1. Treasurer’s Workshop: Fiscal year 2015
Presented by: Blanka Caha and Liz MacNeill
Blanka -

2. Important Information
Club Signers Book
Two authorized signers, usually the President and the Treasurer
Budget s and hard copies
The Lynx
Supplemental forms, Travel forms, etc.
Mailboxes
Resources –
Liz3

3. Financial Calendar Outlines important deadlines and events
Found at and in the Treasurer’s Quick Reference Guide
Liz – they are responsible

4. What we do Help clubs with all of their financial needs
Making purchases
Keeping track of expenses
Liz

5. Account details
Chartstring
Source Numbers

6. Budgeted Fund (130) Funded by the Student Activities Fee
Allocations determined by the SGA Finance Committee
All planned expenses are outlined in the budget that is submitted by clubsigners
Budget reallocation process
Money does not carry over year to year
Liz – money does not roll over

7. Fundraised fund (131) Funds raised by the organization
Money must be spent to benefit the club and its goals
Spending is not limited to what was approved by the Finance Committee during the last Fiscal Year
Funds are carried over into the next Fiscal Year
Blanka

8. Responsibility centered model
University wide switch to Incentive Based Budgeting (IBB)
First year being implemented
Organizations have more responsibility to justify their needs in the budget process
Higher reward to clubs for following rules and remaining in good standing
Tier system used to determine fundraising requirements of clubs
Liz

9. Tier System of Clubs Tier Maximum Budget Request
% of Requested to Fundraise
Tier 1
$50,000+
15%
Tier 2
$20,000-$49,999.99
10%
Tier 3
$5,000-$19,999.99 8%
Tier 4
Under $5,000 5%
Tier E
No Budget Request
100%
Liz

10. Donations account (311) Processed through the UVM Foundation
5% processing fee on all donations
Under no circumstances shall alcohol be part of a donation to a club, or to any auctioning event. It is absolutely imperative for the SGA organization to refuse such a donation
Additional information is available on the UVM Foundation website at
Blanka

11. Frozen accounts
Cannot access money from either the budgeted (130) or fundraised (131) account
Accounts may be frozen if a club:
Defaults on a loan
Is no longer “in good standing,” by Student Activities Committee standards
Fails to repay petty cash
Has insufficient balance in accounts or overdraws its accounts
Unfreezing accounts
Liz

12. Purchase order Request (p.o.)
Most vendors accept Purchase Orders
Legal promise of payment from the University
Requests must be dropped off at least 7-10 business days in advance – NO BACK-DATING
UVM cuts checks on Tuesdays and Fridays only, so please make sure you plan ahead
Costs for checks
Planning ahead

13. Purchase orders

14. How to fill out a p.o. request
Hurry and ASAP are NOT a date
Have an amount – even for just a PO
Give the FULL vendor name and address, this includes the Zip Code
Select the fund (s) the money is coming from
and
one of the four options below
Remember:
For a check – you must have some type of quote/invoice/statement saying you owe the vendor something!
When renting a vehicle/bus give ALL of this information

15. Purchase orders continued
Do NOT commit money to any vendor before a Purchase Order is processed
This is unauthorized spending
Be sure to have ALL necessary paperwork before dropping anything in the P.O. box
Respond promptly to notices from the Treasurer
A request copy will arrive in the club’s mailbox
This proves that the request has been submitted, but does not mean that it has been approved
Keep both copies together*
Do not staple

16. Blanket orders
Created when multiple expenses to the same vendor are expected for recurring orders (5 or more)
Some examples
Repeated vehicle rentals from the same external vendor
Monthly fees

17. Vehicle rental
Requirements in place by Risk Management in order to drive UVM owned or rented vehicles
Minimum age of 19 years old
Course certification
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Transportation policy:
atransportationpolicy.pdf

18. SGA Vehicle rental
Must be reserved no more than four weeks prior to anticipated rental date
SGA Fleet
8 Vans at $70/day
1 pick-up truck at $60/day
Blanka

19. Outside vendor vehicle rental
Outside vendors
Cars/vans
Hertz – reserve online
Avis – reserve by phone
Enterprise (driver must be at least 21 years old) – reserve online
School Bus
First Student (preferred)
STA/Mountain Transit
Coach Bus
Premier Coach (preferred)
Lamoille Valley Coach
These purchases require a purchase order
Must fill in additional information section of Purchase Order Request Form
Blanka

20. Renting from hertz

21. Bus rental SGA may partially fund for chartered school buses
The difference will be paid from the club’s fundraised fund (131)
Clubs may fund a bus on their own if the event is not budgeted
Must use the contracted vendors
Blanka

22. Special Purchases Payment to an individual for providing a service
W9 Form for new vendors
Independent Contractor Form
Base Contract Form
Purchase of products with University symbols
Licensing Waiver
Ordering office supplies (no PO request form needed)
Use UVM Bookstore, Print & Mail Center, or Staples
Reimbursement (Extremely Rare)
Liz

23. W9 Form
Federal Law and UVM auditing policies require a W9 to be on file for all vendors
Employee ID# or SSN must be on the signed W9
Needed before the PO request can be submitted. This is your responsibility
For new vendors only

24. Independent contractor form
Include name and last 4 of SSN of the payee. The Unit/Department is Student Government Association. You fill out the form preparer information.
Fill out citizenship information.
Only fill out Sections I, II, and III, with Part C unless dealing with a researcher.
Do not sign here! This is for the Finance Office.
Don’t forget to fill in the description of services!

25. Base contract form Needs telephone and SSN
Cost, date, and location are needed
Needs the signature from the purchaser (club representative), Performer, and Director of Student Life (Pat Brown).

26. Food Purchases
There are policies outside of SGA control that need to be followed when catering
Sodexo catering waiver is needed for outside catering on campus, except:
When purchasing pizza
Catering by University approved vendors
Potluck for club members by the club
The catering waiver must be submitted online through the Conference and Events Services website. Please allow at least 2 weeks for approval – PLAN AHEAD.
Blanka

27. Credit Card Purchases
Can be used when other forms of payment are not acceptable
Examples: hotels, plane tickets, online purchases
Can only be used within the Galaxy Space during the business hours of the Finance Office

28. Petty Cash This is used very sparingly
The responsibility is placed on the Custodian
Clubs must close out with original receipts and remaining cash on time
Clubs may only have one Petty Cash open at a time.
Requires two signatures (Clubsigner and Custodian)

29. ‘Orange Card’ (Charge card)
Used to pay for purchases within the University
Example: Print and Mail Center, Bookstore
One transaction is conducted per card. These purchases need to be authorized by a SGA authorized signer (Sara, Blanka, or Liz)
Blanka

30. Loans Granted with the approval of the SGA Treasurer
Repayment schedule is determined during the hearing
SGA reserves the right to derecognize an organization for failing to repay a loan
No interest applied

31. Deposit Slips Used to deposit cash, checks, and unused petty cash
Clubs must have all accounts within the University
Checks MUST be made payable to the University of Vermont or UVM
Blanka

32. How to reserve space on campus
Use online server, Virtual EMS
This link is easily found through UVM A-Z search
Be sure the space is clean when you leave to avoid cleaning charges
Liz

33. How to reserve space on campus

34. How to reserve space on campus

35. How to reserve space on campus

36. How to reserve space on campus
Sample reservation?

37. Financial Transaction reports
Dispersed to clubs on a monthly basis
Will come in the form of an from
Also use this to request budget allocation
Use these reports to keep track of transactions made on your 130 and 131 accounts
Additional information on how to read reports is on the SGA Resources for Clubs website
Blanka

38. PLEASE be as detailed as possible when submitting requests
Additional funding
Supplemental Funds for current and new clubs
Supplemental, Gas Supplemental, Capital Funding, Nationals Funding, Diversity Enhancement Funding, Uniform Funding
Must fill out forms on the Lynx by 12 noon on Mondays
Will have a hearing with the finance committee for all requests except Gas Supplemental
Requests over $2,000 require an advisor’s approval
SGA Senate approval is needed for requests over $2,000 and take more time to process
PLEASE be as detailed as possible when submitting requests
High risk weekend proposal for funding

39. Supplemental funding
Used for items not included in the original budget
Examples: hotel rooms, flights, van rentals, supplies, equipment and materials, as well as payment to outside individuals or organizations
General guidelines for allocations:
Hotels: Up to $120/night/room with 4 people/room
Flights: Up to $900/semester for 2 people
Up to 75% of any ‘fee,’ may be allocated
Food allocations will be made following the appropriate criteria

40. How to request supplemental funding
Step 1: Log onto the Lynx at

41. How to request supplemental funding
Step 2: Search for SGA Finance Committee Step 3: Click ‘Forms’

42. How to request supplemental funding
Step 4: Select the appropriate form for your request

43. How to request supplemental funding
Step 5: Fill out the form as accurately as possible and submit when finished. You will receive an confirmation shortly after submission.

44. How to request Supplemental Funding
Step 6: Check periodically for scheduling of hearing time (if applicable)
Response and allocation will be sent via by 12 noon on Friday of the week of the request.
Further information may be requested post-hearing if necessary
Make sure your club advisor sends an to the Finance Committee for request over $2,000 confirming knowledge of the request

45. Gas Supplemental funding
Because gas prices are variable, gas is never budgeted for
An electronic copy of directions and a map must be attached to the request when it is submitted. The route and mileage must be shown.
Follow the equations to calculate the estimated cost of gas for the trip
This must be done before traveling
Map needed for completion

46. Capital project proposal
Special funding available for tangible items that will last in good shape for five years or more
You must bring a price estimate for the item(s) needed and any additional information supporting the allocation to the SGA Office Front Desk
Let us know beforehand

47. Diversity enhancement funding
Can be used for events with a cultural or religious nature in order to enhance diversity and to benefit the campus as a whole
Examples: holiday events, speakers, etc.
This fund is only applicable for on-campus events
Food may be allocated for events supporting diversity

48. Nationals funding
May be used to pay for expenses for qualifying national events. This is an acknowledgement for athletic achievement.
This fund has more flexibility in regards to the maximum amount of funding allocated compared to the other funds

49. Uniform Funding
Used as an aid for clubs to obtain uniforms (will not fund the full purchase)
Can only be used after three years have passed
Evidence for or intention of fundraising for the purpose of buying uniforms must be demonstrated
A detailed distribution plan that displays plans to make sure uniforms will not be lost or stolen must be displayed

50. Student Professional Development Fund
Fund available for students who have achieved significant recognition for work or services in their field of study
May be used to further enhance knowledge through conferences, seminars, etc
Cannot be used as an internship stipend
Applications are available on the SGA website and must have detailed proposals enclosed
Contact Liz with further questions

51. Clubs up for de-recognition
Economics
Fly Fishing
Goodrich Classical
Juggling Club
Students for Justice in Palestine
World Club

52. Questions?