Student organization training How to complete The payment voucher Effective September 18, 2016

Payment voucher The following slides will explain how to complete each section of the Payment Voucher Form. Effective September 18, 2016

Payment voucher – (a) vendor/payee information The Vendor/Payee Information is the information for the person/company or department the club is paying… See the example on the left. -A Federal W-9 must be on file for all vendor/payees. If it is not, you must request the vendor/payee to complete the W-9 Request for Taxpayer Identification and Certification form. This form is available in the CSI Office if needed. -No payments will be issued without a W-9 on file. Iovino Brothers (Federal ID # on W9) Vendor Address Effective September 18, 2016

Payment voucher – (b) Organization Program Activities Council X 303066 4/1/2015 The Organization information is the information that is unique to your club. See the example above… Keep in mind: - 816 (SGA Funds) can only be selected if what you are paying for was an item requested on your SGA Budget. - Each club has a unique Account # beginning with 303_ _ _ - Minutes must be attached, with the date they were taken listed on the “Meeting Date” line Effective September 18, 2016

Payment voucher – (d) expenditure details The Expenditure Details list the prices of the items being purchased. See the example above… *Keep in mind, the details must match the attached receipts/bills. - If the form is filled out online the total will automatically populate itself. Effective September 18, 2016

Payment voucher – (e) Mailing instructions (f) required signatures The Mailing Instructions refer to how the vendor/payee should be receiving payment. Most often, “Mail to Payee or Vendor” will be selected. However, some may want to pick up their checks in the office. “Other Instructions” often are followed by “transfer.” X The Required Signatures are ORIGINAL signatures of your Treasurer or President and Advisor, stamps and copies of signatures will NOT be accepted. The Verification and Student Activity Fee Fiscal Manager are the responsibility of the CSI Office for signing. Club CSI Office Effective September 18, 2016

The following slides will explain the various options under the (C) “Type of Expenditure” section of the Payment Voucher. As well, the following slides will explain which type of expenditure to select. Effective September 18, 2016

Types of expenditures – 1 of 6 2 3 4 5 6 The following slides will break down each type of expenditure. Effective September 18, 2016

Types of expenditures – 2 of 6 1. Donations: Can be made by the organization to a non-profit organization. They must be accompanied by a formal written letter by the organization stating why they’re making the donation and how much is being donated. Note: SGA Funds cannot be used to make donations. Donations must come from Club’s fundraising account. Effective September 18, 2016

Types of expenditures – 3 of 6 2. A Purchase Order: Is needed for purchases over $999.00. Student organizations must complete a Payment Voucher for these purchases. An estimate of a bill must be provided with these forms. A PO# will be sent to the company that is providing the items for the organization. Once the goods are received, a final invoice should be provided by the club/company to the SOFA in order to release payment. Effective September 18, 2016

Types of expenditures – 4 of 6 3. Reimbursements: Can be made to individuals who have made purchases for the club. Original receipts must be provided. Note: Sales tax is not able to be reimbursed. Tax exempt forms are available in CSI. Effective September 18, 2016

Types of expenditures – 5 of 6 4.Transfer to another Student Org. and 5. Transfer to a University Department: Can be made to co-sponsor events or pay University invoices. Example: room reservation and staffing fees. Effective September 18, 2016

Types of expenditures – 6 of 6 6. Vendor Payment for Commodities: Can be done for expenses under $999.00 for payment to a company, for items such as decorations or promotional supplies. Appropriate bills or invoices must be attached. Effective September 18, 2016