Student Organization Rolling/ Match Funding Orientation 2017-2018 MSU Office of Student Engagement

Who are we? Office of Student Engagement (OSE) Mandy St. Aubyn, Funding Board Advisor & OSE Staff amanda.staubyn@montana.edu 994-6902 222 SUB Nolan McNamara, Funding Assistant clubs@montana.edu 994-7571 Main OSE Office: 222 SUB, across from Ask-Us Introduce everyone Explain relationship between Funding Board and OSE

Register your student organization for 2017-2018 Deadline: Sept. 30th If not recognized in 2017-2018, cannot spend money. Register online: www.montana.edu/engagement

Budgets From your application If you proposed in your application, eligible to spend money on up to allocated amount You pick what you will spend money on within that application OSE responsible for carrying out Funding Board’s decisions If need a copy of application, email us at clubs@montana.edu Note this is different than last year---most had specific things you can spend money on. This year clubs were given more of a lump sum to spend money on.

How to spend your money Reimbursement Bill Pay OSE Credit Card Costco Gas Cards

Request for Payment Form

Reimbursements An individual or the club pays, we reimburse. Paperwork needed once: Direct Deposit W-9 ONCE, unless club name changes Paperwork every time: Itemized original receipt Request for Payment Form Notes: Least preferred method Can take up to 6 weeks for a check. An individual or the club pays, we reimburse. Made to your student organization name, NOT to an individual.

Itemized vs. Non-Itemized Receipts Items and price Date Business name Total ASK FOR! Sub-total or circle “club items” Non-itemized= Credit Card receipts Total and no individual items Need ORIGINAL Receipts!

Paying Bills/Invoices OSE pays bills on your behalf. Examples: Paying a vendor, speaker, someone who provided services to your group, equipment/materials purchased from a business, etc. All on-campus vendors will invoice you. Exception: University Printing Speakers/Professional Services If want to pay them before or on the date of their service, must submit invoice to us AT LEAST 6 weeks before event. Often need a w-9 from them. Submit bill/invoice to us ASAP to avoid any late fees. Paperwork needed Detailed invoice from vendor W-9 from Vendor (check with us first) Request For Payment Notes Money does not go to club, but directly to vendor

Receipt vs. invoice Receipt If your club has ALREADY paid for the service/goods MUST say “paid” or balance due= $0 Reimbursement will go to student organization Invoice If your club has NOT paid for the service/goods and want OSE to pay directly to vendor MUST say balance due=$___ Payment will go to vendor

Printing Copy Cats has Closed University Printing Culbertson Hall Auto-billed Need to arrange with us ahead of time, will need the index number and pre-approval Do not pay them there Bring receipt to us Off-Campus printing can be reimbursed

OSE Credit Card Use If can be ordered online or over the phone MUST prearrange with OSE Examples: Pre-ordering off-campus food Transportation (Enterprise, flights, etc.) Hotel Credit Card Authorization Forms Conference registration fees Online orders Paying a bill on your behalf if vendor has credit card capability Advantages: Avoid money out of your pocket up front! Vendors are paid immediately, no waiting on a check! Paperwork needed Itemized Credit Card receipts MUST be turned in within 24 hours of purchase Request for Payment Form

Costco Orders over $75 Prearrange with us to receive a charge form Form must be returned within 24 hours of purchase Orders under $75 Reimbursement basis

Travel Fill out OSE Travel Forms within 10 days before travel www.montana.edu/engagement/organizations/travel.html Enterprise If funded for transportation, must reserve through OSE. Tip: If use university funds (these funds), automatically have Collision Damage Waiver (CDW) and $1 Million Combined Single Limit (CSL) Liability. Fill out online form. Gas Cards If available Are able to use for personal or rented vehicles Flights If funded for transportation, must reserve on university credit card.

Food Tips cannot be over 18%, per university policy. MSU Catering-SUB Rules If hosted by your registered student organization and is under 40 people, not mandatory to use catering If over 40 people and/or open to the public, must use catering Tips cannot be over 18%, per university policy. Forms Needed If open to public, we need a flyer for the event. If for club meeting or smaller event, we need a sign in sheet of member’s present or list of names.

Department Connection If club has a connection to a campus office or department, Do NOT have them pay a bill first, bring to us! If splitting costs with an on-campus department or office, please communicate with us so we can coordinate.

Financial Donanations Documentation Needed of Financial Donations: Copy of bank deposit slip Copy of check(s) made out to your student organization from donor. No cash from individual donors or businesses, checks only. Donor must fill out Donor Form (found on OSE website) addressing donation intentions. Financial donations qualify when someone (can be individual, business, organization, etc.) OUTSIDE of the organization makes a financial donation in the name of the club. Donations/Dues from members, advisors, leaders or other registered student organizations are not permitted. If we suspect student organizations are breaking or bending this rule, we will investigate and potentially withdraw current funding as well as future funding for your club. Please do not abuse this rule.

fundraisers Documentation Needed for Fundraising: OSE Fundraising Report Form (found on OSE website) must be submitted, which will include: How much total money was raised How many participants were involved Copy of event advertisement or other form of proof of event Other information at request of OSE Copy of deposit slip of funds raised into club bank account. If applicable, copy of check(s) made to your student organization from fundraiser Fundraisers can be an event, program, or individual club members participating in events such as the Career Fair, working athletic events, etc. All of these DO count as fundraising on behalf of the organization.

Bank Account: First Interstate First Interstate Bank : 268 SUB, 406-586-0757 What is required to open an account for a Student Organization with First Interstate? MSU Office of Student Engagement Registration letter Tax Identification Number/Entity Identification Number(EIN)-obtained from the IRS. 1-800-829-4933 or www.irs.gov (SS-4 form required). Two organization representatives must be signers, one of whom MUST be an advisor. Minutes from a recent meeting stating who the current officers are, that a bank account at First Interstate will be opened, and who the authorized signers on the account will be. All signers information is required before the account can be opened (Name, date of birth, social security number, physical address, and 2 forms of identification) Initial deposit of $100.00 Please allow at least 30-45 minutes for the account opening process

First interstate: Changing signers What to bring: At least ONE individual who is currently on the account must be present. Account Number Who will be: Remaining on account Staying on account Removed from account Copy of meeting minutes, memo or email stating the changes above to the members of the organization Personal Information Needed 2 forms of Government-Issued ID Driver’s License Passport Etc. Social Security Number

Employer Identification Number (EIN)/Tax ID Number www.irs.gov Free service Request a number Find lost EIN number Step-by-Step instructions are posted on OSE website under “Funded Organizations” Name must match what you wish to have on your bank account NOTE: DO NOT put MSU in front of your name

Spending Cheat Sheet Notes: If food, provide flyer or sign-in sheet Reimbursement Itemized ORIGINAL RECEIPT Bill Pay Detailed invoice from vendor W-9 from vendor if off-campus (check with us first) OSE Credit Card Pre-arrange with OSE Itemized Receipt Credit Card Receipt (if different) Costco Pick-up Costco form from OSE BEFORE Returned Costco Form & Receipt within 24 hours Gas Cards Request use from OSE Original receipts Notes: If food, provide flyer or sign-in sheet

FAQ’s What if we need to change our budget? Cannot request more Budget Amendment Request Form PLEASE CONTACT OSE BEFORE FILLING OUT! What if we need to change or cancel an event/program we were funded for? If you are only changing location, speaker name, etc. but the event/need is essentially the same, DO NOT NEED TO FILL OUT FORM! How do we check our balance? Please have a mechanism to track your expenses, or you can contact us. What if we go over budget? Plan ahead! Your group is responsible! Where do I find forms and information? Funded Orgs section on OSE website http://www.montana.edu/engagement/organizations/fundedorgs.php

FAQ…cont’d When do we have to spend the money by? June 15th, 2018 Who can purchase items? Prefer club leadership or advisor How do we turn in receipts? Bring all receipts and paperwork to our main office, 222 SUB, anytime between 8am-5pm. Allot time to fill out necessary paperwork What if we have questions? Contact Mandy or Nolan

COMMUNICATE! Please use OSE as a resource, we are here to help! Funded Orgs webpage http://www.montana.edu/engagement/organizations/funded-orgs.html

Paperwork Direct Deposit (ACH Form) Key is on back of form Attach Voided Check W-9