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2016-17 Business Manager Training
Nicholas Mavrelis Students’ Association Treasurer Wilson Commons, Ruth Merrill, 101E
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SAAC Leadership Introductions Paperwork Policies Reminders 2
Anne-Marie Algier, EdD ‘16 Associate Dean of Students & Director of Student Activities Patrick Fink ‘17 Deputy Treasurer Economics & Political Science Nicholas Mavrelis ’17 Treasurer Financial Economics Jennifer Nicholson, EMBA ‘18 Staff Accountant Introductions Paperwork Policies Reminders 2
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? Student Accountants Introductions Paperwork Policies Reminders
Bonga Khoza ’18 Stacey Fisher CJ Van Huben ’18 Online Orders Laura Ackerman ’17 Griffin LaDew Jordy Guntur ’18 Lydia Crews ? Thomas van der Straaten ’17 Brian Magee/Madeleine Aborn Benjamin Dantowitz ’18 Griffin LaDew Bobby Gerami ’18 Heather Maclin Introductions Paperwork Policies Reminders 3
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SAAC Responsibilities
To ensure that the Student Activity fee is fairly allocated across all SA-funded student organizations To assist groups in processing paperwork To track income and expenditures To provide groups with accurate monthly (or as needed) financial reports Introductions Paperwork Policies Reminders 4
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Business Manager Responsibilities
To track income and expenditures To understand financial standing To conduct all group’s business through SAAC, which includes, but is not limited to: Paperwork Supplemental Funding Requests Budgets Introductions Paperwork Policies Reminders 5
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Our Forms SAAC/WCSA Request Form Purchase Order 312 Requisition
Copy Center Request Form Deposit Tickets Petty Cash Request Check Request Co-sponsorship Form Contracts Reminders Policies Paperwork Introductions 6
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Red box is where you gain access to all of the forms
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Yellow box is where you drop off your filled-in forms for an accountant to complete (folders are sorted by Advisor) Reminders Policies Paperwork Introductions 8
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Green box is where you pick up most completed forms after 2-3 business days (folders are sorted by Advisor) Reminders Policies Paperwork Introductions 9
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SAAC/WCSA Request Form
Most commonly used form Used to start the process of purchasing/placing an order Takes 2-3 business days to process NOT needed if an invoice was already created by the vendor NOT needed for co-sponsorships NOT needed for petty cash requests Reminders Policies Paperwork Introductions 10
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A Closer Look Reminders Policies Paperwork Introductions 11
Business Manager will fill in the Group name and their name as the Requester Circle the appropriate Payment method Fill in the Vendors name and approximate dollar amount of transaction Business Manager or Approver will sign & Date For Office Use Only will be completed by the Accountant Reminders Policies Paperwork Introductions 11
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Payment Methods Purchase Order – used for outside vendors
Requisition – used for Public Safety, URTech Store, Post Office, Barnes and Nobles, Starbucks, etc. Copy Center – used at the Copy Center or at SAAC office if certain conditions are met Credit Card – used to reserve Walmart, Tops, Wegmans, Sunoco, ACMoore, or BJ’s credit card Appt for Online Order – used to complete order with SAAC’s AMEX card, order must be completed in SAAC office and a sign-up sheet is typically ed to reserve a time slot Facilities or Catering – used to authorize payment of an invoice received by ECM, Facilities, or Catering Reminders Policies Paperwork Introductions 12
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Purchase Order Give vendor white copy Bring back the receipt
Keep yellow copy Bring back the receipt Reminders Policies Paperwork Introductions 13
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Requisition Give vendor blue copy Office keeps yellow copy Reminders
Policies Paperwork Introductions 14
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Copy Center Give vendor white copy Bring back the receipt Reminders
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Credit Card Business Manager submits SAAC/WCSA Request form for a credit card with a target pick-up date Accountant approves request within 2-3 business days Business Manager picks up credit card on target pick-up date Stay within the amount inputted on the request form Business Manager returns credit card with the receipt the next day A $5 late fee is imposed on the group for every day the credit card is late Reminders Policies Paperwork Introductions 16
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After hours credit card drop off box
Fill out vanilla envelope and enclose the credit card and the receipt(s) Located near entrance to SAAC office Reminders Policies Paperwork Introductions 17
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Appt for Online Order Business Manager submits SAAC/WCSA Request form
Accountant approves request within 2-3 business days Accountant s Business Manager a Google Doc to schedule the appointment Business Manager meets with Accountant at the scheduled date to place online order Prior to the appointment, Business Manager should either have items in the shopping cart on personal laptop or hyperlinks to Accountant to expedite the process Reminders Policies Paperwork Introductions 18
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Appt for Online Order Cont.
Reminders Policies Paperwork Introductions 19
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Facilities or Catering & ECM
Meliora Catering should be forwarded to Jen for Student Organizations Facilities with Invoice attached should be forwarded to Jen for Student Organizations Reminders Policies Paperwork Introductions 20
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Facilities or Catering & ECM
ECM with Invoice attached should be forwarded to Jen for Student Organizations Reminders Policies Paperwork Introductions 21
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Deposit Tickets Indicate the type of deposit and the source of funds
Include important details, i.e. Payment from who?, What Event? Etc. Funds are typically reflected in the account balance within 2-3 business days of deposit Reminders Policies Paperwork Introductions 22
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Exceptions to this rule are granted on a case by case basis.
Petty Cash Request Petty Cash requests are used to create change for an event. The full amount must be returned within a reasonable amount of time after the event. Exceptions to this rule are granted on a case by case basis. Reminders Policies Paperwork Introductions 23
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Check Request Used when a PO was NOT generated but an Invoice is now in hand. For example, Balloon Effects, National Advertising, etc. PLEASE NOTE: A Purchase Order is preferred over this method as it allows us to encumber the transaction in advance, providing a more accurate account balance. Reminders Policies Paperwork Introductions 24
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Co-sponsorship Form Used to transfer funds between Student Organizations to help sponsor events. $50.00 Minimum Reminders Policies Paperwork Introductions 25
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Contracts Used to legitimize agreements between groups
If cancellation is necessary, must inform SAAC, the Advisor(s), and the other group 48 hours before the scheduled date Reminders Policies Paperwork Introductions 26
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Monthly Report Available Balance Reminders Policies Paperwork
Remaining Obligations: Funds that have been spent or deposited but have not “Cleared” the account yet. Available Balance In these columns ( ) indicate Income Reminders Policies Paperwork Introductions 27
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Supplemental Funding Money set aside and distributed by SAAC for expenditures not accounted for in a group’s budget Funding for program & travel, equipment, conference, and post-season play Forms can be found at: New forms will be online by Thursday evening New Funding Guidelines and Principles Will hear up to 2 requests (excluding conference and post-season) per academic year or grant up to $4,000 per academic year per group, whichever happens first Club sports cannot apply for program and travel Reminders Policies Paperwork Introductions 28
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Supplemental Funding Meet with your Advisor and Student Accountant to discuss the request Submit form electronically Attend scheduled SAAC Supplemental Hearing on a Tuesday evening Will be ed a specific date and time beforehand Not guaranteed that the request will be heard at the next hearing – plan ahead If successful, visit SAAC office during business hours to learn how to collect new funds Reminders Policies Paperwork Introductions 29
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Overview and specific questions
Instructions for submission and SAAC leadership contact information Overview and specific questions Reminders Policies Paperwork Introductions 30
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Only answer if requesting funds for competitions
Detailed list of expenses and income Reminders Policies Paperwork Introductions 31
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Flat-Funded Groups Do not submit and receive annual budgets, but instead receive a flat amount per academic year Political and Religious organizations receive a flat $60 per academic year Undergraduate Councils, Honors, and Pre-Professional groups receive a flat $200 per academic year Reminders Policies Paperwork Introductions 32
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Storage Unit Assessments
Certain items are prohibited to store (i.e. paint cans, spray paint, etc.) Three storage assessments per year (July, November, & March) to ensure compliance A member of incoming e-board is required to sign a SA Storage Contract in the beginning of the academic year to get a key to the storage unit $50 fee if a key is not returned Reminders Policies Paperwork Introductions 33
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USeed University-preferred crowd-funding platform
Unlike GoFundMe, no fees for using the service Donors receive tax-exempt status and donor credit for all donations Strict timeline – work with your Advisor ASAP Reminders Policies Paperwork Introductions 34
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Additional Policies We will not be granting any reimbursements under any circumstances $5 fee per day any credit card is returned late SA-funded groups cannot carry forward funds into the next academic year Reminders Policies Paperwork Introductions 35
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Advantages to Banking with SAAC
No fees Pay campus departments more easily Funds are secured under the group’s name and not a personal account Minimizes personal liability Ability to make purchases using SAAC’s methods Often saves money because of negotiated rates with certain vendors Reminders Policies Paperwork Introductions 36
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FLEX Machines FLEX machine funds will be available on the 2nd Thursday of every month If your group banks with SAAC, funds will automatically deposit into your account If your group does not bank with SAAC, group will need to retrieve check(s) from the SAAC office Groups can reserve FLEX machines twice per semester Reminders Policies Paperwork Introductions 37
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Reminders We have gas credit cards – request to use them if your group is planning to travel via car Flat-funded groups and general interest subsidy dollars ($30/semester) can be used without most restrictions We will not grant any reimbursements under any circumstances Reminders Policies Paperwork Introductions 38
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Groups Reminders Policies Paperwork Introductions 39 Stacey Fisher
Active Minds Asian American Alliance bLifeUR College Diabetes Network College Feminists Colleges Against Cancer Globe Med at University of Rochester GR Soccer Grassroots People First Initiative Pride Network Satsang Meditation SAVVY SEGway (Survivor Empowerment Group),UR Students for a Democratic Society Astronomy Club Chess Club Creative Arts Club Makers, UR Meliora Capital Management Robotics Club, UR Sea & Anchor Detail Simulation Gaming Association UR FOOT (Freshman Orientation Outing Treks) Urban Exploring Mini Baja Mock Trial Organization Model United Nations Quiz Bowl Solar Splash Hartnett Gallery Committee Heather Maclin 2018 Class Council BlueCrew, The UR Cinema Group Student Programming Board (Formerly known as CAB) After Hours Ballet Performance Group Bhangra, UR Celtic In Between the Lines Improv Comedy Troupe Korean Percussion Group Marching Pep Band Mariachi Meliora Midnight Ramblers No Jackets Required Off Broadway On Campus Raas, University of Rochester Radiance Dance Theatre ROC Players Sihir Bellydance Ensemble Standup Comedy Club, UR Strong Jugglers Swing Dance Club The Opposite of People Vocal Point Yellow Jackets Lydia Crews American Sign Language Association for the Development of Interest in the Indian Subcontinent Black Students' Union Chinese Students' Association FASA - Filipino American Students' Association Hong Kong Students’ Association Israel Council Japanese Student's Association KASA- Korean American Students' Association Native American Students Association PASA- Pan-African Students Association Persian Association of Rochester Students, UR SADACA- Student Association for the Development of Arab Cultural Awareness SALSA- Spanish and Latino Students' Association Slavic Club TASA- Taiwanese American Students' Association Catherine Lewis Age Aid, UR Alpha Phi Omega, Mu Lambda Chapter Circle K International Eye to Eye FRN- Food Recovery Network Habitat for Humanity Partners In Reading Peers for Animal Wellness and Safety Refugee Student Alliance Rotaract, UR She's the First Special Olympics, University of Rochester STEM Initiative Students Helping Honduras College Democrats College Republicans Reminders Policies Paperwork Introductions 39
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Groups Cont. Reminders Policies Paperwork Introductions 40
John DiSarro/Laura Ballou/Janice van Opdorp GSA Order of Omega Multicultural Greek Council 2020 Class Council Brian Magee/Madeleine Aborn/Glenn Cerosaletti 2017 Class Council Graphic Arts Her Campus Interpres JUR LOGOS Louvre UR Photography Spoon University CSN Pre-Professional Groups Honors Societies Undergraduate Councils JUR UR Messenger Janice van Opdorp Class of 2011 Class of 2012 Class of 2013 Class of 2014 Yellowjackets Rochester Students for Life In Between the Lines Simulation Gaming College Republicans/Psi Chi IVCF (Christian) UR Foot UR Robotics Anne-Marie Algier SA – Executive Branch SA – ACJC SA – Legislative Branch WRUR 88.5 Interpres Griffin LaDew Club Sports Reminders Policies Paperwork Introductions 40
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Questions? Nicholas Mavrelis – Treasurer Patrick Fink – Deputy Treasurer
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