ASISU FINANCIAL WORKSHOP

2012-2013

ASISU Financial Technician

Tyler Liddle

Introductions…

208-282-4588liddtyle@isu.edu

HANDOUTSBe sure to sign the attendance sheet to make

sure your club gets credit for coming!

Important Date CardsRequest For Payment Form

Yearly Club Checklist

Click icon to add picture

THE FINANCIAL HANDBOOK IS ALSO LOCATED ONLINE AT:

isu.edu/asisu/funding

WORKSHOP OVERVIEW

Types of Funds General InformationPaying ExpensesMaking DepositsTransaction Reports

TYPES OF FUNDSClub AccountsC.E.A.S.A.R. FundingNew Club FundingFund-Raising LoanIncentive Funding

CLUB ACCOUNTS Money raised by or donated to student

organizations Deposited into their campus account Campus account required

Can be used at the discretion of club members Cannot purchase alcohol, firearms, or ammunition

Exempt status with sufficient financial oversight

C.E.A.S.A.R. FUNDING* Initial Deposits

Requests accepted during March (Due 3/21/2013)

$500 cap subject to funding availability Must attend Financial Workshop, New Officer

Training, and host booth at Student Organization Fair to be eligible

* Club Efforts Are Supplemented And Rewarded

C.E.A.S.A.R. FUNDING* Matched Funding

ASISU will match club fundraising efforts based on a ratio determined by Senate Finance Committee (3:1 Ratio for this year)

Apply for matched funds using the Matched Deposit Request Form (available online)

$1,300 max determined for this year No Deadline… subject to funds available

* Club Efforts Are Supplemented And Rewarded

HOW DO I APPLY FOR C.E.A.S.A.R. FUNDING?

isu.edu/asisu/funding

NEW CLUB FUNDING Clubs are eligible to apply for New Club

Funding if they were organized after the Initial Deposit deadline of the previous year

They may also apply if they were inactive the previous year and did not apply for the $500 Initial Deposit

Clubs may apply for a maximum of $500

FUND-RAISING LOAN Loan from ASISU to be used for fund-

raising activities

Must be repaid within 5 business days after the fund-raising activity

QUALIFICATIONS TO APPLY FOR A FUND-RAISING LOAN

Must be chartered, recognized and in good financial standing

Must show financial stability for one full year New clubs, or clubs renewing active status, may apply

for funds up to $500 Active Clubs may apply for any amount up to

$1,000

INCENTIVE FUNDING Money “earned” by clubs for doing:

Community service Attending Student Organization events Attending ISU events such as games Holding club functions that are not regular meetings

Can receive up to $500 each semester Forms are located online (isu.edu/asisu/funding) Deadlines: November 09, 2012 and March 29,

2013

Activity Categories Include:• Service Projects

• Club Events

• ASISU Events

• ASISU Trainings

• ISU Activities

• Homecoming Events

• Springfest Events

ALL FUNDING FORMS ARE LOCATED ONLINE:

isu.edu/asisu/funding

GENERAL INFORMATION All financial transactions are processed

in the Involvement Center (1st floor PSUB)

Account balance must be verified before disbursing funds

PAYING EXPENSESA Request for Payment (RFP)form must be turned in withtwo authorized signatures inorder to process transactions.

These forms can be picked up at the

Involvement Center or downloaded from

our website

Who is authorized to sign?

AUTHORIZED SIGNATURE SHEET

PAYING EXPENSES: DOCUMENTATION

Invoices (not Statements) Receipts

Original Name of business Must indicate amount paid

Return all documentation to the Involvement Center within 10 days for processing

METHODS OF PAYMENT Cash Reimbursements Cash Advances Purchasing Card Requisitions On-campus vendors Travel University Check Honorariums

(payment to individuals for services)

CASH REIMBURSEMENTS

Bring in Receipts and Request for Payment $200.00 limit on Reimbursements Same day service Uses

Refreshments Supplies

Do not use food stamps to pay for things. You will not be reimbursed.

CASH ADVANCES $200.00 limit Receipts and leftover money must be

returned within 10 days Uses

Purchases Change funds (cash boxes available to check out

in Involvement Center) No more than two outstanding advances at

any one time

PAYING WITH CASH: RESTRICTIONS

Cash reimbursements and advances may not be used for: Travel Expenses (including gasoline) Honorariums Payment to departments on Campus Payment used with food stamps

PURCHASING CARD Works just like a MasterCard Tax exempt! $2000 transaction limit May not be used for travel, honorariums, or

reimbursements Card holder has to make the purchase not the

club

If you would like to use the purchasing card: Request for Payment Invoice

Online Order: Request for Payment Name of website and web address Information of items to be ordered

PURCHASING CARD

REQUISITIONS Requisitions are used when a Purchase Order

is to be sent to a vendor for ordering goods or services

Requisition is submitted online to the Purchasing Department

A Purchase Order number will be assigned to the requisition and given to the vendor to include on the invoice

No sales tax when a requisition is used

Takes around five days for purchase order number to be assigned

Invoice must be turned in before payment can be sent to the vendor

REQUISITIONS

INFORMATION NEEDED TO PROCESS A REQUISITION

Vendor

Complete description of the goods or services to be ordered

Quantity

Price of each item

Preferred delivery date

Computers must be bought through the ISU Purchasing Department

Capital items over $300 must have an ISU tag

Items over $10,000 are subject to the State of Idaho bid process

ADDITIONAL INFORMATION

ON-CAMPUS VENDORS Chartwells Total Copy Center Bookstore Mail Center Alumni House Outdoor Adventure

Center

Motor Pool Craft Shop Games Center Campus Recreation Scheduling & Events

Special forms required for some on-campus vendors

Come to the Involvement Center before charging anything to get the details and correct forms

You MUST let us know about all expenditures and turn in a completed RFP

You MUST charge expenses to these vendors If you pay with cash, we cannot reimburse

you!

ON-CAMPUS VENDORS

CHARTWELLS Come to the Involvement Center first to make

sure you have enough money in your account to cover expenses

Make decisions about menu and prices Club menu vs. Catering menu

dineoncampus.com/isu Talk to Chartwells staff at 282-2242

TOTAL COPY CENTER Come to the Involvement Center first to get

correct paperwork and Index Code Go to Total Copy Center and place order Bring receipt to the Involvement Center

with the Request for Payment form

MOTOR POOL You may use Motor Pool vehicles when

traveling as a club, but are not required to do so

Come to Involvement Center for the proper paperwork Drivers license record check authorization form Vehicle use agreement form Motorpool Request Form

Check availability with Motorpool Gas credit card Sedans, Suburban, minivans

TRAVEL Special procedures required Purchase orders do not apply Cash advances/reimbursements are not used One student receives an advance (if desired) for

the entire group Ten days notice needed for advance

The student cashes the check and pays all the bills

TRAVEL Required Information

Name, SS number, address, and phone number of person receiving check

Dates of travel (Date/times) Destination Purpose Number and names of people going License plate numbers of any personal vehicles

being used Breakdown of funds to be spent Date when you need the check

The student receiving the check is responsible for bringing back all receipts

A Travel Record must be completed after the trip Be sure to bring back receipts within ten days of

trip If receipts are not returned, a hold will be placed on

your personal account Reimbursement without Advance

TRAVEL

TRAVEL

Airline Travel Receipt copy

Personal car mileage License plate number A receipt showing you

went somewhere. Rental car fees and gas

Receipts needed Lodging

Receipt with zero balance

Per Diem (Meals, Tips) No receipts needed

Registration Receipt showing

amount paid Ground

Transportation (taxi, buses, shuttle) Receipts needed

Receipts needed upon return:

UNIVERSITY CHECK Request for payment form filled out Name, SS number/Bengal Card Number &

address. Will need to sign ISU reimbursement form.

W-9 need for people not in ISU system (ex. Non students and non faculty/staff)

If getting reimburse for prizes (tablets, gift cards, iPods, kindles, Nooks, other cash prizes) a w-9 NEEDS to be filled out by the winners. ISU will not reimburse if there is no w-9. Very Important

HONORARIUMS Honorariums are payments to:

SpeakersArtistsGuest instructorsSports officialsDance D.J.sAnyone else performing some type of

service

Payroll Faculty Staff Students

If the payee is not currently signed up with payroll, we have the paperwork

HONORARIUMS

University Check Those not employees or students at ISU

Guest speakers, instructors, etc. Include all expenses in the honorarium check

Travel Meals Lodging Fee

With ADVANCE notice a check can be prepared for you to present at the time of your event. Otherwise, the check will be mailed afterwards.

HONORARIUMS

We need the following info & forms: W-9

Full name Home address Social Security number

Signed Independent Contractor Payment Request Request for Payment showing amount to be paid Date and description of service performed Signed contract if paying $1000.00 or more

HONORARIUMS

DEPOSITSDeposit all funds at the Involvement Center on the 1st Floor of the Student Union Building

DEPOSITS Bring all cash and checks to the Involvement

Center Credit cards are not accepted Make timely deposits

Checks are only good for 90 days Do not pay expenses from cash deposits On-campus departments can transfer money

directly to your club account

DEPOSITS & SALES TAX

Garage salesAdmissionsT-shirt salesWelcome/Finals

basket salesSpace Rentals

Class notes salesFood salesBook salesOther

merchandise sales

You must remit sales tax from certain fundraisers:

Idaho Sales Tax is 6%

SALES TAX You may include sales tax in purchase price

of the item and we will separate the proper amount at the time of deposit

ISU will complete all sales tax returns for clubs

CLUB TRAN

SACTION

REPORT

Reports are available upon request in the Involvement Center

Turn in Club Registration Forms (Due Sept.

28rd)

Turn in Authorized Signature Sheets

Check your club mailbox regularly

Get a w-9 for winners of cash prizes and

raffle wins

Original Receipts for all transactions

DON’T FORGET:

QUESTIONS?

THANK-YOU FOR ATTENDING!

Feel free to contact us with any questions 282-4588