Authorized Signer Training FALL 2016 Office of Student Leadership, Involvement, and Civic Engagement

Services and Resources Your Accounts How to Make a Purchase Services and Resources

Authorized Signer Responsibilities SIGN OFF on all financial transactions Primary CONTACT Person with SBVPF and Office of Student Activities Adhere to JFC Budget TIMELINES EDUCATE Org Members Maintain Financial RECORDS Review Org Finances on THE BRIDGE TRANSITION to Next Authorized Signer

Student Organization Accounts Outside or Personal Bank Accounts are NOT allowed Must adhere to UNIVERSITY policies Referred to as an Oracle Account Deposit all Fundraising Proceeds Do NOT spend out of cash proceeds Use of Paypal, Square, Venmo is NOT permitted Org Account Gift Account JFC Allocation Fundraisers Dues Special Allocations Departmental Funding Subject to JFC Fiscal Close (JFC funded orgs only) Donations Not Subject To JFC Fiscal Close No Deficits Allowed Deposit Donations separately from dues and fundraisers

Next Year’s Budget: Do this in January You and The JFC FY17 BUDGETS: Review your FY17 allocations. Capital Funds are not in your org account INTENT TO FUND: If your organization is interested in receiving funds for 2017-2018, complete the application on SBVPF Bridge page in Forms NEXT YEAR’S BUDGET: Each organization must attend a mandatory info session. Reps will work with groups to upload their 2017-2018 budgets. BUDGETS DUE in JANUARY FISCAL CLOSE: Rollover & Debt Forgiveness Requests for rollover or debt forgiveness will be due early to mid June. FY17 Budgets: Do this Now Intent to Fund: Do this in Oct Next Year’s Budget: Do this in January Fiscal Close: Do this in June

Making A Purchase

Every Purchase needs a Business Justification Who was the expense for? How many people attended? Who What did you buy? Be specific What Where did the expense occur? Where did your event or meeting take place? Where When did the event or meeting take place? When Why was the purchase made? How does it relate to your organization’s mission? Why

Examples of Business Justifications BAD  Good  3 Pizzas from Pizza Perfecta for 12 people attending General Body Meeting held on 9/7/15 in Cohon Center 318G to discuss membership outreach. 10 helmets from REI for members to wear while biking during club trips. Helmets are needed for safety. Food for General Body Meeting Equipment for Members

Special Circumstances Requiring Extra Stuff and Extra Time A Proof of Design needs to be provided prior to purchasing Students need to use a licensed supplier and the Trademark Licensing Office must approve the design whenever the design includes any of the various trademarks, marks, images and logos that directly or indirectly reference the university, regardless of design style, font, depiction or color. Printing of T-Shirts and Flyers Contracts are required for all services including equipment rental. This includes DJ’s, Instructors, Musicians, Lecturers, Sound Equipment Rentals. Contracts come in many shapes and sizes so come talk to us to see what is needed. Services on Campus Recipient of Prize/Gift/Award needs to complete tax forms. Prizes/Gifts/Awards should not be given out until forms are complete. Please schedule a meeting with me prior to making this purchase! Prizes/Gifts/Awards Student Activities Staff must be notified PRIOR to making any purchase of hazardous materials even if paying out of pocket. Examples include propane, epoxy, aerosol sprays, paints and dyes. Hazardous Material Any purchase over $5,000 must be made using a Purchase Order and needs a Purchasing Bid Checklist Purchases over $5,000

CANNOT BE REIMBURSED FOR SERVICES How to Make A Purchase Buying an Item Paying for a Service Pcard Purchase Order Expense Reimbursement On Campus Purchase Journal Entry Transfer Pcard Purchase Order On Campus Purchase Journal Entry Transfer CANNOT BE REIMBURSED FOR SERVICES

Pcard Purchases Can your purchase be made on line or over the phone? Is your purchase under $2500? Is NOT a Professional Service? Make a Pcard Appointment using the Pcard Meeting Request Form on The Bridge – no walk ins Purchases need to be Sales Tax Exempt Receipts must be submitted by next business day Come prepared with order info If a service, bring contract If printing, bring proof of design and trademark approval

Need extra buyer protection? Purchase Orders Complete a Payment Request Form PRIOR to ordering A PO is a Promise to Pay and is sent when MAKING the ORDER Vendor is paid AFTER goods are received (30 days from date of invoice) Attach a quote or invoice If service, attach contract If printing, attach proof of design and trademark approval Vendor must be in CMU Financial Database – if not, Supplier Forms needed Need to send a check? Purchase over $2,500? Need extra buyer protection? Making a Donation?

Getting Reimbursed Forms must be submitted within 30 DAYS of purchase Receipts submitted within 7 DAYS are expedited! Receipts must be ITEMIZED and show PROOF of payment TAPE receipts to scrap paper Receipts submitted over 90 DAYS are TAXED and require add’l forms Get DIRECT DEPOSIT! BIGGEST PROBLEM WITH REIMBURSEMENTS SUBMITTED IS INVALID RECEIPTS

Proof of Payment: Shows Total Amount Paid Incomplete Receipt Proof of Payment: Shows Total Amount Paid NO ITEMIZATION: Does NOT show what was bought

Incomplete Receipt Itemizes Purchases Shows Total Amount due Does NOT show Proof of Payment

Proof of Payment This Credit Card Statement shows that a purchase for $51.71 was made from Amazon. This matches the itemized receipt amount and name of purchaser. Together, these two show both ITEMIZATION and PROOF OF PAYMENT.

Receipt Including Tip This receipt shows what was purchased. Shows Proof of Payment Second Proof of Payment includes Tip

Other Ways To Make A Purchase On Campus Purchase Request Form – just stop by the office and complete this form to make purchases from Entropy, Kinkos, the Bookstore, Etc. Purchases are charged directly to your org account. Journal Entry Request – Complete this form if paying another student organization or department on campus

Services and Resources

Financial Services Cash Boxes and Starter Cash – Bridge Form Process Deposits – Deposit Envelope in Safe Credit Card Terminals – Bridge Form, Additional Security Training Required On Line Ticketing – Coming Soon! Travel Arrangements – Make a Travel Meeting using Bridge Form, Additional Training Available Finances on The Bridge – Track your Finances

Resources Student Activities Financial Information Trademarks Office www.cmu.edu/studentactivities/manage-organization Student Government JFC Budgets www.cmu.edu/stugov/sbvpf Common Funding Application The Bridge thebridge.cmu.edu Trademarks Office Email Jay Marano for Design Approval; Use a Licensed Vendor University Contracts Office FAQ Vendors with a Master Service Agreement

Resources ritac@andrew.cmu.edu Rita’s Email twilder@andrew.cmu.edu Tiffany’s Email student-activities@andrew.cmu.edu Office Email Cohon Center, Suite 103 412-268-8704 Office of Student Activities

Student Hazardous Material Purchasing Training Light Version

Minimize Chemical Quantities Only order enough for your immediate needs Disposing of unneeded chemicals costs considerably more than the savings you might have by buying “in bulk.”

Hazardous Materials Hazardous Materials are defined as any product or material with one or more of these properties: Flammability Corrosivity Poison/Toxic Irritant Sensitizer Compressed gas (even compressed air) Asphyxiant Biological hazard Radiation hazard or laser

Chemical Storage Flammable materials MUST be kept in a flammable storage cabinet if your total amount of flammables is more than one gallon, and you are keeping them more than 7 days Remember spray paint cans are FLAMMABLE, as is lighter fluid.

Purchasing Hazardous Materials Procedure: Student makes departmental Finance Team member aware of need to purchase hazardous material. Finance Team Member determines if student completed appropriate training. If being used within 7 days of purchase: 3. Item can be purchased with PCard or personal card. 4. If for any reason there are hazardous materials left over, the purchaser needs to immediately submit an EH&S’s Hazardous Waste Pickup Service request.

Purchasing Hazardous Materials Procedure: If will be stored for more than 7 days and/or will gradually be used: 3. Finance Team member seeks storage approval from EH&S 4. If PCard is being used, Finance Team member will route for potential PCard exception. 5. Student turns in receipts to appropriate departmental Finance Team Member. 6. Finance Team Member enters hazardous material detail into DOSA Hazardous Materials Spreadsheet 7. Financial Manager for Student Affairs enters all hazardous material detail into Chemtracker on the 15th of every month. 8. If at any point a hazardous material will no longer be stored or used, the purchaser can submit an EH&S’s Hazardous Waste Pickup Service request.

Best Practices: Quick Light Charcoal and Lighter Fluid for One-Time Events Only purchase the amount of lighter fluid and/or quick light charcoal that is needed for the event. The goal is to not have any leftover. Purchasing quick light charcoal and lighter fluid is allowed by PCard policy IF all is used up at the event and none is being stored. If there is leftover lighter fluid/quick light charcoal after an event, the purchaser needs to immediately submit an EH&S Hazardous Waste Pickup Service request Note: Non-quick light charcoal is not considered a hazardous material, so there are no concerns with it being stored

Placing a waste request: Go to: http://www.cmu.edu/ehs/waste-environment/index.html and make the request! Placing a waste request:

Accidents and Injuries It is CRITICAL that you report all accidents and injuries to your faculty sponsor or to Student Activities, even if it is a minor issue.

Reporting Accidents Accidents involving injury or illness must be reported on the Supervisor's Injury/Illness Report form (available from HR) All other accidents/near accidents (injuries, fires, spills, explosions) shall be reported in writing to EH&S ASAP after the occurrence. Contact Campus Police 412-268-2323 to arrange escort to Presbyterian University Hospital Emergency Department

Contact University Police In the event of Personal chemical exposure or injury Significant chemical spill or leak All fires Dial 412-268-2323 Tell them What happened and exactly where If there are any injuries The name of any chemical involved