+ WELCOME TO TREASURER TRAINING Fiscal Year 2014 College Council Treasurer- Emily Dzieciatko

+ THE BASICS College Council allocates the Student Activities Tax to student groups throughout the year CC Treasurer (me, Emily Dzieciatko) works with the Finance Committee to make recommendations for College Council Any student group can request funds—no matter how new it is CC is the last resort for supplemental funding— please reach out to relevant sources first ME at ed5 WITH ANY QUESTIONS

+ Budgets: Maximizing Odds of Funding Specificity- Tell us exactly what you are looking to get funded This is especially the case with items like costumes Exact Price- No rough estimates or ranges, please. Tell us exactly how much the tournament, speaker, or trip is going to cost Know what are the most important items on your budget before meeting with the Finance Committee

+ Rules for Allocated Money NO food or drink unless for an all-campus event NO alcohol, tobacco, prostitutes, or things prohibited by law NO personal items (ex. sweatshirts or CDs)—all items must stay with group: technically purchases are CC property NO direct donations to charity using CC funds NO funding of salaries/items usually paid by the college NO transferring allocated money to non-CC or “off-shore” accounts All events must be free to attend and open to entire campus Follow specific transportation and lodging bylaws (explained soon)

+ Transportation & Lodging Guidelines College Cars: NOW FREE! Just hard to get them sometimes. Personal Cars: $0.17/mile/car Enterprise: needs to be proof that cannot secure personal or college cars $0.17/mile + $20/day Zipcar: needs to be proof that cannot secure personal or college cars 80% hourly rate + <8 hours Hotel: $20/person/day for up to 5 days PLEASE CHECK OUT TRANSPORTATION BYLAWS ON THE COLLEGE COUNCIL WEBSITE IF YOU HAVE ANY QUESTIONS OR ME

+ How FinCom Decides Funding Allocations # of participants or contributors to the activity Benefit to the overall college experience or the degree to which this will benefit all students of the college Unrepresented niche Balance against constraints of budget SAT = ~$95/student/semester Student demand

+ How can you request funds? Subgroup Allocation Supplemental Funding Form the CC Treasurer

+ What funds can you request from?

+ Student Activities Tax: $95/student each semester Annual Total: $400,000

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets)

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund Co- Sponsorship

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund Co- Sponsorship CC Projects

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund Co- Sponsorship Nationals CC Projects

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund Co- Sponsorship Nationals Capital Investment CC Projects

+ Student Activities Tax: $95/student each semester Annual Total: $400,000 Subgroups (annual club budgets) Subgroups (annual club budgets) General Fund Co- Sponsorship Nationals Capital Investment CC Projects Benefits Fund

+ Subgroup Allocation Budgets BUDGETS are due by FRIDAY, SEPTEMBER 13 th at 11:59pm to me at NO EXCEPTIONS. Broken down costs of what you need Remember: Specificity, Exact Price, and Prioritization

+ Example of a Subgroup Budget

+ The Subgroup Allocation Process Budget due Friday, September 13 th by 11:59pm At the beginning of the week of the 15 th, a Finance Committee member will reach out to you to set up a meeting to go over your budget along with another FinCom member. These meetings will take place between the 16 th and the 21 st. This is for the pair to understand the needs of your subgroup. The week of the 22 nd, FinCom will meet to assess all funding requests. On October 2 nd, College Council will vote on FinCom’s proposed allocations.

+ Supplemental Funding Go to collegecouncil.williams.edu and select “Supplemental Funding” on the top right hand side. It will bring you to the form to fill out.form Make sure to include a description of the event and other sources that you have secured funding from.

+ Supplemental Funding Budget

+ Supplemental Funding Upon filling out this form, I will receive your request Important for FinCom to see: 1) Specific description of event 2) Multiple funding sources sought out and secured BEFORE coming to FinCom 3) Planning ahead—come a couple weeks before the event

+ Non-Subgroup Budget ed to me

+ You got the money! Now what?

+ Accessing your funds: Vouchers You use this when you front the cost of something or to get a check for a payment that you’re going to make. Easiest way to get to this is on the CC website (collegecouncil.williams.edu). You can find it under the Funding Tab, in the Index of Funding Forms. It’s labeled as Accounts Payable voucher request.Accounts Payable voucher request Account Listing: Number refers to the type of purchase it is. Fund: 110 for MinCo groups and 400 for CC groups. Department ID: Number refers to your student group. Each one has it’s own. Account Listings and Department ID lists can be found on the CC website as well. Account Listings Department ID Only the group’s Treasurer can sign off on these forms.

+ TREASURER SIGN HERE Reimbursement Voucher

+ Vouchers Continued If you have a receipt with multiple purchases, write each individual purchase on the voucher All receipts must be taped to an 8.5 x 11 in. sheet of paper Only one invoice per voucher Transportation Reimbursement Requirements 1) List of students who travelled & # of cars used 2 ) Print out of Google Maps with the mileage & route travelled 3) # of cars * reimbursement rate * mileage = total THIS EQUATION MUST BE WRITTEN ON YOUR GOOGLE MAP PRINT OUT

+ Common Problems Wrong transportation reimbursement Hotel Rates Using Vouchers to pay for Payroll Reimbursing DJs, Hosts, Security, etc. CANNOT go through vouchers but through payroll or co-sponsorship OSL will take care of this if you plan through them Donating directly to charity Asking for money when you do not have enough in your account. Although I check before signing the forms, this is one of the most common ways that groups get into debt!

+ You filled it out. Now what? Turn these in to the College Council Treasurer Mailbox in upstairs Paresky, in the Student Activities Resources Center, which is across from the Office of Student Life. Turn these in by Sunday if you need the check cut by Wednesday because this is the only day the Controller’s Office does this. This process should take at most two weeks. Please contact me if you’re working with a tighter timeline.

+ Accessing your funds: P-cards This is probably the easiest option, but not always possible. Go to collegecouncil.williams.edu and find the link on the top, right hand corner. Do not me about it.link Fill it out! If you need help finding your Department ID, look it up on collegecouncil.williams.edu. Make sure that you have enough money allocated to your group. If I approve the request, you do not fill out a reimbursement voucher anymore. After you execute the purchase, I will check to ensure it followed the bylaws. Make sure to keep your receipts because you have to turn it in when you return the Pcard.

+ Pcard Form I will only approve the request if it is requested by your group’s Treasurer.

+ Other options: Journal Entry This is used to transfer money from your account to another group’s account. Again, this form can be found on the CC website, under the Funding Tab- Index of Funding Forms.this form Leave Proj/Grant & PS account blank. Debit= the account that you are removing the money from Credit=the account you are putting money into Again, leave this in the CC Treasurer mailbox for me to sign.

+ Other options: Cash Deposit As the name indicates, this is used to deposit cash or checks into your group’s account. Ex. Ticket revenue, when your group overspends, donations, or other such revenues. Again, this form can be found on the CC website, under the Funding Tab, in the Index of Funding Forms.this form You must fill out this form (leave PS Account and Grant blank) and put in an envelope along with the cash. Then, you turn it directly to the Controller’s Office.

+ Other options: Cash Deposit

+ Requesting Additional Funding If you run out of allocated funds, you are welcome to ask for more. Fill out the Supplemental Funding form on the College Council website OR me a budget. You will then be invited to come to the Finance Committee meeting to explain the request. Meetings are on Tuesday nights at 9:30 in Paresky 220 These requests can be for funding anything ranging from nationals fees to all campus events.

+ Co-Sponsorship Funding This is used to fund all campus events. Must be free of charge to attend. All students are eligible to attend. It can be used for food and drinks but NOT for alcohol. Acknowledgment that CC provided funds for event must be on all advertisement to continue receiving funds

+ Accessing Your Funds: PeopleSoft Financials 1) Go to finance.williams.edu 2) Sign in with your Williams ID and password Use the same one you use for sarah.williams.edu 3) Once logged in, on the top left under Main Menu, select “WMS Financial Reports” 4) In Fiscal Year, type “2014” 5) Skip over Accounting Period, Report Type, Proj/Grant & Location 6) In Department, list your club’s Department ID. A complete list can be found on the CC website under the funding tab. 7) Click Search for Reports 8) Click on View for “Trn Dtl YTD”—this will be most useful. It is the last out of four reports. The negative numbers are sums going into your account as revenue The positive numbers are expenses incurred

+ Select WMS Financial Reports Use the YTD Report

+ Words of Wisdom Don’t depend on PeopleSoft Financials. This is how groups get into debt. Use an Excel spreadsheet to track your expenses and revenue! It’s as easy as that! Otherwise, YOU AND YOUR GROUP WILL be paying out of pocket to make up any overspending incurred. Don’t request funds retroactively—you have no guarantee of getting them.

+ AUDITS An audit delineates income/revenue and expenditures. The winter audit is helpful in forecasting expenditures for the second half of the year and track past expenses. The June audit is mandatory in order to receive funding the following school year. Look at for more information in December and at the end of the year.

+ Resources to refer to The funding tab on collegecouncil.williams.edu Department IDs, Account Listings, Funding Forms Treasurer Corner in the SARC in Paresky Controller’s Office website Contact Emily Dzieciatko at

+ Ending Remarks Subgroup Budgets are due this Friday the 13 th by 11:59pm. If you have any questions me at ed5 or consult the CC Funding Bylaws. And now, check your . You should have a short quiz in your inbox, which is mandatory to take and get at least a 70% in order to pass Treasurer Training!