Club Signer’s Workshop Fiscal Year 2019 Jared Percoco, Treasurer Jack Peters, Chair, Finance Committee Blanka Caha, Business Manager

Communication Club-signers Book Two authorized signers, President and Treasurer Assuming financial responsibility Club-signer email list – KEEP IT UPDATED Do you need your FY19 Budget? Email SGAfnanc@uvm.edu The Lynx www.uvm.edu/clubs Supplemental forms, Travel forms, etc. SGA Purchasing Portal (Formerly University Tickets) uvmsga@uvm.edu Mailboxes Resources – www.uvm.edu/sga

FY19 Financial Calendar Outlines important deadlines and events Found at www.uvm.edu/sga and in the Treasurer’s Quick Reference Guide

FY19 Financial Calendar July 1, 2018 Start of Fiscal Year 2018.   September 9, 2018 Clubsigners Workshop (MADATORY for all Clubsigners) December 7, 2018 Last day for spending during the Fall semester. Clubs will not be allowed to spend during the winter session unless a written request is given to the SGA Treasurer. Budget request forms for FY18 will be released. Please visit uvm.edu/sga for budget materials. January 23 and 24, 2019 Budget Workshop (one session MANDATORY for all treasurers). February 1, 2019 Budget Requests are due. Please follow all guidelines for submission found on uvm.edu/sga. No late submissions will be accepted. February 2, 2019 Budget hearings begin. These appointments will be made by the Finance Committee with each club as it deems fit.   February 22, 2019 Budgets emailed to club-signers for review. February 25, 2019 Appeals Process begins. March 19, 2019 Budgets sent to SGA Senate for approval. April 12, 2019 All summer financial paperwork due to the Finance Office. May 3, 2019 Spending for School Year 2017/2018 (FY18) will close for all organizations unless a written request is given to the SGA Treasurer. June 7, 2019 SGA Finance Office will close all FY18 spending. June 30, 2019 End of Fiscal Year 18. These are important dates you should take note of. One of the most important dates is the deadline for when budgets are due, which is February 1nd.

Account Ledgers Uvm.edu/sga Clubs & Orgs Club resources

Budgeted Fund (130) Funded by the Student Activities Fee Allocations determined by the SGA Finance Committee Budget Supplemental Funding Planned expenses are outlined in budget Budget reallocation Money does not carry over year-to-year

Fundraised Fund (131) Funds raised by the organization Money must be spent to benefit the club and its goals Spending is not limited to budget allocations Funds are carried over into the next fiscal year Fundraise requirement SGA Purchasing Portal payments will be transferred into this fund

Donations Fund (311) Processed through the UVM Foundation Alumni outreach 5% processing fee on all donations Additional information is available on the UVM Foundation website at www.uvmfoundation.com Contact me if interested in organizing fundraising campaign All donated funds contribute to reaching fundraise requirement Balance carry over

UVM Foundation Resources Go.uvm.edu/givesga Select club Customizable SGA Logo Banner No external accounts permitted (e.g. gofundme, checking/deposit) accounts)

Responsibility Centered Model Tier Maximum Budget Request % of Requested to Fundraise Tier 1 $50,000+ 15% Tier 2 $20,000 - $49,999.99 10% Tier 3 $5,000 - $19,999.99 8% Tier 4 Under $5,000 5% Tier E No Budget Request Must fundraise all funds We implement our Tier system so that clubs do not inflate their budgets. This is called “Unlawful budget inflation” and is a violation of our policy that can lead to a club being sanctioned. Diversity supplemental fund is not subject to Phase 4. Tiered system Financial incentive for clubs abiding by Financial Policies Budget decreased for not reaching fundraising requirement Phase 4 – Fundraising requirement for funds requested through the General Supplemental Fund

Frozen Accounts Cannot access money from either the budgeted (130) or fundraised (131) account Accounts may be frozen if a club: Has insufficient balance in accounts or overdraws its accounts Fails to repay petty cash Defaults on a loan No longer “in good standing,” by Club Affairs Committee standards Unauthorized Spending (see next slide) Has not completed mandatory Lynx forms Unfreezing accounts – rectify above issues and meet with Treasurer

Unauthorized Spending HUGE emphasis on submitting purchase orders BEFORE the fact The PO is the authorization that binds UVM to the purchase and payment to the vendor Failure results in personal liability to the individual who placed the order The terms & conditions associated with the purchase may put UVM at risk of exposure for liability, hold harmless, and indemnification By us giving the vendor a PO number, that is our legal promise to pay the vendor for their service. They should NOT be providing services before we have a purchase order. Failure to acquire a PO prior to making a purchase may result in the individual who placed the order being personally responsible and/or liable to the vendor for payment

Unauthorized Spending What Constitutes unauthorized spending? Spending without PO authorization/approval/allocation PO – Invoice – Payment Hiring without consulting Finance Office Outside accounts (e.g. gofundme, bank checking accounts, etc.) Subject to up to 25% penalty from fundraised fund

Purchase Order Request (PO) Legal promise of payment from the University Most vendors accept POs Submitted before purchase - NO BACK-DATING or REIMBURSEMENTS Requests submitted at least 7-10 business days in advance UVM cuts checks on Tuesdays and Fridays

How to fill out PO Request Hurry and ASAP are NOT a date Source number = 800xxx, NOT FUND Select the fund(s), (130 or 131) Give the FULL vendor name and address, this includes the Zip Code For food orders give ALL of this information Remember: For a check – you must have some type of quote/invoice/statement saying you owe the vendor something! Please take note that we took out the option to “send check to vendor”. We are automatically going to send the check to the vendor unless specified to hold the check in SGA. We are trying to minimize the amount of checks held in our office. When renting a vehicle/bus give ALL of this information

Purchase Orders (cont’d) Do NOT commit money to any vendor before PO Unauthorized Spending Have ALL necessary paperwork before dropping anything in the PO box Invoice, W9, Independent Contractor, etc. Paperclips! Respond promptly to notices from Treasurer A request copy will arrive in club’s mailbox R# & P#

Blanket Purchase Orders Created when multiple expenses to the same vendor are expected for recurring orders (2 or more) Some examples Repeated vehicle rentals from the same external vendor Monthly fees Convenience

Additional Documents for Purchases Payment to an individual for providing a service W9 Form for new vendors Independent Contractor Form (each payment) Base Contract Form or quote/estimate Purchase of products with University symbols or “UVM” Licensing Waiver – link on SGA website No order before approval Ordering office supplies (no PO request form needed) Use UVM Bookstore/Print & Mail Center Orange Slip Staples - Credit Card (see Sara)

W9 Form Federal Law and UVM policy require W9 for all vendors Employee ID# or SSN must be on the signed W9 HINT: if SSN provided, Independent Contractor Form Needed before the PO request can be submitted Submit for new vendors only

Independent Contractor Form Seek citizenship status from vendor Name and last 4 of SSN of payee. Unit/Department is “SGA – (club name)”. Only fill out Sections I, II, and III, with Part C unless dealing with a researcher. Do not sign here! This is for the Finance Office. Don’t forget to fill in the description of services!

Base Contract Form All contracts must be signed by vendor before requesting Director of Student Life’s signature – required for all contracts longer process

Hiring Student Employees Few clubs approved to hire employees All new hires must be discussed with Blanka before work begins

Account Details Chartstring Source Numbers

Credit Card Purchases Can be used when other forms of payment are not acceptable Examples: hotels, plane tickets, online purchases Can only be used within the Galaxy Space during the Finance Office business hours See Finance Office when making a Credit Card purchase for form, then bring it to Sara at the front desk

‘Orange Card’ (Charge card) Used to pay for purchases within University Ex: Print and Mail Center, Bookstore One transaction per card Authorized by a SGA authorized signer (Sara/Blanka/Jared)

Food Purchases 130/cultural/food-centered orgs only University-wide policy requirements Sodexo catering waiver is needed for outside catering on campus, except: Purchasing pizza Catering by University approved vendors Potluck for club members The catering waiver must be submitted online through the Conference and Events Services website. Please allow at least 2 weeks for approval

Petty Cash Used sparingly – gas/tolls The responsibility is placed on Custodian Closed out with receipts and remaining cash following Tuesday One Petty Cash Request out at a time Two signatures (Clubsigner and Custodian) Fleet Card

Axiom Reports 4 reports dispersed monthly from sgafnanc@uvm.edu Keep track of transactions made on your 130 and 131 accounts Inform Treasurer or Finance Office ASAP of any charges that you do not recognize! Additional information on how to read reports is on the SGA Resources for Clubs website NOTE: depending on when a credit card purchase was made, the transaction might appear on a later report

Axiom Summary Report POSITIVE NEGATIVE Generated revenue FY18 roll over - expenses 131 money rolled in from previous fiscal year Total spent and encumbrances Total available

POSITIVE Axiom Detailed Report NEGATIVE

Vehicle Rental Risk Management approval for driving all rentals Minimum age of 19 years old Course certification http://www.uvm.edu/~riskmgmt/?page=driver_train/index .html Transportation policy: http://www.uvm.edu/sga/resources/documents/sgatransp ortationpolicy.pdf 2 drivers needed for trips over 50 miles from campus No more than 2 vehicles can be rented per destination Bus needed due to risk management policies If you have a blanket purchase order with Avis or Hertz, please see us for additional paperwork

SGA Vehicle Rental Must be reserved no more than four weeks in advance SGA Fleet 8 Vans (12 passenger) at $70/day 1 pick-up truck at $60/day

Outside Vendor Vehicle Rental/Travel Outside vendors- thru purchase orders Cars/vans Avis (12 passenger vans) - reserve by email or phone (5+ days, driver names) Hertz – (cars/SUVs) reserve thru Lynx Enterprise (driver must be at least 21 years old) – reserve online School Bus (quotes from each vendor, both contracted vendors) First STA/Mountain Transit Coach Bus Premier Coach (contracted vendor, must go to Premier first) Lamoille Valley Coach These services require a purchase order Must fill in additional information section of Purchase Order Request Form

Renting from Avis & Hertz

Loans Granted with approval of SGA Treasurer LT Projects/Down Payments Repayment schedule SGA reserves the right to derecognize an organization for failing to repay No interest applied Example for paying for hotel

Deposit Slips Checks, unused petty cash, and occasionally cash Checks MUST be made payable to the University of Vermont or UVM Copies of checks must be attached

Dues/Membership Collection/ Payments SGA Purchasing Portal Online payments - USE PERSONAL DEVICES ONLY For the collection of dues/memberships/fees Open to T-shirts, etc. Reduces risk of carrying cash & holds club-signers and members accountable Fees associated with the platform Contact uvmsga@uvm.edu

Reserving Space on Campus Use online server, Virtual EMS http://emsweb.uvm.ed u/virtualems/ Easily found through UVM A-Z search Space must be clean to avoid charges Make reservations at least 7 days in advance Uvm.edu/sga for more instruction

Supplemental Funding Gas Supplemental Capital Funding Nationals Funding Diversity Enhancement Funding Uniform Funding Leadership Development Wellness and Engagement Fund Senate Approval is needed for requests over $2,000

Supplemental Funding (Cont.) All Supplemental Funding requests must include evidence for or intention of fundraising and completed forms Submit forms on the Lynx by 12 noon on Fridays Hearing with Finance Committee for all requests except Gas, Tolls, and Travel Accommodations Requests over $5,000 require an advisor’s email approval SGA Senate approval

Supplemental Funding Used for unforeseen expenses Qualifying for competition, conference arises Used for Travel Accommodations General guidelines: Hotels: Up to $120/night/room with 4 people/room Flights: Up to $1,000/semester for 2 people

How to Request Supplementals Step 1: Log onto the Lynx at www.uvm.edu/clubs

How to request Supplementals Step 2: Search for SGA Finance Committee

How to request Supplementals Step 3: Select appropriate form

How to request Supplementals Step 4: Follow all instructions on form and submit. You will receive an email confirmation shortly after submission.

How to request Supplementals Step 5: Check email periodically for scheduling of hearing time (except gas) Response and allocation will be communicated via email by noon on the following Thursday Further information may be requested post-hearing if necessary bring all quotes and signatures to hearing & other supporting documents to hearing Failure to show up to hearing results in no allocation

General Supplemental Fund Supplemental funding for club members that require funding for additional accommodations/event/registration, but as a new budget item Meeting with Finance Committee required Club-signer or member can submit form using the General Supplemental Fund Subject to total fundraising requirement

Uniform Funding Eligible every three years Detailed distribution plan for storing and maintaining uniforms

Gas Supplementals Because gas prices are variable, gas is never budgeted for Include route and mileage Please request funding for tolls through the General Supplemental Follow the equations to calculate the estimated cost This must be done before traveling No reimbursements will be made for any club expenses

Nationals Funding Expenses for qualifying national events. This is an acknowledgement of achievement. More flexibility on funding caps

Diversity Enhancement Fund Can be used for events cultural or religious in nature in order to enhance diversity and to benefit the campus Examples: holiday events, speakers, etc. Food may be allocated for under some circumstances per the discretion of the Finance Chair

Capital Projects Special funding available for tangibles with life expectancy of > 5 yrs. Price quotes for the item(s) and additional supporting information

Wellness & Engagement Fund Funding for events that promote healthy activities on weekends determined “high risk” for alcohol and other drug use and abuse Dates determined by the President’s Committee on Alcohol and Other Drugs Any dates not listed will be considered upon formal request by the Finance Chair Funding is also provided for events promoting and contributing to positive mental health

Additional Leadership Development Charter Bus

Turn in Advisor Agreement Form & Club-signer Agreement form!

Questions?