STUDENT ORGANIZATION TRAINING FINANCE MODULE - FINANCIAL RULES AND EXPENDITURES Effective August 8, 2015

THE CENTER FOR STUDENT INVOLVEMENT Student life is a collective effort at Western Connecticut State University. Students with a common bond may seek to form a student organization. The Student Government Association has the responsibility to provide financial assistance to the group if it meets the SGA's funding criteria. The Center for Student Involvement provides assistance with event organization and execution, leadership development and group dynamics to meet the needs of the organization.

LEARNING OBJECTIVES – 1 OF 1  Understand the concept of the Student Activities Funds (SAF)  Have a general knowledge of who created the policies and procedures that govern the SAF  Understand who is administratively responsible for the SAF  Understand the responsibility of the student organization  Understand the policies around off- campus financial accounts  Understand the difference between the various Student Activities Funds  Understand the importance of signature cards  Understand the importance of meeting minutes At the conclusion of this module you will:

STUDENT ACTIVITIES FUNDS 1 OF 2 The Student Activity Funds entitle students to participate in any student organization and their programs. The fee is collected by the University and is directly allocated to the following organizations: Student Government Association (SGA), WXCI (Radio Station), Campus & Student Centers Board, Program Activities Council (PAC), The Recreation Council and the Center for Student Involvement. Other student organizations must submit a budget request to the SGA to receive a portion of the student activities fees. See module 2 for budget request information.

STUDENT ACTIVITIES FUNDS 2 OF 2 The funds also consists of Social Dues which are charged to students living in the residence halls. Each residence hall council and the Inter-Residence Hall Council (IRHA) uses this fee to sponsor its own programs. The policies and procedures discussed in this training program are applicable to both fees. The Student Activity Funds (SAF) were established and operate under provisions of the General State Statutes to account for all funds related to Student Activities. Western Connecticut State University and the SGA have established additional rules and regulations designed to protect the student organizations and their officers.

ADMINISTERING THE SAF 1 OF 2 Administering the SAF is the responsibility of three university officials:  The first person responsible for the financial administration of student organizations is the Student Activities Financial Manager (SAFM) (currently the Director of the Center for Student Involvement).  The Student Organization Fiscal Assistant (SOFA) is the second person responsible for the administration of the SAF. This person works closely with the SAFM and is the first contact person for student organizations when there are financial questions or issues.  Finally the Cashier’s Office Fiscal Administrative Assistant rounds out those responsible for the SAF. This person processes all budget allocations, payment requests, journal entries, accounts payable and deposits. *For residence halls and the IRHA, the Director of Housing and Residence Life serves as the SAFM.

STUDENT ACTIVITIES FUNDS ACCOUNTS The University has established three Student Activities Funds for the benefit of the student organizations:  Fund 815 – Student Organization Activity Fund, the club’s fundraising account.  Fund Student Government Activity Fund, money allocated to the club by the SGA.  Fund – Student Government Surplus Fund (student government only) No student organization may establish outside bank accounts or apply for credit cards. All transactions must be handled through Western Connecticut State University. Any student organization found to have an outside financial account is subject to having its recognition suspended.

FUNDRAISING ACCOUNT (815) Fund 815 – Student Organization Activity Fund  This fund is for money that the student organization collects on its own (and the residence hall social dues.) It is commonly referred to as the Fundraising Account.  This is a “banking account”. While the SGA does not have oversight of this fund, money expended must meet all state requirements. Money remaining in this fund at the end of the fiscal year (June 30) rolls to the next fiscal year. Student Organizations do not lose money in this fund.

SGA ACCOUNT (816) Fund 816 – Student Government Activity Fund  This fund is for money that the student government allocates to the student organization, via the budget process. Money can only be spent in accordance with the budget approved by the SGA*. Money remaining in this fund is rolled back at the end of each semester. *For example: money allocated for a DJ for an event, can only be spent on a DJ, not on decorations, even if it is for the same event.

SIGNATURE CARDS 1 OF 3 Each student organization must have a current signature card on file with the SOFA. The officers who sign the card must be the same officers listed with the Center for Student Involvement (SC 227). Any time the President, Treasurer or Advisor changes, a new signature card must be signed.  No expenditures will be approved until a valid signature card is on file.

SIGNATURE CARDS 2 OF 3 1. If the academic year is ( ) the fiscal year is Enter the Club name 3. This is your 303-___ number Followed by: President, Treasurer and Advisor signatures… These three signatures are needed because they are the only three signatures required to approve forms.

SIGNATURE CARDS 3 OF 3 1. President/Treasurer/Advisor First and Last name President/Treasurer ID # (this is your 50_____ #) Advisor office number on campus. 3. This is your President/ Treasurer/Advisor’s WESTERN address. 4. President /Treasurer/Advisor phone number. This information is required for two reasons: - Contact information for the signatories. - Access to the EMS Request program for Room Reservations.

MEETING MINUTES Every expenditure that you try to process from your university accounts will have to include minutes with allocations. A skeleton outline of how to type meeting minutes can be found here.here

FUNDRAISING Since the Student Government Association can not always fund student organizations all the money they require, you are encouraged to supplement the Student Government Association allocation through fundraising. All drives, raffles and sales held on or off campus must be sponsored by a recognized student organization. The proceeds must be deposited in the 815 fund account, within 24 hours of received the funds.

FUNDRAISING - GENERAL POLICIES  No individual may solicit donations or sell goods on campus for personal gain. Any organization may hold a sale for the purpose of raising funds for its treasury. Approval must be received from the CSI Office prior to the event.  When scheduling facilities, you must inform the department in which you are reserving the space that you are hosting a fundraiser.  Sales may be held for up to three consecutive days. An organization may schedule up to two sales locations on the Midtown campus and one sales location on the Westside campus on a given event day.  The student organization is responsible for sanitation during and after each event.  Failure to adhere to the policy will result in revocation of sale privileges.  All fundraising that uses tickets must use WCSU’s Ticketing System (via Ticket Request Form.) For more information about the WCSU Ticketing System, contact the CSC.

DEPOSITS All fund deposits must be made within 24 hours of receiving the funds. Deposits include any money received in the form of coins, currency, checks, money orders, and travelers checks. Student Clubs and Organizations are required to log receipts of all funds on the Student Organization Deposit Slip. Deposits can be made between 9:30am – 6:00pm in the CSI Office (SC 227) If for any reason the office is closed, or it is after these hours, the funds can be brought to either Information Desk for holding, they should not be brought home with the organization member. If for any reason the Information Desk is closed, the funds must be held at the Campus Police Station.

STUDENT ORGANIZATION DEPOSIT SLIP The pink box indicates Organization Name, Account Number (you will always deposit into 815) and the information of who is making the deposit. The blue box indicates the deposit details. All cash will be added and take one line item, checks must be listed individually. The green box indicates the CSI Staff worker who is taking and checking your deposit, you may ask for a copy of this form for your club records. The red box is a reminder of deposit procedures.

FUNDS REVIEW  There are 3 people responsible for Student Activity Funds  -SAFM  -SOFA  Cashiers office Fiscal Administrative Assistant  There are two funds used by clubs:  815 –Fundraising  816 – SGA  The Club President, Treasurer and Advisor are the signatories for all forms.  No funding can be spent without a Signature Card on file.  Every fund expenditure requires proper signatures and minutes.  Fundraisers are encouraged, as long as guidelines are followed.  Deposits of funds occur at the CSI Office.

NOW HOW DO I SPEND THE FUNDS? In order to spend your funds you have to understand the different expenditure types & each of the forms you may use: Payment Voucher Purchase Card Authorization Form Food Service Request Form When student organizations want to spend money in either their fund raising or SGA allocated account, that is considered an expenditure. Expenditures can be made a number of ways, which will be explained in the following slides. The way the purchase is made depends on the item(s) and the cost. There are advantages and disadvantages with each method.

RESPONSIBILITIES – 1 OF 3 The student organization, working with the advisor and other members, is responsible for completing all forms in a timely basis. Forms must be signed off on by the President/Treasurer and Advisor. A completed signature card must be on file with the SOFA prior to expending funds. All expenditures must be approved by the organization membership which will be indicated in the meeting minutes. If using SGA funds, the expenditure must be in accordance with the approved budget.

RESPONSIBILITIES – 2 OF 3 No student may make a financial commitment in the name of the student organization or the University including indicating to a vendor that they can “bill the University”… put simply, no commitments can be made without the proper forms, signatures, and approval. If a financial commitment is made without the proper steps, the student leader may be personally liable for the expense. Student organizations can use the SOFA or the Center for Student Involvement Office Staff as a resource in expending these funds.

RESPONSIBILITIES– 3 OF 3 Any form that is not correct, does not have minutes attached or not in compliance with State, University and SGA regulations will be returned to the student organization unprocessed. The form will need to be corrected and resubmitted. This will delay processing.

PAYMENT VOUCHER The following slides will explain how to complete each section of the Payment Voucher Form.

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. Iovino Brothers (Federal ID # on W9) Vendor Address

PAYMENT VOUCHER – (B) ORGANIZATION The Organization information is that information that is unique to your club. See the example above… Keep in mind: (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 Program Activities Council X /1/2014

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. T-Shirts for WestFest

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.” 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. CSI Office Club X

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.

TYPES OF EXPENDITURES – 1 OF The following slides will break down each type of expenditure.

TYPES OF EXPENDITURES – 2 OF 2 1.Cash advances: Can be made to a student for up to $ All advances must be settled within 5 business days of receiving the advance. Original receipts and any unspent money must be returned at that time.

TYPES OF EXPENDITURES – 2 OF 3 2. 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.

TYPES OF EXPENDITURES – 2 OF 4 3. A Purchase Order: Is needed for purchases over $ Student organizations must complete a Payment Voucher and Purchase Requisition for these purchases. An estimate of a bill must be provided with these forms. A PO# will be sent to the company providing the items for the organization. Once goods are received, a final invoice should be provided to the SOFA in order to release payment.

TYPES OF EXPENDITURES – 2 OF 5 4. Reimbursements: Can be made to individuals who have made purchases. Original receipts must be provided.

TYPES OF EXPENDITURES – 2 OF 6 5.Transfer to another Student Org. and 6. Transfer to a University Department: Can be made to co-sponsor events or pay for room reservation fees etc.

TYPES OF EXPENDITURES – 2 OF 7 7. Vendor Payment for Commodities: Can be done for expenses under $ for payment to a company, for items such as decorations or promotional supplies, appropriate bills must be attached.

W-9 FORM INFORMATION – 1 OF 1 -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.

PURCHASE CARD Another way to Purchase Items is through the Purchase Card Authorization form. The Director of the Center for Student Involvement has a Purchasing Card which can be used for club expenses, usually online purchases. With enough advanced time, dates can be set to go shopping with the Purchasing Card. The Purchasing Card does have a daily limit, therefore preparation in advance is important if you plan to use this method.

PURCHASE CARD AUTHORIZATION There are small differences between the P- Card Authorization and the Payment Voucher… In the orange box: you will not have receipts, you will instead describe the items you want purchased. In the red box: you will indicate which account the items are being funded from, as well as the date you will need the items purchase by. This date should be a few days prior to the actual date you will use the items.

FOOD SERVICE REQUESTS The last type of expenditure form is the Food Service Request Form. Students should meet with a member of the Sodexo catering team as soon as possible to discuss menu options and event planning. Room reservations for the facility must be made prior to meeting with catering. Through their contract, Sodexo Dining Services reserves the exclusive rights to all food and beverage services on the campus. There are a few exceptions (ex. if it is a member only meeting of less than 15 people.) This must be approved by Sodexo prior to the event. For outside Food Service approval, the following must be provided: Signed waiver by Sodexo A copy of the Health Department Permit for each food provider A copy of the Certificate of Insurance for each food provider Signed indemnification form from each food provider Menu to be served

FOOD SERVICE REQUEST FORM There are small differences between the Food Service Request Form and the Payment Voucher… Food Service Request Form Procedures are located in the area of the orange box, to refresh your memory. The main difference from the Payment Voucher to the Food Service Request form is the area of the blue box… In this box you will indicate the specific dates of service, the name of the event, and the cost of service (provided by Sodexo.) Keep in mind… Like all forms, minutes are required. Food Service Requests must be submitted a minimum of TWO WEEKS prior to the event.

MODULE REVIEW Student Organizations may expend their funds in a number of ways, mostly by use of payment voucher. In order to expend funds, a Signature Card must be on file, and training must be completed. In order to expend funds; proper minutes, signatures, and guidelines must be followed. Food Service Requests must go through Sodexo providers, with few exceptions. Deadlines for all forms are strictly enforced by the CSI to ensure optimal completion of your requests.