. 3.Make sure that you have the vendor information sent to the vendor at the beginning of the process. 4.You cannot expect to walk into the office and leave with a check or purchase order the same day! 5.There must be a signed contract or invoice to initiate payment. 6.PLAN AHEAD 7.Student Performers are paid via Student Employment Paperwork-no contract is necessary Run Idea Past Advisor An Idea Forms Get quotesGo For It!Vendor Information (W9) & Contract sent to Vendor if not in system (done by student) Get Invoice or Contract from Vendor (Give to Barbara) Vendor Information Forms given to Barbara for entry into PeopleSoft (3-4 days to process) Contract signed by SAIL Office & Accounting and Finance (1-2 days) Enter purchase order into system for payment Purchase Order approved by Administrators (2-4 days) Event Occurs! Check is cut against Purchase Order (checks are cut on Tuesdays & Fridays) Copy of Purchase Order faxed to Vendor Check is mailed according to contract (Net 30)

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  REIMBURSEMENTS  Must have all receipts!  If in doubt always check with SAIL Staff BEFORE making out of pocket purchases  Process takes time  Must request from Barbara 1 week in advance  Barbara  Completed budget reports will be left in Barbara’s mailbox for pickup  BUDGET REPORTS  Buses – University contracts with Tremblays in New Bedford  Acknowledgement from company must be faxed to Barbara (SAIL Fax # )  Make sure that the Organization and contact name are on the fax  TRANSPORTATION  Corsair Shuttles – Can be reserved through the Reservit System

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  T-SHIRTS/CLOTHING  Barbara must have a quote BEFORE printing occurs to create Purchase Order  All purchases must be shipped/delivered to SAIL for verification/reconciliation  The shipping address for student organizations should be as follows: Barbara Costa-Name of your Organization SAIL Office, Rm. 215 MacLean Campus Center 285 Old Westport Rd. North Dartmouth, MA  DELIVERABLES  Barbara does not have a cash drawer or checkbook in the office  Funds in organization accounts are not individual organization funds but state funds, and procedures must be followed for accountability  POPULAR MISCONCEPTIONS  Chartwells has the exclusive contract for food on campus  Work with the Catering Office on food needs.  PURCHASING FOOD  Use Catertrax to place your food orders

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014  KEEP ACCURATE RECORDS  Everything costs money  Know the cost so you can keep track of your budget  Use a spreadsheet  Great way to set up a budget, even does your math for you  Provides a great historical record of what was purchased and how much for the following year  Request a budget report monthly  Will help you to maintain proper records, see discrepancies in your budget, and ensure you have an accurate budget

STUDENT ORGANIZATION LEADERSHIP TRAINING 2014 Questions?  Contact your SOSL  Contact your outgoing board members  Contact the SGA Treasurer  Contact the SAIL Office