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1 TREASURER TRAINING

2 Login using your BGSU username and password Viewing your budgets requires Administrative Access to the portal. Other Portal Administrators can give others access if needed.

3 Accessing your budget Select More to reveal the Treasury link

4 SBC funds are allocated to the group at an annual or semester hearing. During the year groups can apply for additional money with Student Budget Committee funding. There are a number of restrictions on the use of SBC funds. These funds are allocated for a specific semester. If the funds are not used they will be removed from your budget. Revenue funds are raised by your group through fundraisers, dues, and donations. This money STAYS in your account from year to year unless you spend it.

5 Log into OrgSync and review the payment/withdrawal requests. Budget Money requested from the SBC Committee What do the lines and headers mean? The section header refers to a specific event/program that you requested for funding from the SBC The line item(s) are specific aspects of an event/program Requested is the amount you asked for from the SBC and Approved is the amount you were granted from the SBC. Make sure when requesting you do not exceed the approved amount. Revenue Funds These funds are attached to a particular organization and do not disappear at the end of the semester or year unless you spend them. Checkbook Option for organizations to track their own money by logging individual deposits and expenses.

6 Request Payment If you are using revenue funds and SOAB funds or are only using SOAB funds you should place the request in the budget line for the event that you are spending money. Under the correct header (Operations, Programming, or Travel) select the budget line that you would like to request money from Rename your payment request to something that makes sense for your organization and will assist you later if you are looking for its status. Select the Payment type Invoice Make sure the invoice being paid is itemized Individuals will NOT be reimbursed for directly paying a Service Provider. (DJ, web/graphic design work, umpire, officials, judges) On Campus Payment Receipts for purchases/charges must be provided for transfers Payments that should be on campus payments instead of reimbursements. Online Payment/Purchase Good screen shot readable Itemized list of purchase Invoice Select if you want to be there when purchase is made

7 Reimbursement only use if NO other method is available. Reimbursements can be used to pay back members that purchased a physical item on behalf of the organization Proof of payment by the individual being reimbursed is required. Reimbursements can only be given to the person that initially made the purchase and never to a third party Mailing Address will be used to send the reimbursement. Make sure the information entered is accurate. Travel Arrangements prior to the event Hotels, Registration, Rental cars, Flights Service Provider Payments Payments for Officials, Umpires, Referees, etc must be submitted prior to competition/ BGSU employees may not serve as service providers. If you have questions, contact Campus Activities before your event. If you are only using revenue funds please create a withdrawal under the Revenue tab The total payment request should equal the FULL amount needed for the invoice A document must be uploaded showing EXACTLY what was purchased, where it was purchased, and how much the purchase cost Always include Itemized receipts and/or Itemized invoices Write a comment if any additional instructions need to be provided for the payment Be sure to hit submit when complete (save and finish later if you still need more information) Rules apply to all organizations.

8 ITEMIZED RECEIPT EXAMPLES

9 ITEMIZED INVOICE EXAMPLES

10 Deferred Approved - OCA has approved the request and payment is in process. No other action is needed from you. Partial - The request has not been submitted or requires additional information and will need to be resubmitted by you. Requires action on the part of the organization before it will be processed. Pending OCA has received the request and is awaiting confirmation to proceed (could be awaiting advisor permission or OCA staff consent). You may need to talk with your advisor. Denied The request will not be processed

11 The University has worked with companies to have competitive pricing The purpose of preferred vendors is to offer good quality products with good pricing and to make sure companies providing services have appropriate insurance coverage University MUST be spent on preferred vendors A list of preferred vendors can be found on the purchase website. You can always stop by the Office of Campus Activities to ask about preferred vendors.

12 BGSU accounts are tax-exempt and to enjoy that benefit: 1) Locate a copy of the Tax Exemption Certificate on the OCA website; 2) Bring certificate to the vendor at the time of the transaction; and 3) Some vendors will retain the certificate some will simply want to see it and allow you to keep it. Notes: Given this benefit, BGSU cannot reimburse individuals for sales tax paid so please use the Certificate. Two possible exceptions to this rule include hotel taxes and sales tax when out of state.

13 University Taxpayer Identification Number 1) When accepting payments the organization may need a tax identification number 2) When participating in a fund raiser the organization may need a tax identification number 3) Organizations that do not have their own tax identification number may use the University s number. The University W-9 form is located on our web page at

14 Student Organization Allocation Board Recognized student organizations may request support from the Student Organization Allocation Board. Only recognized student organizations whose presidents, treasurers and advisors have completed their respective training sessions, and who are in good standing with the University may receive SOAB allocations. Organizations are not guaranteed funding or resources. Allocations for an organization will be based on SOAB s evaluation of the organization s request, available funding or resources, and information gathered during financial consultations and audits. Three funding categories differentiate between different types of expenditures programming/events, operations, and travel. All requests and expenditures are categorized into one of these three. Recognized student organizations that are eligible for funding must maintain all organization funds, including fundraising dollars, in their University account and are not permitted to have off-campus bank accounts. Recognized student organizations with selective membership standards are only eligible to apply for Programming/Events Funds and may not apply for Operating and/or Travel funds without being approved for an exemption in advance by the Dean of Students, or designee.

15 Funding Applications Used to get new money for an event, a program, operational expenses, or for travel off campus. Reviews occur twice per month starting in September The application is available in the SOAB Portal in OrgSync under Forms Applications are completed through OrgSync and organizations will be notified of a hearing time

16 Using Allocated Funds Organizations that receive funding are expected to reconcile all transactions and complete a post-assessment within 30 days of the program/event, return from travel, or operational purchase. Failure to complete these steps may impact future eligibility for funds and/or resources. Funds must be used for the express purpose that they are allocated for unless the organization submits and is approved for a modification in advance by Campus Activities. Any funds that are not used for the expressly approved purpose will be released from the organization s treasury and returned following the program/event, return from travel, and/or operational purchase.

17 QUALIFICATIONS: The event will be held on or near campus. The event must be open to the general student population. Organization may receive up $1,000 in product during the academic year. Coca-Cola funds cannot be the sole source of funding for an event. Coca-Cola must appear as a recognized sponsor on all promotional materials for the event. An electronic Coca-Cola logo is in OrgSync for your organization to use.

18 The form is available in the SOAB Portal in OrgSync under Forms The request will be reviewed by SOAB at its next session. Your organization will be notified of the decision. If approved for product, your organization will receive an on how and when to pick-up the product from a campus warehouse.

19 Cash Handling Tips Protect Yourself/Org. For events where admission is charged, record number of attendees and the amount of money received. When the organization sales items, record amount of product sold and the amount of money received. When collecting dues, include an itemized statement of people charged and the amount as well as the amount of money received. Have two members count, confirm and sign off on the totals. Immediately deposit all cash and checks into your organization s on-campus account. When collecting for a donation, obtain a money order immediately to give to the charity Do NOT deposit fund in a personal account or conduct organization business in cash or through a personal bank account.

20 o Funds can be deposited at the Bursar s Office from 8am-5pm, Mon-Fri o Get a receipt from the Bursar s Office for your transaction. o Create a deposit in your revenue funds in OrgSync and upload the receipt o Your organization is responsible for creating a deposit in OrgSync to use these funds. If you need to deposit money outside these hours, you can go to the Information Desk in the Student Union to secure the funds and Campus Activities will create the deposit. In either situation, please ensure you provide your organization s budget string information. Budget information for the Organization is in your OrgSync portal under settings.

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22 When traveling, remember that you represent your organization and the University Travel registration is required for all trips beyond 35 miles from BG and/or overnight. A trip coordinator must be trained at the start of the semester only trained coordinators can access travel forms The trip must be completely registered with OCA 2 weeks prior to departure If the University pays for travel expenses and the group fails to register per the Travel Policy, the organization will have to reimburse SOAB.

23 Finance Workshops Day Date Time Location Thursday 9/7 11:30 AM 1 PM BTSU 208 Monday 9/11 3:30 PM 5 PM BTSU 316 Tuesday 9/12 3:30 PM 5 PM BTSU 316 Wednesday 9/13 11:30 AM 1 PM BTSU 315 Thursday 9/14 11:30 AM 1 PM BTSU 316 Monday 9/18 11:30 AM 1 PM BTSU 316 Tuesday 9/19 3:30 PM 5 PM BTSU 314 Wednesday 9/20 2:30 PM 4 PM BTSU 315 Thursday 9/21 11:30 AM 1 PM BTSU 207 Monday 9/25 11:30 AM 1 PM BTSU 316 Tuesday 9/26 3:30 PM 5 PM BTSU 201A Wednesday 9/27 11:30 AM 1 PM BTSU 316 Thursday 9/28 3:30 PM 5 PM BTSU 315

24 Office of Campus Activities Student Organizations Managing Finances Requesting Funding