1. Authorized Signer Training
FALL 2016
Office of Student Leadership, Involvement, and Civic Engagement

2. Services and Resources
Your Accounts
How to Make a Purchase
Services and Resources

3. Authorized Signer Responsibilities
SIGN OFF on all financial transactions
Primary CONTACT Person with SBVPF and Office of Student Activities
Adhere to JFC Budget TIMELINES
EDUCATE Org Members
Maintain Financial RECORDS
Review Org Finances on THE BRIDGE
TRANSITION to Next Authorized Signer

4. Student Organization Accounts Outside or Personal Bank Accounts are NOT allowed Must adhere to UNIVERSITY policies
Referred to as an Oracle Account
Deposit all Fundraising Proceeds
Do NOT spend out of cash proceeds
Use of Paypal, Square, Venmo is NOT permitted
Org Account
Gift Account
JFC Allocation
Fundraisers
Dues
Special Allocations
Departmental Funding
Subject to JFC Fiscal Close (JFC funded orgs only)
Donations
Not Subject To JFC Fiscal Close
No Deficits Allowed
Deposit Donations separately from dues and fundraisers

5. Next Year’s Budget: Do this in January
You and The JFC
FY17 BUDGETS: Review your FY17 allocations. Capital Funds are not in your org account
INTENT TO FUND: If your organization is interested in receiving funds for , complete the application on SBVPF Bridge page in Forms
NEXT YEAR’S BUDGET: Each organization must attend a mandatory info session. Reps will work with groups to upload their budgets. BUDGETS DUE in JANUARY
FISCAL CLOSE: Rollover & Debt Forgiveness Requests for rollover or debt forgiveness will be due early to mid June.
FY17 Budgets:
Do this Now
Intent to Fund:
Do this in Oct
Next Year’s Budget: Do this in January
Fiscal Close:
Do this in June

6. Making A Purchase

7. Every Purchase needs a Business Justification
Who was the expense for? How many people attended?
Who
What did you buy? Be specific
What
Where did the expense occur? Where did your event or meeting take place?
Where
When did the event or meeting take place?
When
Why was the purchase made?
How does it relate to your organization’s mission?
Why

8. Examples of Business Justifications
BAD 
Good 
3 Pizzas from Pizza Perfecta for 12 people attending General Body Meeting held on 9/7/15 in Cohon Center 318G to discuss membership outreach.
10 helmets from REI for members to wear while biking during club trips. Helmets are needed for safety.
Food for General Body Meeting
Equipment for Members

9. Special Circumstances Requiring Extra Stuff and Extra Time
A Proof of Design needs to be provided prior to purchasing
Students need to use a licensed supplier and the Trademark Licensing Office must approve the design whenever the design includes any of the various trademarks, marks, images and logos that directly or indirectly reference the university, regardless of design style, font, depiction or color.
Printing of
T-Shirts and Flyers
Contracts are required for all services including equipment rental. This includes DJ’s, Instructors, Musicians, Lecturers, Sound Equipment Rentals.
Contracts come in many shapes and sizes so come talk to us to see what is needed.
Services on Campus
Recipient of Prize/Gift/Award needs to complete tax forms.
Prizes/Gifts/Awards should not be given out until forms are complete.
Please schedule a meeting with me prior to making this purchase!
Prizes/Gifts/Awards
Student Activities Staff must be notified PRIOR to making any purchase of hazardous materials even if paying out of pocket.
Examples include propane, epoxy, aerosol sprays, paints and dyes.
Hazardous Material
Any purchase over $5,000 must be made using a Purchase Order and needs a Purchasing Bid Checklist
Purchases over $5,000

10. CANNOT BE REIMBURSED FOR SERVICES
How to Make A Purchase
Buying an Item
Paying for a Service
Pcard
Purchase Order
Expense Reimbursement
On Campus Purchase
Journal Entry Transfer
Pcard
Purchase Order
On Campus Purchase
Journal Entry Transfer
CANNOT BE REIMBURSED FOR SERVICES

11. Pcard Purchases
Can your purchase be made on line or over the phone?
Is your purchase under $2500?
Is NOT a Professional Service?
Make a Pcard Appointment using the Pcard Meeting Request Form on The Bridge – no walk ins
Purchases need to be Sales Tax Exempt
Receipts must be submitted by next business day
Come prepared with order info
If a service, bring contract
If printing, bring proof of design and trademark approval

12. Need extra buyer protection?
Purchase Orders
Complete a Payment Request Form PRIOR to ordering
A PO is a Promise to Pay and is sent when MAKING the ORDER
Vendor is paid AFTER goods are received (30 days from date of invoice)
Attach a quote or invoice
If service, attach contract
If printing, attach proof of design and trademark approval
Vendor must be in CMU Financial Database – if not, Supplier Forms needed
Need to send a check?
Purchase over $2,500?
Need extra buyer protection?
Making a Donation?

13. Getting Reimbursed Forms must be submitted within 30 DAYS of purchase
Receipts submitted within 7 DAYS are expedited!
Receipts must be ITEMIZED and show PROOF of payment
TAPE receipts to scrap paper
Receipts submitted over 90 DAYS are TAXED and require add’l forms
Get DIRECT DEPOSIT!
BIGGEST PROBLEM WITH REIMBURSEMENTS SUBMITTED IS INVALID RECEIPTS

15. Proof of Payment: Shows Total Amount Paid
Incomplete Receipt
Proof of Payment: Shows Total Amount Paid
NO ITEMIZATION:
Does NOT show what was bought

16. Incomplete Receipt Itemizes Purchases Shows Total Amount due
Does NOT show Proof of Payment

17. Proof of Payment
This Credit Card Statement shows that a purchase for $51.71 was made from Amazon.
This matches the itemized receipt amount and name of purchaser.
Together, these two show both ITEMIZATION and PROOF OF PAYMENT.

18. Receipt Including Tip This receipt shows what was purchased.
Shows Proof of Payment
Second Proof of Payment includes Tip

19. Other Ways To Make A Purchase
On Campus Purchase Request Form – just stop by the office and complete this form to make purchases from Entropy, Kinkos, the Bookstore, Etc. Purchases are charged directly to your org account.
Journal Entry Request – Complete this form if paying another student organization or department on campus

20. Services and Resources

21. Financial Services Cash Boxes and Starter Cash – Bridge Form
Process Deposits – Deposit Envelope in Safe
Credit Card Terminals – Bridge Form, Additional Security Training Required
On Line Ticketing – Coming Soon!
Travel Arrangements – Make a Travel Meeting using Bridge Form, Additional Training Available
Finances on The Bridge – Track your Finances

22. Resources Student Activities Financial Information Trademarks Office
Student Government JFC Budgets
Common Funding Application
The Bridge
thebridge.cmu.edu
Trademarks Office
Jay Marano for Design Approval; Use a Licensed Vendor
University Contracts Office FAQ
Vendors with a Master Service Agreement

23. Resources ritac@andrew.cmu.edu Rita’s Email twilder@andrew.cmu.edu
Tiffany’s
Office
Cohon Center, Suite
Office of Student Activities

24. Student Hazardous Material Purchasing Training
Light Version

25. Minimize Chemical Quantities
Only order enough for your immediate needs
Disposing of unneeded chemicals costs considerably more than the savings you might have by buying “in bulk.”

26. Hazardous Materials
Hazardous Materials are defined as any product or material with one or more of these properties:
Flammability
Corrosivity
Poison/Toxic
Irritant
Sensitizer
Compressed gas (even compressed air)
Asphyxiant
Biological hazard
Radiation hazard or laser

27. Chemical Storage
Flammable materials MUST be kept in a flammable storage cabinet if your total amount of flammables is more than one gallon, and you are keeping them more than 7 days
Remember spray paint cans are FLAMMABLE, as is lighter fluid.

28. Purchasing Hazardous Materials Procedure:
Student makes departmental Finance Team member aware of need to purchase hazardous material.
Finance Team Member determines if student completed appropriate training.
If being used within 7 days of purchase:
3. Item can be purchased with PCard or personal card.
4. If for any reason there are hazardous materials left over, the purchaser needs to immediately submit an EH&S’s Hazardous Waste Pickup Service request.

29. Purchasing Hazardous Materials Procedure:
If will be stored for more than 7 days and/or will gradually be used:
3. Finance Team member seeks storage approval from EH&S
4. If PCard is being used, Finance Team member will route for potential PCard exception.
5. Student turns in receipts to appropriate departmental Finance Team Member.
6. Finance Team Member enters hazardous material detail into DOSA Hazardous Materials Spreadsheet
7. Financial Manager for Student Affairs enters all hazardous material detail into Chemtracker on the 15th of every month.
8. If at any point a hazardous material will no longer be stored or used, the purchaser can submit an EH&S’s Hazardous Waste Pickup Service request.

30. Best Practices: Quick Light Charcoal and Lighter Fluid for One-Time Events
Only purchase the amount of lighter fluid and/or quick light charcoal that is needed for the event. The goal is to not have any leftover.
Purchasing quick light charcoal and lighter fluid is allowed by PCard policy IF all is used up at the event and none is being stored.
If there is leftover lighter fluid/quick light charcoal after an event, the purchaser needs to immediately submit an EH&S Hazardous Waste Pickup Service request
Note: Non-quick light charcoal is not considered a hazardous material, so there are no concerns with it being stored

31. Placing a waste request:
Go to: and make the request!
Placing a waste request:

32. Accidents and Injuries
It is CRITICAL that you report all accidents and injuries to your faculty sponsor or to Student Activities, even if it is a minor issue.

33. Reporting Accidents
Accidents involving injury or illness must be reported on the Supervisor's Injury/Illness Report form (available from HR)
All other accidents/near accidents (injuries, fires, spills, explosions) shall be reported in writing to EH&S ASAP after the occurrence.
Contact Campus Police to arrange escort to Presbyterian University Hospital Emergency Department

34. Contact University Police
In the event of
Personal chemical exposure or injury
Significant chemical spill or leak
All fires
Dial
Tell them
What happened and exactly where
If there are any injuries
The name of any chemical involved