FISCAL MANAGEMENT WORKSHOP

Welcome This workshop will explain the procedures for spending money from a GMU organization account The information here can also be found on the Office of Student Involvement website, si.gmu.edu, in the Student Organizations section under Spending Money All Organization Presidents and Treasurers must review this presentation and pass a brief test at the conclusion with a score of 80% or better Test results must be emailed to Sara Morrisroe, Assistant Director for Student Organizations

HOW CAN YOUR ORGANIZATION GET MONEY TO SPEND? Student organizations can get money to spend in two ways: 1) by applying for funding from the Student Funding Board (SFB) 2) by raising the money themselves

Applying for Funding All recognized student organizations in good standing are eligible to receive funding from the Student Funding Board SFB funds can be used to pay for refreshments, catering, travel expenses, instructors, performers, dues payments, etc. Social Programming Funds, or SPF, may be used to finance events that are open to the entire campus community For information about SFB and SPF application deadlines, and how to apply for funding, refer to the Funding Opportunities section of the Student Involvement website Funding is awarded for specific events and activities and may be used solely for the purpose awarded

Raising Money Organizations may raise money by collecting dues, charging admission fees to events, holding bake or craft sales, winning campus competitions, etc. Money raised this way is called self-generated revenue, or SGR All SGR monies must be deposited into a GMU campus account unless your organization has a national affiliation that requires an off-campus account SGR monies must never be deposited into a personal account

What’s next? Once funding has been awarded or SGR has been raised and deposited, university and state rules and processes must be followed in order for monies to be paid out from your account Failure to follow the correct procedures may delay your payment and impact your ability to receive future funding

Seven general rules apply to all organization fiscal activity: Rule #1 Original receipts and/or invoices are needed; Accounts Payable will not accept copies If you pay by check or credit card, a cancelled check (front and back) or a bank or credit card statement that shows the transaction may be acceptable proof

Rule #2 With only one exception, whenever food is purchased, a Food and Beverage Form is required The only exception is food ordered from the on-campus caterer, Sodexo Special Occasions Catering. Sodexo orders do not require a Food & Beverage Form

Rule # 3 If the vendor you are trying to pay has never been paid by the university, the vendor must supply a W-9 form listing a Tax Identification Number (TIN) or Social Security Number

Rule # 4 If you are paying an individual rather than a company, an Independent Contractor Form must be submitted When seeking reimbursement for a student, provide the student’s G# instead of the independent contractor form

Rule #5 Anyone seeking reimbursement for travel expenses must follow GMU travel procedures and must use the GMU Travel System to generate proper paperwork All travel must be approved BEFORE the trip

Rule #6 Payments of $2,000 or more must be processed using the Purchase Order Request form The Purchase Order Request form for payments of $2,000 or more must be submitted at least 30 days in advance

Rule #7 Whenever funding from the Student Funding Board is used to pay for supplies or activities, an Event Evaluation Form must be submitted within 5 days after the event

Four ways to pay for goods and services Using your organization number to “charge” on-campus purchases for Catering, Copy Center, Events Production, Motor Pool, and Parking Services Using a Purchase Order to pay a local merchant Using a Student Organization Payment Request Form to pay a vendor or reimburse a member of your organization Using an Honorarium Request Form to acknowledge a person who has provided a professional service, such as an oral presentation

1. Using your organization number to charge When you supply your organization number for on-campus purchases, the fee will be deducted automatically from your organization account Be sure that your account has enough self generated revenue or funding to cover the fee If there is not enough SGR or funding in your account , you will be required to deposit money to cover the fees

Using a Purchase Order Several local vendors will accept a Purchase Order in lieu of payment This allows students to get food or other goods without having to pay with their own money Fairfax Giant, Fairfax Domino’s, and Fairfax Papa John’s Pizza accept many purchase orders from Mason students each year Other vendors may agree to accept Purchase Orders if you ask

How to get and use a Purchase Order Submit a Purchase Order Request Form at least 5 days before your event For food purchases, also submit a Food & Beverage Form Once your request is processed, a Purchase Order will be issued and sent via email to the requesting student. Print the Purchase Order and present it to the vendor at the time of purchase

How to get and use a Purchase Order (cont) Within 5 days after the purchase, submit the original receipt and an Event Evaluation Form This is very important because the vendor does not get paid without submission of the receipt Also, your organization may not be eligible for future funding without submission of the Event Evaluation Form

For purchases of $2,000 or more Submit a Purchase Order Request Form for all purchases of $2,000 or more at least 30 days in advance Attach a contract or invoice to support the request

Using a Student Organization Payment Request Use a Student Organization Payment Request form for reimbursements, conference registrations and pre- payments for services that are less than $2,000 An original invoice and/or itemized receipt must accompany the Payment Request NOTE: The Check Request Form used in previous years is no longer used by the University

Using a Student Organization Payment Request Form (cont) Attach a Food & Beverage Form for payments involving purchase of food Attach a W-9 form for payments to vendors not previously paid by the university Attach an Independent Contractor Form for payments to individuals who are not students

Using a Payment Request (cont) Submit the Payment Request packet for processing no later than 5 days after the event If you are requesting payment for dues, attach a list of those members for whom dues are being paid

Completing a Payment Request Form In the “Payee Information” section (upper left), fill in the information for the person or business to be paid In the “Event Information” section (upper right), give details of the activity associated with the expense

Completing a Payment Request (cont) In the bottom part of the form, specify what type of funds will be used and contact info for the person and organization making the request Sign and date the bottom line Attach original supporting documentation including receipt and, if applicable, Food & Beverage Form, W-9 form, Independent Contractor Form, list of members for dues

Student Organization Payment Request Form (cont) Student Involvement Business Manager will review the Payment Request to determine if sufficient funding or self generated revenue is available to cover If approved, Payment Request will be sent to Accounts Payable for processing

Completing a Food & Beverage Form In the Vendor/Payee section (upper left), fill in the vendor name, address, etc. In the Department Information section (upper right), fill in your organization information Event Information must include date, time, location and number of attendees.

Completing a Food & Beverage Form (cont) Always check Box # 3, Student Club Function “Purpose” should include a description of your event Sign top line only Submit with Purchase Order Request form or Payment Request Form

Catered Events If you plan to have a catered event, you can use the University’s on- site vendor, Sodexo Special Occasions Catering, or an approved off- site vendor You may not use off-campus vendors that have not been approved by the University No payments can be made and no funding awarded if you use off- campus vendors who are not on the approved caterers list A link to the Approved Caterers list for off-campus vendors can be found on the Student Involvement website in the Spending Money section under Student Organizations

On-Campus Caterer Sodexo/Special Occasions Catering -- Orders must be placed on-line at catering.gmu.edu -- You will not need to submit a Food & Beverage Form or a Purchase Order Request when using Sodexo -- Sodexo will send all orders to the Business Manager for approval

Off Campus Caterers Must be an Approved Caterer Prior to the event, submit: -- Purchase Order Request Form -- Food & Beverage Form -- Original invoice or proposal from the caterer

Honorarium Payment An honorarium may be paid as a token of appreciation to an individual who provides a professional service for which payment is not required; there is no contract, and the fee is not set or negotiated by the recipient An honorarium may include consideration for travel expenses To pay an honorarium, submit: -- an Honorarium Payment Request Form -- a W-9 Form for the professional person you wish to pay -- a letter of invitation (if any) Accounts Payable may request justification for the payment

Hiring a DJ, Performer,or Instructor A GMU Contract Packet is required to hire DJs, Performers, and Instructors (such as dance teachers) Very important: All Contract Packets must be submitted 30 days in advance. For payments of less than $2,000, submit a Student Organization Payment Request form with the Contract Packet For payments of $2,000 or more, submit a Purchase Order Request form with the Contract Packet

Hiring a DJ, Performer, Instructor (cont) The Contract Packet you submit must include: -- W-9 form -- Independent Contractor Form -- Insurance Certificate Insurance requirements are shown on pages 3 and 4 of the contract

Hiring a DJ, Performer, Instructor (cont) When completing the contract, be sure to fill in all of the blanks on page 1 of the contract, including date, time, location, and what service is expected to be provided On page 3, fill in the amount to be paid for the service Have the DJ, performer or instructor sign on the left side of the last page The Associate Dean of University Life must sign on the right side of the last page, BEFORE the performance takes place If the contract is not signed by the Associate Dean BEFORE the event, the university is not obligated to pay

Timing is important Accounts Payable normally takes at least 30 days to process payments Make sure the vendor is aware of the time required for processing the payment Submit the required paperwork as early as possible

Travel Reimbursements All travelers must use the Travel Request System Go to https://travel.gmu.edu The first time you use the system, you will have to request access Enter your personal information and your Supervisor or Advisor information When access has been granted, you will receive an email notification which includes a case-sensitive temporary password. Log in to change your password

Travel reimbursements (cont) All travel must be approved in advance  At a minimum, obtain verbal approval from your advisor for all travel Written approval is required in advance in any of the following circumstances: -- Commercial air travel -- Total trip cost estimated to exceed $500 -- Lodging above the basic rate

Travel Reimbursements (cont) If any one of these conditions is applicable, you must obtain written approval in the form of a Request and Authorization to Travel form generated by the Travel Request System (TRS) The Request and Authorization to Travel form must be signed and dated by the traveler, the advisor, and the appropriate Senior Approving Official before the trip begins 

Travel Reimbursements (cont) If your travel is not approved before you go, the university is not obligated to pay your reimbursement request Be sure to submit your Travel Authorization Form to the Office of Student Involvement as far in advance of your trip as possible to allow time for the Senior Approving Official to sign the form.

Travel reimbursements (cont) At least 5 days before you travel, submit: -- Risk Assessment Form -- Travel Authorization Form, if required Within 5 days after you travel, submit: -- Travel Reimbursement Voucher -- Original, itemized receipts showing your expenses

Travel reimbursements (cont) Each individual traveler must submit his or her own reimbursement request using the Travel Request System Signatures: -- Student signs as “Traveler” -- Faculty Advisor signs as “Supervisor” on both the Travel Authorization and the Travel Reimbursement Voucher forms

Travel reimbursements (cont) If you have problems using the Travel Request System, please contact the Travel Office directly Once your forms are ready, submit them to the Office of Student Involvement Do not submit your forms directly to the Travel Office

Collecting Money Whenever money is collected from individuals, such as dues payments or payments for t-shirts, a receipt should be provided Receipt books are available to borrow from the Office of Student Involvement Receipt books must be returned to the Office of Student Involvement within a week.

Collecting Money (cont) When money is collected at events such as dances and parties, Cash Handling & Wristband Procedures for Recognized Student Organization Events must be followed These procedures can be found on the Student Involvement website under General Policies for Student Organizations

Collecting money (cont) All money collected must be deposited into your on- campus organization account, unless your organization has a national affiliation which requires use of an off- campus account Checks should be restrictively endorsed as soon as they are received (for example, “For Deposit Only, George Mason University, Org. 610xxx)” Money must be deposited by close of business the day after collection of $500 or more, and by the end of the week, if less than $500 is collected

Depositing Money Use a triplicate Cash Receipt form to deposit money into your organization account Cash Receipt forms are available at the Office of Student Involvement Make deposits at the Cash Office located in SUB I

Depositing Money (cont) When completing the Cash Receipt Form: -- Bank Number: is always “1” -- Organization number: Starts with 610xxx -- Account codes: there are specific codes for dues, admission fees, sponsorships, food sales, etc. Check the Student Involvement website for the complete list of revenue account codes -- When you make a deposit, the Cash Office will validate your deposit and give you the yellow copy of the Cash Receipt to keep for your records

Transferring money Money can be transferred from student organization accounts to other university organizations using a Journal Voucher (JV) JVs can be used to: -- pay a GMU department for a service -- send co-sponsorship money to another student organization Ask the Business Manager to prepare a JV if you wish to make a transfer

Motor Pool Cars and vans can be leased from the University Motor Pool using your organization number to “charge” the fee This is not a free service Your organization will be responsible for covering all Motor Pool charges it incurs. Make sure you have funding or self generated revenue to cover the cost before you lease a vehicle.

Paying for other services Other GMU services also can be “charged” to your organization account, including Events Production, Print Services, and Parking These services are not free Your organization will be responsible for covering all charges it incurs

Record Keeping Financial Records must be kept for three years Outgoing organization leaders should transfer financial records to incoming leaders to ensure a smooth transition Complete the “Drop Off” form whenever you submit documents to the Office of Student Involvement; keep the yellow copy of the form and a copy of all submitted documents, in case paperwork is lost or misplaced

Important Deadlines Purchase Order Request Form: submit at least 5 days before your event Contracts for performers, instructors and DJs: submit at least 30 days before the event Purchases of $2,000 or more: submit a Purchase Order Request form at least 30 days before the event Requests for payments and reimbursements, including Student Organization Payment Requests and Travel Reimbursement Vouchers: submit within 5 days after the event Event Evaluation Form: submit within 5 days after the event

Download forms These forms can be downloaded from the Spending Money section of the Student Involvement website (under Student Organizations): -- Student Organization Payment Request Form -- Food & Beverage Form -- Purchase Order Request Form -- W-9 Tax Form -- Independent Contractor Evaluation Form -- GMU Contract Packet -- Honorarium Payment Request -- Risk Assessment Form -- Event Evaluation Form Hard copy only – pick up from Office of Student Involvement: -- Cash Receipt Form Travel Forms generated online: https://travel.gmu.edu/

Questions? For questions about the information in this presentation, and for questions about payments and reimbursements, contact: Barbara Campbell Business Manager, Office of Student Involvement bcampbe2@gmu.edu For questions about Student Funding Board or Social Programming Fund applications and appeals, contact: Sara Morrisroe Assistant Director for Student Organizations, Office of Student Involvement smorrisr@gmu.edu

Test This concludes the Fiscal Management Workshop presentation Presidents and Treasurers of Recognized Student Organizations must complete the test which follows here, and must receive a score of 80% correct Test results must be sent to Sara Morrisroe at smorrisr@gmu.edu

Question 1 How can student organizations get money to support their activities? A) By applying to the Student Funding Board B) By collecting dues C) By holding an event and collecting admission fees D) All of the above

Question 1 Answer Correct Answer: D, All of the above. Organizations may apply for funding from the Student Funding Board, or they may generate their own revenue by collecting dues and holding fundraising events

Question 2 True or False: Accounts Payable accepts copies of receipts as proof that a reimbursement payment is justified.

Question 2 Answer Correct Answer: False. Accounts Payable requires original, itemized receipts as proof of payment

Question 3 What other items will Accounts Payable accept as proof of payment? A bank statement showing the expense A credit card statement showing the charge Neither A nor B Both A and B

Question 3 Answer Correct Answer: D, both A and B. Accounts Payable will accept either a bank or credit card statement as proof of purchase

Question 4 True or False: With the exception of catering orders arranged through Sodexo Special Occasions Catering, whenever the purchase of food is involved, a Food and Beverage Form is required.

Question 4 Answer Correct Answer: True A Food and Beverage Form should accompany Student Organization Payment Requests and Purchase Order Requests whenever food is purchased from any source other than Sodexo Special Occasions Catering

Question 5 When must a W-9 form be submitted? When applying for funding When the vendor has not previously been paid by the university Whenever a Food & Beverage Form is needed When the total cost is more than $1,000

Question 5 Answer Correct Answer: B, a W-9 form is needed when the vendor has not previously been paid by the university

Question 6 A member of your organization plans to travel by commercial airline to a leadership conference in California. Total cost for the trip will be $850. The member expects to receive reimbursement for expenses after the trip. What paperwork needs to be submitted before the trip? Student Organization Payment Request Form Purchase Order Request Travel Authorization Form Travel Reimbursement Voucher

Question 6 Answer Correct Answer: C, Travel Authorization Form The Travel Authorization Form must be generated using the GMU Travel System and should be submitted to the Office of Student Involvement at least 5 days before the trip All travel that costs more than $500 or involves air travel must be approved by a Senior Official before the trip takes place, or reimbursement of expenses may be denied

Question 7 True or False: A Student Organization Payment Request form can be used when requesting reimbursement for travel expenses.

Question 7 Answer Correct Answer: False. For travel reimbursements, a Travel Reimbursement Voucher must be completed using the university Travel System

Question 8 All contracts must be submitted to the Office of Student Involvement for approval: One week before the event Two weeks before the event At least 30 days before the event After the event

Question 8 Answer Correct Answer: C, at least 30 days before the event. Contracts must be reviewed in the Office of Student Involvement and then sent to the Associate Dean of University Life for approval. Allow as much time as possible, but at least 30 days, for this process. If the contract is not approved before the event, payment may be withheld

Question 9 Your organization plans to purchase a banner that will cost $2,100. What form do you need to submit? A Student Organization Payment Request A Purchase Order Request Form A Food & Beverage Form A Travel Authorization Form

Question 9 Answer Correct Answer; B, a Purchase Order Request Form. All Purchases of $2,000 or more must be processed using a Purchase Order Request Form A W-9 Form may also be required if the vendor has not previously been paid by the university

Question 10 True or False: An Event Evaluation Form must be submitted for all events that receive funding from the Student Funding Board.

Question 10 Answer Correct Answer: True. Submit an Event Evaluation form within 5 days after all events that are funded by the Student Funding Board

Question 11 Your organization number can be used to charge services on campus at: Events Production Sodexo Special Occasions Catering Print Services Motor Pool All of the Above

Question 11 Answer Correct Answer: E, All of the Above. Remember that when you use your organization number to pay for a service, you will be responsible for the charges Make sure you have funding or sufficient self generated revenue in your account to cover the charges. Otherwise, you will be required to make a deposit to cover charges

Question 12 Your organization wants to serve pizza at its next meeting and has received funding for it from the Student Funding Board. What are your options for buying the pizza? Request a Purchase Order for Domino’s or Papa John’s Have a member of your group purchase pizza at a local pizza shop and then seek reimbursement afterward Either A or B

Question 12 Answer Correct Answer: C, Either A or B. A Purchase Order may be preferable because it will allow you to get the pizza without using your own money If a member does use his own money to pay for the pizza, the reimbursement process will take 30 days, and any taxes paid will not be reimbursed

Question 13 A Student Organization Payment Request can be used for the following: To seek reimbursement for purchases made by an individual member or by your organization To make a dues payment to a national chapter of your organization To pay a DJ To pay a vendor directly for goods like t-shirts or art supplies All of the above, as long as the total cost is less than $2,000

Question 13 Answer Correct Answer: E, All of the Above, as long as the total cost is less than $2,000

Question 14 True or False: Your organization plans to use funding or self generated revenue for a banquet. You may purchase the food from any caterer of your choosing.

Question 14 Answer Correct Answer: False. You must use a caterer from the Approved Caterers list or Sodexo Special Occasions Catering

Question 15 True or False: The Student Funding Board awarded $100 to your organization for refreshments for a meeting on September 12. The meeting was cancelled, so refreshments were not purchased. Therefore, your organization still has $100 funding and may spend it for office supplies, as long as the purchase is made before the end of fall semester.

Question 15 Answer Correct Answer: False. Funding awarded by the Student Funding Board may be spent only for the purpose for which it was awarded

Question 16 The Student Funding Board awarded $250 to your organization for supplies for a cricket tournament. All $250 was spent, but you have receipts and documentation for only $190. How much will be paid? $250 $190

Question 16 Answer Correct Answer: B, $190 Accounts Payable will pay only the amount for which proof of expenditure can be provided, in this case $190. The remaining $60 will not be paid.

Question 17 When asking for a dues payment to be made to a national organization, what items should be submitted for processing along with the Student Organization Payment Request Form? An invoice and list of members for whom dues are being paid A Food & Beverage Form and list of members for whom dues are being paid A Contract Packet, and list of members for whom dues are being paid

Question 17 Answer Correct Answer: A, an invoice and list of members for whom dues are being paid Accounts Payable requires the list of members for dues payments

Question 18 When is an Independent Contractor Form needed? When requesting a Purchase Order for Papa John’s When applying for funding For payments to individuals (rather than companies) None of the above

Question 18 Answer Correct Answer: C, For payments to individuals (rather than companies) A member of your organization should complete and sign the Independent Contractor Form Submit the Independent Contractor Form when submitting Check Requests and Contract Packets

Question 19 When collecting money, such as dues or payments for t-shirts: A receipt should be given for each payment Checks should be restrictively endorsed as soon as received Money should be deposited as soon as possible Records should be kept for at least 3 years All of the above

Question 19 Answer Correct Answer: E, All of the Above State regulations require that: -- Receipts be given when money is collected -- Checks be endorsed immediately with account information -- Amounts of $500 or more be deposited the next day and lesser amounts by the end of the week -- Records of payments and deposits be kept for three (3) years

Question 20 Where can you get additional information about managing your organization’s financial affairs? The Student Involvement website, www.si.gmu.edu The Student Involvement Business Manager, Barbara Campbell, bcampbe2@gmu.edu Assistant Director for Student Organizations, Sara Morrisroe, smorrisr@gmu.edu All of the above

Question 20 Answer Correct Answer: D, All of the above At the Student Involvement website, use the drop down under Student Organizations, then select Spending Money Links to all forms can be found at this site

The End This concludes the Fiscal Management Workshop and test Remember to send your test scores to Sara Morrisroe at smorrisr@gmu.edu