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Student Organization Mass Funding Orientation 2017-2018
MSU Office of Student Engagement
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Who are we? Office of Student Engagement (OSE)
Mandy St. Aubyn, Funding Board Advisor & OSE Staff 222 SUB Nolan McNamara, Funding Assistant Student Organization Funding Board 3 ASMSU senators 2 students at-large One still open! Introduce everyone Explain relationship between Funding Board and OSE
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Congratulations on receiving funding!
Funding Allocations Mass Funding 76 clubs applied $448,524 requested 47 clubs awarded money $72,392 allocated Average allocation=$1,540 per club Club Sports Funding $51,000 allocated to 23 Club Sports Congratulations on receiving funding!
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Register your student organization for 2017-2018
Deadline: Sept. 30th If not recognized in , cannot spend money. Register online:
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Student Organization Leadership Conference Oct. 14TH, 10am-3pm, SUB
Each club must send AT LEAST one leader Free to all registered clubs Breakfast and lunch provided Register: montana.edu/engagement
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Budgets From your application If you proposed in your application, eligible to spend money on up to allocated amount You pick what you will spend money on within that application OSE responsible for carrying out Funding Board’s decisions If need a copy of application, us at Note this is different than last year---most had specific things you can spend money on. This year clubs were given more of a lump sum to spend money on.
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How to spend your money Reimbursement Bill Pay OSE Credit Card Costco
Gas Cards
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Request for Payment Form
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Reimbursements An individual or the club pays, we reimburse.
Paperwork needed once: Direct Deposit W-9 ONCE, unless club name changes Paperwork every time: Itemized original receipt Request for Payment Form Notes: Least preferred method Can take up to 6 weeks for a check. An individual or the club pays, we reimburse. Made to your student organization name, NOT to an individual.
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Itemized vs. Non-Itemized Receipts
Items and price Date Business name Total ASK FOR! Sub-total or circle “club items” Non-itemized= Credit Card receipts Total and no individual items Need ORIGINAL Receipts!
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Receipt vs. invoice Receipt
If your club has ALREADY paid for the service/goods MUST say “paid” or balance due= $0 Reimbursement will go to student organization Invoice If your club has NOT paid for the service/goods and want OSE to pay directly to vendor MUST say balance due=$___ Payment will go to vendor
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Paying Bills/Invoices
OSE pays bills on your behalf. Examples: Paying a vendor, speaker, someone who provided services to your group, equipment/materials purchased from a business, etc. All on-campus vendors will invoice you. Exception: University Printing Speakers/Professional Services If want to pay them before or on the date of their service, must submit invoice to us AT LEAST 6 weeks before event. Often need a w-9 from them. Submit bill/invoice to us ASAP to avoid any late fees. Paperwork needed Detailed invoice from vendor W-9 from Vendor (check with us first) Request For Payment Notes Money does not go to club, but directly to vendor
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Printing Copy Cats has Closed University Printing
Culbertson Hall Auto-billed Need to arrange with us ahead of time, will need the index number and pre-approval Do not pay them there Bring receipt to us Off-Campus printing can be reimbursed
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OSE Credit Card Use If can be ordered online or over the phone
MUST prearrange with OSE Examples: Pre-ordering off-campus food Transportation (Enterprise, flights, etc.) Hotel Credit Card Authorization Forms Conference registration fees Online orders Paying a bill on your behalf if vendor has credit card capability Advantages: Avoid money out of your pocket up front! Vendors are paid immediately, no waiting on a check! Paperwork needed Itemized Credit Card receipts MUST be turned in within 24 hours of purchase Request for Payment Form
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Costco Orders over $75 Prearrange with us to receive a charge form
Form must be returned within 24 hours of purchase Orders under $75 Reimbursement basis
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Travel Fill out OSE Travel Forms at least 10 days before travel
Hotel OSE Credit Card Credit Card Authorization Form Enterprise If funded for transportation, must reserve through OSE. Tip: If used university funds (these funds), automatically have Collision Damage Waiver (CDW) and $1 Million Combined Single Limit (CSL) Liability. Fill out online form. Frequent travelers—contact Mandy Gas Cards If available Are able to use for personal or rented vehicles Flights
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Food Tips cannot be over 18%, per university policy.
MSU Catering-SUB Rules If hosted by your registered student organization and is under 40 people, not mandatory to use catering If over 40 people and/or open to the public, must use catering Tips cannot be over 18%, per university policy. Forms Needed If open to public, we need a flyer for the event. If for club meeting or smaller event, we need a sign in sheet of member’s present or list of names.
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Department Connection
If club has a connection to a campus office or department, Do NOT have them pay a bill first, bring to us! If splitting costs with an on-campus department or office, please communicate with us so we can coordinate.
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Bank Account: First Interstate
First Interstate Bank : 268 SUB, What is required to open an account for a Student Organization with First Interstate? MSU Office of Student Engagement Registration letter Tax Identification Number/Entity Identification Number(EIN)-obtained from the IRS or (SS-4 form required). Two organization representatives must be signers, one of whom MUST be an advisor. Minutes from a recent meeting stating who the current officers are, that a bank account at First Interstate will be opened, and who the authorized signers on the account will be. All signers information is required before the account can be opened (Name, date of birth, social security number, physical address, and 2 forms of identification) Initial deposit of $100.00 Please allow at least minutes for the account opening process
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First interstate: Changing signers
What to bring: At least ONE individual who is currently on the account must be present. Account Number Who will be: Remaining on account Staying on account Removed from account Copy of meeting minutes, memo or stating the changes above to the members of the organization Personal Information Needed 2 forms of Government-Issued ID Driver’s License Passport Etc. Social Security Number
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Employer Identification Number EIN/Tax ID Number
Free service Request a number Find lost EIN number Step-by-Step instructions are posted on OSE website under “Funded Organizations” Name must match what you wish to have on your bank account NOTE: DO NOT put MSU in front of your name
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Spending Cheat Sheet Itemized ORIGINAL RECEIPT Bill Pay
Reimbursement Itemized ORIGINAL RECEIPT Bill Pay Detailed invoice from vendor W-9 from vendor if off-campus (check with us first) OSE Credit Card Pre-arrange with OSE Itemized Receipt Credit Card Receipt Costco Pick-up Costco form from OSE BEFORE Returned Costco Form & Receipt within 24 hours Gas Cards Request use from OSE Original receipts Notes: If food, provide flyer or sign-in sheet
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Matching Funding Eligible to apply for up to $500
Club Sports are NOT NOT eligible for Rolling Apps open on OSE website
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FAQ’s What if we need to change our budget? Cannot request more
Budget Amendment Request Form PLEASE CONTACT OSE BEFORE FILLING OUT! What if we need to change or cancel an event/program we were funded for? If you are only changing location, speaker name, etc. but the event/need is essentially the same, DO NOT NEED TO FILL OUT FORM! How do we check our balance? Please have a mechanism to track your expenses, or you can contact us. What if we go over budget? Plan ahead! Your group is responsible! Where do I find forms and information? Funded Orgs section on OSE website
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FAQ…cont’d When do we have to spend the money by?
June 15th, 2018 Who can purchase items? Prefer club leadership or advisor How do we turn in receipts? Bring all receipts and paperwork to our main office, 222 SUB, anytime between 8am-5pm. Allot time to fill out necessary paperwork What if we have questions? Contact OSE
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Paperwork Direct Deposit (ACH Form) Key is on back of form
Attach Voided Check W-9
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Club Name AIAS Freedom by Design X Alpha Lambda Delta
W-9 Needed Direct Deposit Needed AIAS Freedom by Design X Alpha Lambda Delta Association of Computing Machinery Big Sky Ski Patrol Ceramics Guild Chemistry and Biochemistry Graduate Association Chi Alpha Circle K Finance Club Food Resource Counsil Graduate Women in Science and Engineering Institute of Electrical and Electronic Engineers Institute of Industrial and Systems Engineers International Business Club InterVarsity Christian Fellowship Land Resources and Environmental Sciences Graduat Student Organization Medical Laboratory Science Club Queer-Straight Alliance
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Club Name Recovering Students at MSU X Rhapsody A Capella
W-9 Needed Direct Deposit Needed Recovering Students at MSU X Rhapsody A Capella Society of Indigenous Educators Sociology Club SPIE Student Chapter Students Against Sexual Assault Sustainability Now The HEART Initiative Society of Women Engineers Baseball Club Figure Skating Intercollegiate Horse Show Association Men's Lacrosse Men's Ultimate Racquetball Club Swim Club Triathlon Club Volleyball Club Water Polo Women's Soccer
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