SECTION 5: FINANCIAL INFORMATION

SECTION 5: FINANCIAL INFORMATION ACCOUNT INFORMATION Several different accounts are used in conjunction with programming in your hall. They are: The Hall Program Account The SFO Account AD, RHD and CStaff see supplement page 11. The Hall Program Account The Hall Program Account is also a state account. Funded by a special fee included in the room charge, the account is used to support social and educational program activities, which will enhance the educational experience of the student. Activities funded from this account must be open to all residents in your hall. The program account's annual allocation is calculated at $9.00 times the number of residents in your hall in the beginning of the fall semester. You will be given your program allocation around the second week of the fall semester. The account is managed by the hall government, under the supervision of the Residence Hall Director. Expenditures from this account usually require the consent of the hall government and the Residence Hall Director. As this account is intended to support social as well as educational programming, provisions must be made for staff to have access to a portion of these funds. A monthly transaction report for the program account is sent to the hall director and treasurer. The Hall Program account may not be used: To purchase alcohol To make donations to any charity To purchase trophies, awards, or gifts for permanent staff To sponsor participants in any activity benefiting a charity In addition, there are several things to keep in mind about this account. Any time a money making event is funded from this account, all proceeds from the event must be deposited back into the account immediately. Funds cannot be transferred from a state account, such as this one, to an SFO account. Since the program account is tax-exempt, you need not pay state tax on items purchased with its funds. However, proceeds from fundraisers may be taxable. Usually, taxes will be calculated on the amount you deposit and will be deducted from your balance. Page 1

The SFO Account The SFO Account is not a state account. The SFO (Student Faculty Organization) account is used much like a savings account at a bank. Most commonly, the funds for SFOs are generated by fundraisers, donations, membership dues, or other non-state sources. The advantages of having an SFO account are that it earns interest and has fewer restrictions on spending. Not every hall has an SFO account; see Susan Malnory for more information. IMPORTANT: It is a violation of state policy for halls to have checking accounts at outside institutions, including banks, savings and loan associations, credit unions, or other financial entities. Deposit Slips Funds that are collected through hall programs should be deposited into the proper hall accounts. The deposit slip is used to document any deposit. After the slip is filled out, a duplicate copy should be made. The cash to be deposited and the two copies of the slip should then be given to the Bursar (Cashier) in Room 007 of the Park Student Services Center. The person submitting the deposit will receive a stamped copy of the deposit slip, which serves as the deposit receipt. Deposit forms are available on the Bursars Office website. Deposits may also be made by taking the money to Campus Information Center. They will fill out the necessary forms and make the deposit for you. Be sure to get a receipt as your proof of the deposit. Examples of Use for Various Hall Accounts Hall Program Account: Used for activities, social and educational programming, staff t-shirts, Homecoming, food charge card. SFO Account: Used for miscellaneous activities not funded by state account. PRINTING AND DESIGN CHARGES UWSP Printing and Design jobs done for your hall should be charged to your director account or your program account, depending on the nature of the job. Simply provide the appropriate account number on the Printing and Design order form. SUPPLY POLICY FOR HALLS The residence halls are responsible for ordering all of their own office supplies for their front desk operations, staff use, and for administrative purposes. Supplies should be ordered from Central Stores, or from the vendor on state contract through Central Stores. The procedure for placing orders is explained in detail, below. Use the Residence Hall Director account for Supplies (see Supplement p.11) Most supplies used for administrative purposes shall be charged to the Residence Hall Director account for your hall. Occasionally, if you need to order special supplies for a hall program, it may be more appropriate to charge the purchase to the hall program account. Page 2

About your budget Your $600.00 supply budget is intended to cover necessary office supplies and administrative expenses. It may not be used to purchase larger items (individual items over $50). For example, it would not be appropriate to order a new chair for your office using these funds. If in doubt, check with Susan Malnory or Debbie Anderson. Funds that are left over at year-end will not be carried forward to the next year s budget. If you are able to end the year with a positive balance, we are very appreciative of that and it will reflect favorably upon you! If you end the year with a large deficit that cannot be adequately explained, that may be noted in your year-end evaluation. However, your budget would not be penalized the following year. Letterhead If you need department letterhead, let The Office Manager know. We will provide you with a reasonable supply of letterhead at no cost to your hall. Cleaning Supplies Cleaning supplies for checkout kits are provided by Building Services. Flashlights and batteries For safety reasons, missing and/or broken flashlights must be replaced without delay. Contact Building Services for an immediate replacement. Flashlight batteries are also provided by Building Services. Please check your batteries regularly and request replacements as needed. Supplies at 601 Division St. The supplies located in the workroom and other work areas at 601 Division St. are for the use of Central Staff only. Hall staff may not take supplies from here. Please do not restock your hall supplies by taking them out of the cabinets at 601 Division. Individual halls must order all of their own paper, pens, markers, clips, ink cartridges, toners, Kleenex, envelopes, etc. HOW TO ORDER SUPPLIES FOR YOUR HALL 1. Look for the item you want to order in the Office Depot catalog (or the current contract vendor). 2. Send an e-mail request to Central Stores at central.stores@uwsp.edu. 3. E-mail Central Stores the following information: a. Indicate item # b. Quantity c. Description d. Page # from catalog e. Account number to charge f. Where to deliver AD, RHD and CStaff see supplement page 12. Page 3

PURCHASING Materials and supplies may also be purchased from University Stores or from a commercial vendor. A Purchase Requisition(yellow form) must be submitted and processed prior to placing an order. Your hall account can pay for these purchases in one of four ways: 1. The UWSP Purchase Requisition/Order 2. A UWSP Check 3. A UWSP Department Purchasing Card or 4. A Reimbursement via Payment Order Form PURCHASE ORDER, CHECK, OR DEPARTMENT CREDIT CARD PURCHASES The Process 1. A decision is made to purchase items. 2. Prices are secured. If order is over $100 three competitive bids are recommended. 3. A vendor is determined. 4. The Purchase Requisition (yellow form) is completed with appropriate signatures 5. The Purchase Requisition (yellow form) including any supporting documentation such as a flier or e-mail advertising the event the purchase is for, is given to the Residential Living office. 6. If a Purchase Requisition (yellow form) is requested, it will be made available for pick up at the Residential Living Office front desk unless otherwise specified. 7. The Purchase Order is taken to the vendor and the order is placed or items are attained. The Vendor "bills" the University using the Purchase Order and payment is sent. 8. If a check is requested, it will be available for pick up at the Bursar s Office or mailed to the vendor. Please specify on the Purchase Requisition. 9. If credit card payment is requested, arrangements will be made for delivery on an individual basis. If you have any questions or concerns, please call The Office Manager at x8940. Helpful Hints to Make Purchasing Easier 1. Properly completed Purchase Requisitions (yellow forms) including all authorizing signatures can normally be processed within 48 hours; except when a check is required. 2. Purchase Requisitions (yellow forms) asking for a check to be produced can take up to 14 days to process. PLAN AHEAD! Page 4

3. Do not include sales tax on an order. Tax exempt documentation is available if vendor requests it. 4. Any person placing or receiving an order without a completed and processed Purchase Requisition (yellow forms) may be held personally responsible for payment. 5. Purchase Requisitions (yellow form) must be for the total amount of the order. Do not "put money down" on an order. 6. Purchase Requisitions (yellow form) without the Residence Hall Director's signature will not be processed. 7. Purchase Requisitions (yellow form) that are not correctly or completely filled out, will be returned. If the purchase is for an event/program, please attach a flier or e-mail used to announce the activity. 8. Special regulations apply to the purchase of trophies, prizes, gift certificates and awards. Generally, if an item is to be "given away" rather than consumed by the hall, supporting documentation including the names of recipients/winners is needed. 9. Items (T-shirts, mugs, etc.) can be sold via the Statement of Charge form. If your hall chooses to do this, you must indicate such on the purchase requisition form. It is also important to indicate whether the sale is a fundraiser or just a resale to the residents at cost or below cost. When the money (Statement of Charge forms, checks, etc.) is collected, it must be forwarded to the Residential Living Office/Office Manager to be deposited into the hall program account. Statement of charges will not be processed if returned more than 2 weeks after the end of a semester. 10. SFO accounts are not part of the state system. Therefore, we can not use Statement of Charge forms to collect money for the SFO account. REIMBURSEMENTS Reimbursements may be requested using the Payment Order form in two situations: 1. The purchase is for under $20. A purchase requisition (yellow form) or check will not be produced for purchases under $20.00 OR 2. There may be situations when time constraints do not allow you to complete the purchase requisition or check process In these rare situations, we can reimburse individuals for money they spend on hall activities. Reimbursements over $50 require written documentation (separate sheet of paper) explaining why a Purchase Requisition (yellow form) was not completed prior to purchase in addition to the Payment Order form. Reimbursements of under $200 require a completed Payment Order form with the Residence Hall Director s signature and the signature of the Office Manager or Susan Malnory from the Residential Living Office. For either of these situations, an itemized RECEIPT IS REQUIRED for the purchase. There are NO EXCEPTIONS to this regulation. Page 5

The individual seeking reimbursement should take the form, with the appropriate signatures and receipt(s), to the Payment Services Office, Room 041W, Old Main building. Reimbursements up to $50 will be made in cash; for over $50 it will take several days to issue a check. PURCHASING PRINTED ITEMS (like T-shirts, mugs, pens, award ribbons, etc.) All logos, seals, names (including hall names), symbols, slogans, and colors associated with the University of Wisconsin-Stevens Point are trademarks. Reproduction of these marks for resale, promotion or other commercial purposes must have university authorization. Procedure 1. Find a vendor If order is over $100, attempt to get three competitive bids. Get a price quote. Ask about any extra charges such as artwork set-up fees or screen charges. DO NOT give the vendor the artwork. The vendor should not begin printing items. Note: Vendors change from time to time so you need to double-check to be sure you have an approved vendor. 2. Complete Purchase Requisition (yellow form). See instructions on previous page. If items are to be given away (prizes, awards, etc.) a roster of the recipients/winners MUST be submitted with the purchase requisition 3. Submit artwork and purchase requisition (yellow form) for approval. This needs to be done prior to placing an order. 4. Place order. Take Purchase Order and artwork to vendor and place order. Recommended vendors for apparel include: Screenmaster Graphics, Ken at 341-9801, screenmaster@pcpros.net Mada Embroidery & Screen Printing at 341-1773, www.madacustom.com Please contact the Office Manager at 295-8940 for suggested vendors for other printed items or visit www.uwsp.edu/resliving/leadershipresources/arc/g-tokens.htm Page 6

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The Process Simplified 1. A decision is made to purchase the items. 2. A Vendor is determined. 3. The Purchase Requisition (yellow form) is completed with appropriate signatures (Residence Hall Director signature is required.) 4. The Purchase Requisition is given to the Office Manager at the Residential Living office. If the items you are requesting have already been received, the Purchase request may be denied. 5. If a Purchase Order is requested (the yellow form is not a Purchase Order), it will be made available for pick up at the Residential Living office front desk (unless otherwise specified). The Purchase order is taken to the vendor and the order is placed or items are attained. The Vendor bills the University using the Purchase Order and payment is sent. 6. If a Check is requested, it will be available for pick up at the Bursar s Office or mailed to the vendor. Please specify on the Purchase Requisition. 7. If Credit Card payment is requested, arrangements will be made for delivery on an individual basis. Any questions or concerns please call the Office Manager at x8940 or Susan Malnory at x3511. Page 8

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UWSP PAYMENT ORDER Instructions: 1. Reimbursements may be requested for up to $200 2. Reimbursements for purchases are requested in two situations: a. The purchase is for under $20. A purchase requisition (yellow form) or check will not be given for purchases under $20. OR b. There may be situations when time constraints that do not allow you to complete the purchase requisition or check process. -- For reimbursements over $50 written documentation explaining why a Purchase Requisition was not completed prior to purchase is required. 3. Reimbursements require a completed Payment Order with the Residence Hall Director s signature, as well as an appropriate Central Staff signature. 4. An itemized RECEIPT IS REQUIRED for all reimbursements; --there are NO EXCEPTIONS to this rule. 5. The individual seeking reimbursement should take the Payment Order form with appropriate signatures and the RECEIPTS to: the Payment Services office, Old Main room 041E. 6. Reimbursements up to $50 will be made in cash; reimbursements over $50 will take several days to be issued as a check. Page 10