1. Financial Procedures Guide
Fall 2018

2. Funding
Step 1: INTRODUCE A SENATE BILL Step 2: SENATE COMMITTEE REVIEW Step 3: FINAL SENATE REVIEW, VOTE, AND LAW

3. Checklist Be Chartered
Attend (or Take Online) an ASNMSU Financial Procedure Workshop
Complete 4 hours of Community Service for Every $3000 Appropriated.
2 hours on campus & 2 hours off campus
Be able to front the cost of the trip
Ask a Senator to Sponsor a Bill for you
Representative for Bill should be Present at All Committees

4. Discuss With Senator Before Writing Your Bill
When
Where
Number of days
Number of people
Number of hotel rooms
Cost of rooms
Transportation to Location
Inner-city Transportation
Car Rentals
Supplies needed
Equipment or uniforms that may be funded differently
Registration costs or entry fees
Purpose
Foreign travel outside North America

5. Community Service Requirements
IF MORE THAN 2 MEMBERS PARTICIPATE IN THE TRIP At least 25% of the organization’s active members must complete 2 hours of on- campus and 2 of off-campus community service for every $3,000 appropriated.
IF ONLY 1 TO 3 MEMBERS PARTICIPATE IN THE TRIP They may choose between (1) fulfilling the 25% requirement or (2) completing 5 individual hours wherever of community service for every $3,000 appropriated.
The community service cannot directly benefit your organization.
**COMMUNITY SERVICE SHOULD BE TURNED IN NO LATER THAN TUESDAY AY NOON BEFORE THE COMMUNITY AFFAIRS COMMITTEE MEETING

6. Bills For Travel Travel while in conference city Travel Other fees
Airfare
gas mileage
vehicle rental
checked bags
Hotel
Room (Male & Female cannot room together if not married)
Advisors must get their own room
Travel while in conference city
Ground transportation (city bus, metro, taxi, uber, etc.)
Other fees
Registration fee
performance fee
tour fee
etc.

7. REMINDER
ASNMSU utilizes student fees to fund 45% of costs for students to do the following:
Attend academic/professional conferences
Compete in local, state, and national competitions if competing for recognition
Some humanitarian aid and community service projects
In addition, there are some other items ASNMSU will fund, for example, uniforms for competing teams; HOWEVER, there are stipulations.

8. Funding Restrictions
ASNMSU does not provide funding for the following items:
Insurance
Visas/ Passports
Study Abroad
Classes/Tuition
Admission tickets
Food/Drinks
Membership Fees

9. Bills for Purchases
You may use these funds to purchase:
Office supplies
Operating expenses
Etc.
**The University has a preferred purchase agreement with Staples, which allows student organizations to use the Staple Advantage Program to receive discounts.**

10. Reimbursement Process
STEP 1: Bill is passed in senate & becomes law once signed off by Senate Clerk, Vice President, and President STEP 2: When the bill packet that includes your bill is posted on the ASNMSU website, contact the Comptroller, Assistant Comptroller, or Debbie Peel, to schedule an appointment to complete reimbursement process. STEP 3: Show up to appointment with reimbursement intake sheet filled out, the original receipts, proof of payment, and a proof of attendance.

11. Ways To Get Reimbursed INDIVIDUALS: Name must be listed on the bill
Must have active Banner ID
Travel Expense Report OR Direct Pay Form
ORGANIZATIONS/CLUBS:
Check may be provided
Must have an active Vendor Number
Club Accounts
Must have advisor that oversees this account

12. Things To Know Expenses must have ORIGINAL receipts.
We can only reimburse up to the line item listed on the senate bill
Reimbursement is calculated based on line item, not on total
You cannot have received reimbursement from any other NMSU source before we reimburse you the 45% per line item
Make sure the Department is in touch with Debbie Peel if you are being funded by another source
Anything not included on the bill cannot be reimbursed
All receipts must be in the traveler’s name and be paid by the traveler
The ASNMSU Comptroller DOES NOT have a check book.
A check will not automatically be cut in the amount of your Senate Bill or Council Appropriation
Badges, names on itinerary, letter of attendance from an advisor, and/or in special cases, pictures all qualify as a proof of attendance

13. Things To Know
Simply turning in receipts does not trigger a reimbursement
Do not give your original receipts to your Senator
Process can take up to four weeks after you meet with the Fiscal Advisor
Bills must be submitted for first readings by the first senate meeting following your return from travel
Bills for trips that take place during a break must be submitted by the second senate meeting following the break
For all trips prior to January 1, it is recommended to submit bills for first readings no later than the November 1, Senate meeting
For all trips prior to August 1, it is recommended to submit bills for first readings no later than the April 11, 2019 Senate meeting.
For all bills and appropriations before June 15th, receipts and all required documentation must be turned in no later than 5:00 pm on June 15th.

14. Things To Know
You should come in to fill out reimbursement paperwork within three days of returning from travel. This is considering your bill was passed before traveling.
Travel reimbursements issued more than 90 days after a traveler returns become taxable to the traveler and will be forwarded to Payroll Service for tax withholdings.
Funds for bills that have been passed but no reimbursement paperwork processed by June 15 are reverted back to the Surplus Account.
Please note that the ASNMSU Law Book is the binding document for all legislation
Policies and procedures are also followed as prescribed by the NMSU Business Procedures Manual (BPM)