1. Student Organization Rolling/ Match Funding Orientation 2017-2018
MSU Office of Student Engagement

2. Who are we? Office of Student Engagement (OSE)
Mandy St. Aubyn, Funding Board Advisor & OSE Staff
222 SUB
Nolan McNamara, Funding Assistant
Main OSE Office: 222 SUB, across from Ask-Us
Introduce everyone
Explain relationship between Funding Board and OSE

3. Register your student organization for 2017-2018
Deadline: Sept. 30th
If not recognized in , cannot spend money.
Register online:

4. 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.

5. How to spend your money Reimbursement Bill Pay OSE Credit Card Costco
Gas Cards

6. Request for Payment Form

7. 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.

8. 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!

9. 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

10. 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

11. 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

12. 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

13. 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

14. Travel Fill out OSE Travel Forms within 10 days before travel
Enterprise
If funded for transportation, must reserve through OSE.
Tip: If use university funds (these funds), automatically have Collision Damage Waiver (CDW) and $1 Million Combined Single Limit (CSL) Liability.
Fill out online form.
Gas Cards
If available
Are able to use for personal or rented vehicles
Flights
If funded for transportation, must reserve on university credit card.

15. 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.

16. 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.

17. Financial Donanations
Documentation Needed of Financial Donations:
Copy of bank deposit slip
Copy of check(s) made out to your student organization from donor. No cash from individual donors or businesses, checks only.
Donor must fill out Donor Form (found on OSE website) addressing donation intentions.
Financial donations qualify when someone (can be individual, business, organization, etc.) OUTSIDE of the organization makes a financial donation in the name of the club. Donations/Dues from members, advisors, leaders or other registered student organizations are not permitted. If we suspect student organizations are breaking or bending this rule, we will investigate and potentially withdraw current funding as well as future funding for your club. Please do not abuse this rule.

18. fundraisers
Documentation Needed for Fundraising:
OSE Fundraising Report Form (found on OSE website) must be submitted, which will include:
How much total money was raised
How many participants were involved
Copy of event advertisement or other form of proof of event
Other information at request of OSE
Copy of deposit slip of funds raised into club bank account.
If applicable, copy of check(s) made to your student organization from fundraiser
Fundraisers can be an event, program, or individual club members participating in events such as the Career Fair, working athletic events, etc. All of these DO count as fundraising on behalf of the organization.

19. 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

20. 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

21. 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

22. Spending Cheat Sheet Notes: If food, provide flyer or sign-in sheet
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 (if different)
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

23. 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

24. 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 Mandy or Nolan

25. COMMUNICATE! Please use OSE as a resource, we are here to help!
Funded Orgs webpage

26. Paperwork Direct Deposit (ACH Form) Key is on back of form
Attach Voided Check
W-9