1. Treasurer’s Workshop Presented by Robert Day and Blanka Caha On September 9 & 13, 2004

2. The Agenda Introductions – Authorization Log Risk Management – questions/answers General Budget Account Rules General Revenue Account Rules The Financial Calendar Form Review

3. Budget Account Amount determined by Finance Committee in the spring of the prior fiscal year. Generally it can only be spent on those things approved in the detailed budget breakdown. Budgets can be adjusted if a meeting is scheduled with the SGA Treasurer, all proposed changes must be submitted in writing. Funds left at the end of the fiscal year go back for the re-distribution for next year.

4. Revenue Account Funds raised or donated to the club. Can be spent on many things SGA does not budget for, such as uniforms and food. General rule is money spent must benefit the entire club. Spending from this account follows the same rules at the budget (allocated) account. Fund left at the end of fiscal year in this is rolled over into a new year.

5. Account Notes Individual club Treasurers/Presidents are responsible for financial matters (including budget balances) Transaction information on your clubs accounts can be reviewed at https://aisweb.uvm.edu/pls/owa_prod/frtra n_p.P_FRS_Login https://aisweb.uvm.edu/pls/owa_prod/frtra n_p.P_FRS_Login Account numbers can be attained online and in the SGA Financial Office

6. Financial Calandar July 1, 2004 – Start of Fiscal Year ‘05 September 9 & 13, 2005 – Treasurer’s Workshop in Memorial Lounge Waterman from 7pm to 8:30pm. October 15, 2004 – Deadline to open club budgets before a penalty is assessed. December 3, 2004 – Notify the Finance Office (provided by written documentation) if a club will be spending during the Winter Break period. December 3, 2004-January 28, 2005 – Budget Process Begins: The necessary materials must be downloaded from the SGA website at www.uvm.edu/~uvmsga in the documents section. January 28, 2005 – Budget Requests are DUE: All of the necessary material needs to be submitted to uvmsga@uvm.edu. No late material is accepted. January 30, 2005 - Budget Hearings begin: A date and time will be set up for clubs to meet with the Finance Committee and/or Personal Liaison to discuss their request. February 20, 2005 – Budget Hearings end: All hearings will have ceased by this date. February 21, 2005-March 6, 2005 – Budget Appeals: The Finance Committee will hear any appeals to the budget allocation. Clubs need to contact the Finance Committee Chair as soon as they recognize there is problem. Clubs will have these two weeks to file their appeal and meet with the Finance Committee. A hierarchical appeal process allows unsatisfied clubs with legitimate concerns to further their appeal to the Executive Committee. March 7, 2005- March 11, 2005 – Executive appeals to be scheduled with the Secretary. March 15, 2005 and March 29, 2005 – Senate Approval: During this Senate meetings the SGA Budget allocations will be discussed and moved for Senate approval, club members are also given the opportunity for a final appeal of their budget. April 22, 2005 – Written extension due to Treasurer if a club wishes to extend spending past April 29, 2005. April 29, 2005 – Spending for School Year 2004-2005 (FY ’05) will CLOSE for all clubs unless a written extension is addressed to the SGA Treasurer. June 17, 2005 – The SGA Finance Office will close for FY ’05 and all spending will cease on this day (having provided written extension to exceed past deadline). June 30, 2005 – Fiscal Year ’05 will close.

7. Vehicle rental / Reserving space All drivers must be 18 years old, certified by Risk Management and with valid driver’s license !!! Vehicles are available through SGA or outside vendors (different processes for each) Check Risk Management Policy on their website (page 11 in the Treasurer’s Manual ) Reserve space at www.uvm.edu/wv3

8. Purchase Order Request (POR) Most Vendors Accept Purchase Orders, which is a promise to pay from the University Most Commonly used form You must fill out the POR 4 BUSINESS DAYS in advance of when it is needed (not ASAP). If you need it Friday you must fill it out by MONDAY AFTERNOON! Purchases CANNOT be made until a purchase order requests have been filled with Purchase Order A copy of the POR will arrive in the club’s mailbox, this should be retained Licensing Program – Royalty Waver

9. Payment Approval Voucher It is used to pay individuals and bands Individuals need - permanent address, SSN and residency status Vendors need - Fed. Employer I.D.# (W-9 Form) Don’t sign form for yourself!!! Proper backup is needed

10. Petty Cash Used sparingly - responsibility placed on individuals Form is approved by the SGA Office, General Accounting and Cashiers’ Office Short term fund MUST close out with receipts/cash on time One Petty Cash open only

11. Loan Request Form Loans can be made with the SGA Treasurers approval Detailed information on what the loan is to cover must be provided Unpaid loans can be paid from your Revenue account and budget account penalties may also occur

12. Deposit Slip Used to deposit cash and checks to club accounts ALL FUNDS RECEIVED MUST BE DEPOSITED Also used to return unused petty cash ------------------------------------- NO account out of the University system!

13. The Charge Card Can be used at the Bookstore, Print and Mail, and Sodexho Charges directly to club account Receives 40% discount on many bookstore items One time use only Must be SGA approved

14. Transfer Request Transfers funds from one account to another within university Many uses – such as: paying down last years budget debts, collect funds from univ. departments, …

15. Supplemental and Gas Funding Supplemental and Gas Funding is one of the few ways to receive budget money post budgeting process It is administered by the Finance Committee Submit Forms to the SGA Secretary and be scheduled for a hearing with the Finance Committee Provide detailed break down of funds requested Funds for multiple events could be combined on one request

16. Supplemental Request Form

17. Gas Supplemental Form SGA does not budget for gas during budgeting process Estimate gas expense for each trip

18. Capital Project Proposal Special Funds available for tangible items durable for more then five years Form must be submitted to the Finance Committee but the Treasurer can be contacted for more information

19. Closing Notes Debt Situation $75 fundraising rule New personal funding policy Clubs Updated Contact Sheet Frozen Accounts Mail Box Club Sports Coordinator Thank you for attending!