1. RSO TREASURER TRAINING
Presented by the Office of Student Involvement & Student Government

2. LEARNING OUTCOMES Participants will:
Gain knowledge and understanding of student organization funding resources, policies, and opportunities.
Develop collaborative relationships with key students and staff members involved in the funding and purchasing processes at FGCU.

3. PEOPLE TO KNOW Felicia Nachef – A&S Budget Specialist II
Ensures sufficient funds are available
General account information and balances
Ted Michel – Student Government Treasurer
Ensures purchases align with the Finance Code
Alyssa Fleischer – Appropriations Chair
Drafts annual A&S budget
Sue Hertle – Office Manager for OSI
Makes purchases for student organizations
Ashton Hartley – Assistant Director for Student Engagement
Ensures organization is active and in good standing

4. TREASURER’S RESPONSIBILITIES
Attend mandatory Treasurer Training if using A&S funds
Prepare the annual A&S budget application for organization
Sign off on all purchasing and reimbursement paperwork
Follow up on any purchasing paperwork submitted to OSI
Coordinate fundraising efforts
Encourage responsible spending and purchasing

5. Student Government Funding
Activity and Service (A&S) Fees
Prohibited Expenditures
A&S Funds: Treasurer Training
Funding Processes
Annual Budget Process
Senate Bill Process and Committees

6. FUNDING 101: ACTIVITY & SERVICE (A&S) FEES
Tuition & Fee Details: Fall 2018, Spring 2019 & Summer 2019
Undergraduate
FL Resident
Undergraduate Non FL Resident
Graduate
Non FL Resident
Tuition Base
$105.07
$290.60
Tuition Differential
$36.38
N/A
O/S Tuition
$604.58
$883.13
Financial Aid
$5.25
$14.52
O/S Financial Aid
$30.21
$44.15
Transportation Fee
$5.95
Parking Fee
$2.75
Capital Investment Fee
$6.76
Activity & Service Fee
$11.50
NCAA Athletic
$17.54
Health Fee
$9.24
Technology Fee
Tuition Waiver
($1.75)
TOTAL PER CREDIT HOUR
$203.94
$838.73
$373.38
$1,300.66

7. A&S FUNDS: PROHIBITED EXPENDITURES
A&S Funds shall not be used for:
Purchase of alcohol, tobacco, or firearms
As a contribution to a political candidate, party, or committee
Towards rental of functions hosted in private residences
Any event for which admission is charged or items are sold
Transfer A&S funds to outside accounts
Items of personal benefit
Scholarships and tuition reimbursements
Graduation related items
Course-related items (includes class projects)
Placement tests, preparation courses, or certification courses that primarily benefit the individual
Plaques, awards, and other non-monetary tokens of recognition exceeding $100 per item
Monetary prizes or gift cards/certificates
Fines, late fees, penalties, or parking tickets
Tips and gratuity exceeding the University rate (currently 15%)
Chemicals unless approved by the Office of Environmental Health and Safety
Reimbursement of money spent prior to an allocation being made or from the previous fiscal year

8. A&S FUNDS: TREASURER TRAINING
RSOs must send a minimum of two officers, one being the Treasurer or Financial Officer, from the organization to an annual Treasurer Training session.
Organizations that fail to properly complete training will not be authorized to utilize A&S funds until they are in compliance.
If A&S funds were allocated to the organization through the annual budget process and the RSO did not register and properly complete training in the Fall semester, then the funds will be forfeited.

9. ANNUAL BUDGET PROCESS *Operational Funding ONLY*
Receive application form through EagleLink
Available: September 6th
Create budget with officers and advisor.
Turn into OSI (CC 258)
LATE APPLICATIONS WILL NOT BE ACCEPTED!
Due: Oct NOON
Each group will have a hearing with the SG Appropriations Committee to discuss proposed RSO budget
All applications are reviewed by the SG Appropriations Committee
SG Appropriations Committee provides recommendation of overall Budget
SG Senate approves Budget
Student Body President approves Budget
University President approves Budget
Funds are uploaded into accounts on July 1st
**Use Registered Student Organizations version of application ONLY**

10. *Cannot spend money before it is uploaded into your account*
SENATE BILL PROCESS (Operational Funding ONLY – 8 to 10 weeks to complete)
Contact Senate President with any questions:
Submit senate bill request form with proper documentation through EagleLink
Meet with bill sponsor to discuss the bill
Sponsor will submit bill to Senate Executive
Bill reviewed by Senate Committees
Bill is placed under first reading
One week later, bill is placed under second reading and voted on by Senate
If passed, bill receives necessary approval signatures
If applicable, funds are deposited into account after all signatures are obtained
*Cannot spend money before it is uploaded into your account*

11. SENATE BILL PROCESS
RSOs may submit no more than three senate bills within the same fiscal year.
The maximum amount a RSO can receive through the senate bill process is $7,500 per organization per fiscal year
If a funding request exceeds the $7,500 cap, then a positive recommendation through a quorum and majority vote from the Special Allocations Committee must accompany the bill.

12. SENATE BILL PROCESS Special Allocations Committee
New RSOs
Organizations within their first two semesters (excluding summer) of existence are not eligible to submit a traditional senate bill.
Apply for operational funding from the RSO Start Up fund through the Special Allocations Committee.
Maximum of $750 can be requested by a new organization for operational expenses.
Senate Bills for $500 or less are reviewed and allocated by the Special Allocations Committee
Committee may choose to bring senate bills to the full Senate for consideration if needed.

13. OFF-CAMPUS BANK ACCOUNTS
Off-campus bank accounts are not maintained by our office or the University. It is the responsibility of the organization to keep all records.
These accounts are primarily used to store fundraising monies, dues, and donations.
A Tax ID or Employee Identification Number (EIN) must be established by the RSO before opening an account.
An account can be opened at any bank of your choice:
Wells Fargo, Bank of America, SunTrust, Sun Coast Credit Union, etc.
It can be established as a checking or savings account.
The account may or may not have monthly or annual maintenance fees depending on the bank.
Money cannot be transferred between an A&S and off-campus bank account.
A&S funds cannot be used to reimburse an off-campus bank account.
Please see the Off-Campus Banking manual for guidelines.

14. Purchasing Procedure Purchase Order Request Form
*All forms are available in the Office of Student Involvement*

15. PURCHASE ORDER REQUEST FORM
Student Organization Information
Complete all contact information
President, Treasurer, and Advisor signatures are REQUIRED
Vendor Information
include name and any contact information if possible; skip vendor ID number
Purchasing Information
Detailed description of goods or services
Provide name and date of event if applicable
Must include dollar amount that matches attached quote
LEAVE ACCOUNT INFORMATION BLANK
Additional Documentation
Quote or estimate from the vendor must be attached to form
Sue will let you know if additional paperwork is needed

16. PURCHASE ORDER REQUEST FORM Additional Information:
Always submit to a student assistant at the Office of Student Involvement front desk.
Must be submitted at least 2 weeks in advance or it will not be accepted.
Sue makes all RSO purchases by using a University credit card or by processing a purchase requisition through Procurement for a check.
Bring all receipts from vendors to Sue or you will not be able to use those types of vendors again.
The vendor for any services cannot be a current student or employee at FGCU.
Tips cannot be more than 15% of final price. If you tip more, then you are personally responsible for reimbursing the A&S account.

17. PURCHASE ORDER REQUEST FORM SIGNATURE PROCESS
Turn in completed Purchase Order Request Form with quote attached to OSI front desk.
A&S Budget Specialist approves the Purchase Order Request Form if funds are available for RSO.
Student Body Treasurer approves the Purchase Order Request Form if purchase is in compliance with the Finance Code.
OSI approves the Purchase Order Request Form if RSO is registered and in good standing.
Purchase is made by OSI Office Manager. The organization will be contacted if an appointment is needed.

18. UNIVERSITY VENDORS PLAN AHEAD!! Academic and Event Technology
Campus Reservations
Campus Recreation
Chartwells Catering
Complete online request through appropriate vendors.
Attach fee estimate form to purchase order and submit to students assistants at the OSI front desk.
Never provide account information – ALL payments are made directly to these vendors by Sue.

19. Reimbursement Procedure
Payee Invoice (Reimbursement Form)
*All forms are available in the Office of Student Involvement*

20. PAYEE INVOICE (Reimbursement Form)
Payee Information
Required: Name of payee, address, complete mailing address, UIN, and RSO name
Must be a student or employee at FGCU
LEAVE ACCOUNT INFORMATION BLANK
Description of Goods
Name and Date of event is required
Provide brief description of purchase – do not list every individual item on receipt
Example: Food and drinks for general meeting on 8/15/19
Target ($ amount)
Walmart ($ amount)
Required Signatures
Payee – individual who made the purchase
Two officers (only one additional officer if payee is an officer)
Advisor
DO NOT sign on SG Treasurer line – that is for the Student Government Treasurer ONLY
Additional Documentation
Original/Itemized receipts MUST be attached

21. PAYEE INVOICE Additional Information:
Use reimbursement process only if a purchase order request form cannot be utilized.
RSO is responsible for ensuring funds are in the account and the purchase does not violate the Finance Code prior to making the purchase.
Off-campus accounts will not be reimbursed per University policy. It must be an individual who personally incurred the expense and is submitting for reimbursement.
Always submit to a student assistant at the Office of Student Involvement front desk. Do not send directly to Procurement Services.
Must be submitted no later than 10 business days after purchase or it will not be accepted.
Procurement will only accept legible and original/itemized receipts. Faded or copies of receipts will not be accepted.
Procurement allows for sales tax to be reimbursed.
Maximum reimbursement for tips and gratuity is 15% (current University rate).
General cash advances are never allowed.

22. PAYEE INVOICE SIGNATURE PROCESS
Turn in completed Payee Invoice with receipts attached ONLY to the OSI front desk.
A&S Budget Specialist approves the Payee Invoice if funds are available for RSO.
Student Body Treasurer approves the Payee Invoice if purchase is in compliance with the Finance Code.
OSI approves the Payee Invoice if RSO is registered and in good standing.
Payee Invoice is submitted to Procurement for final processing procedures. They will mail the check or call you to pick it up.

23. Travel Special Conference and Travel Committee
Travel Funding Request Process
Purchasing and Reimbursements

24. SPECIAL CONFERENCE AND TRAVEL (SCT) COMMITTEE
RSOs can apply for travel funding only through the SCT Committee.
Cannot be combined with operational funding requests through the senate bill process or in the annual budget application.
Cannot use RSO’s operational funds for travel related expenses.
A&S travel funding for each organization will not exceed $5,500 per fiscal year.
Travel funds may be requested up to four times per fiscal year.
RSOs in their first two semesters of existence (excluding summer) are not eligible to request travel funding.
Funds will only be allocated for the proposed trip. Any unused allocated funds will be forfeited and not available to use for any other trip.
*Operational and travel budgets will never be combined or available to transfer*

25. *Request must be submitted at least EIGHT weeks prior to traveling*
TRAVEL FUNDING REQUEST PROCESS (Travel Funding ONLY – 8 weeks to complete)
Submit request with proper documentation through EagleLink
(SG Special Conference and Travel Request)
Request is added to the agenda for the next available SCT Committee meeting
RSO will meet with SCT Committee to discuss request and provide further documentation if needed
SCT Committee will determine the amount of funds to be allocated for the specified trip
RSO will receive an with allocation information and approved line item expenses
(flights, hotel, etc.)
RSO will submit purchasing or reimbursement paperwork to OSI before deadlines
*Request must be submitted at least EIGHT weeks prior to traveling*

26. SPECIAL CONFERENCE AND TRAVEL (SCT) COMMITTEE
QUESTIONS?
For more guidelines and SCT Committee information, please contact:
SG Travel Chair:
Senate President:
SG Treasurer:

27. TRAVEL: PURCHASING AND REIMBURSEMENTS
Attach approval from SCT Committee and quote to purchase order request form and submit to OSI for processing.
Be sure to allow for the purchasing policy and submit paperwork at least two weeks in advance or it will not be accepted.
Purchase Order Request form is required for:
Conference registration, airfare, and hotel/lodging
Reimbursements
Attach approval from SCT Committee and receipts to payee invoice and submit to OSI for processing within 10 business days of returning from the trip or it will not be accepted.
Rental vehicle must go through the reimbursement process.
Reimbursements will not exceed the SCT Committee allocation.
Reimbursements will only be for line item expenses approved ahead of time by SCT Committee. It will be listed in the provided to the RSO.
If approved, reimbursable expenses include rental vehicle, gas, mileage, or ground transportation (uber, taxi, etc.) needed while traveling.

28. TRAVEL: PURCHASING AND REIMBURSEMENTS
If line item reimbursement is approved by SCT Committee,
Rental Vehicles
Rental vehicle is purchased by a student who can then submit for reimbursement for that expense.
No longer done through the Purchase Order process
Gas for the rental vehicle can be reimbursed.
Submit Payee Invoice with rental vehicle receipt, gas receipts and MapQuest or Google Maps printout. The starting location is always FGCU and don’t forget to include roundtrip.
Personal Vehicle
The only individual who can submit for reimbursement is the driver of the vehicle.
Personal vehicle mileage reimbursement is calculated at $0.445 per mile so that it covers gas and wear and tear on your vehicle.
Submit Payee Invoice with attached MapQuest or Google Maps printout. Starting location is always FGCU and don’t forget to include roundtrip.

29. LICENSED VENDORS
If you are using Florida Gulf Coast University, FGCU, the Eagle Wings or Head, Dunk City, etc. in any type of promotional items that you wish to purchase, then you must use a licensed vendor.
The above items are trademarked by the University.
Licensed vendors can be found at:

30. QUESTIONS ?