2016-2017
Treasurer Orientation
Kathryn Webster
Student Government Treasurer
Presentation
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Intro/General Information
Operating Budget Proposal Process
Treasurer Responsibility
SBAC’s role
Other Funding Sources
How to Pay Your Organizational Expenses
Other Info
o Travel and Accounts Payable Contacts
o Payments
o Declining Balance Card Program
• Treasurer Calendar
• Questions
Intro/General Information
• Introduction/My Expectations/The Year
• My Role
o Office Hours: Tuesdays from 6-7pm and Fridays
from 11-12pm
o SBAC Handbook
• Dates
• Spend Guidelines
• SBAC Assignments
Operating
Budget
Proposal
Process
Budget Process
• Treasurer’s Portal (The Link)
• Dates published now – no excuse for missed
deadlines
o SBAC Handbook
o SG SBAC Website
• Standardized Forms – All online
o Found here
o Capital Funding, Budget Application, Program Report,
Appeals
o Budget Application – membership and exec info required
• Auditing your expenses
• Program Report and Budget Proposal
• SBAC more involved
Online Forms
Program Report
• First is due October 30, 2016
• Keep Track of your Expenditures
o Event details
o Every expense listed and recorded
• Two PRs due by Budget Application due and
two after
o Must all be submitted
• Now standardized online form on SG Website
What We Do Subsidize
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We subsidize gas for trips, tournaments, tours, and other events at
$0.20/mile.
We will pay $40/room/night at a hotel unless circumstances require a
larger amount. For a hotel in a big city (NYC, LA, ATL, DC, etc.) we will
pay a max of $60.
Uniforms and Equipment at half price, if absolutely necessary.
General supplies.
Advertising materials. This includes, but is not limited to: posters,
markers, photocopies at $0.08/copy
Room and equipment rental for events. This includes auditorium rental,
microphone and set up/clean up costs.
Speaker or Performer fees if the person plays a substantial role in the
success of the event and such speaker or performer is scheduled.
And any specific items you can demonstrate to the SBAC are required
for your event/group to be a success on campus.
What We Do Not Subsidize
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We do not pay for group T-shirts.
We do not pay for food. Exceptions are infrequent, but include events,
such as the homecoming BBQ, that could not take place without the
purchase of food.
We do not cover airfare unless it is absolutely necessary
We do not cover the costs of summer/spring break service trips.
We do not pay back university loans (for recording CDs, for example).
We do not make direct donations to charities or other external
beneficiaries. The money is meant to sponsor on campus activities that
directly involve Wake Forest students.
SBAC funds cannot be used to purchase alcohol. Student Government and
Student Union are the only two organizations with permission to purchase
alcohol for student events, such as Homecoming and Shag on the Mag.
SBAC does not fund Greek or Varsity activities.
Treasurer
Responsibility
Treasurer’s Role
• To do
o Authorization Form (next slide)
o PRs and Budget Proposal
• Keep a detailed record of spending
• DO NOT OVERSPEND – this will affect your budget allocation
in the future
• Work with SBAC rep
• Relationship with Advisor – current updates
• Students cannot enter into a verbal, written, email, etc.
contract with anyone. Please work with your advisor and the
Student Engagement Office for review at
[email protected]
Student
Budget
Advisory
Committee
SBAC’s Role
• Know your organizations
• Relationship extremely important
• Allocate funds to all chartered student organizations –
Budget Process
• Monitor the way those funds are spent
o Program reports
o Auditing your expenses
• Be a resource for you
* If you have a problem with any of
these let me know ASAP
SBAC’s Assignments
Alexine Carr:
• Cycling, Mock Trial, Women’s Club Volleyball,
Ballroom Club, Students for Education Reform,
Demon Divas, Model UN, Roosevelt Institute,
Chi Rho, Cultivate Consciousness, and Nourish
International
Ari Aloni
• Plead the Fifth, OGB, College Democrats,
Fencing Club, Habitat for Humanity, Howler,
Philosophy Club, Euzelian Society, Episcopal
Student Union, Baptist Student Union, and Her
Campus
SBAC’s Assignments
Ashley Hagan
• Equestrian Team, Prepare, APO, AfriCasa, Best
Buddies, Woof Forest, Girl Up, Students
Helping Hundurus, Sign Language Club, Kappa
Kappa Psi, and Club Squash
Dante Lizza
• Gospel Club, Boxing Club, Lilting Banshees,
Hillel, Spectrum, Chinese Students and
Scholars Association, Club Sports Union, SASA,
RUF, Deacon Dhamal, and Gender Equality
SBAC’s Assignments
James Watt
• Men’s Rugby, Wesley Foundation, InterVarsity,
Club Softball, Tap Club, RHASC, Wake
Saturdays, Innuendo, MeloDeacs,
Improvabilities, and Lost in Translation
Jay Thompson
• Club Basketball, Archery Club, Wake
Adventure Club, Club Tennis, HOPE, Women’s
Club Basketball, Club Field Hockey, Ice
Hockey, Men’s Lacrosse, Swimming Club, and
Korean American Student Association
SBAC’s Assignment
Keenan Osborne
• Emergency Response, Men’s Club Ultimate
Frisbee, Fishing Team, Wake Boarding Team,
Catholic Community, Marketing & Advertising
Club, Club Wrestling, Badminton Club,
Alexander Literacy Organization, Global
Brigades, and Association of Computing
Machinery
Lucy Shen
• 3-4 oz, Wake TV, Momentum Dance Crew,
Circle K, Wake Radio, Golden Key, Salsa
Dancing Club, Minor Variation, eta Sigma Phi,
HOSA, Chinese Studies
SBAC’s Assignment
Kingsley Bustamante
• Rowing Club, Club Baseball, Gymnastics,
Finance Club, Entrepreneurship Society,
Anthony Aston Players, Japanese Club, Sports
Analytics, Russian Club, Amnesty
International, and Living Parables
Sydney Packard
• Women’s Club Golf, Women’s Ultimate Frisbee,
Men’s Club Soccer, Women’s Lacrosse,
Women’s Club Soccer, Running Club, Pre Law,
Men’s Volleyball, Delight, Karate, and Italian
Club
SBAC’s Assignment
• Sam Golden
• Electronic Sports Society, Omnicron Delta
Kappa, Mortar Board, Allied Health Student
Association, Aikido, Order of Omega, Student
to Student Ministries, and French Club
• Iman Ahmed
ASIA, Triathalon Club, Fiber Arts Club, The
Globe, DoRak, Delta Phi Alpha, Anthropology,
and Strategy and Consulting
SG Treasurer’s Assignments
Treasurer Kathryn Webster
• SG, Men’s Golf, MSA, College Republicans,
Arch Society, VSC, BSA, OLAS, AKPsi,
Orthadox Christian Fellowship, American
Chemical Society, and English Student Alliance
Other Funding
Sources
SAF Funding
• Details and application here
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Committee reviews request and group presents to committee which meets
monthly
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Event enhances campus traditions OR has the potential to develop into a new tradition.
Event unites the campus OR has campus-wide appeal. Event MUST be open to all
students.
Event is social or recreational in nature AND will enhance existing social activities.
Special consideration will be given to events that involve the collaboration of two or
more organizations and/or offices.
No overlap with already scheduled large events
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• SAF funds cannot be spent on the following:
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t-shirts or costumes
gifts to performers or other talent
prizes to non-Wake Forest students
alcohol
Diversity and Inclusion Funding
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Diversity and Inclusion Application and details here
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Proposals must be collaborative; at least two groups and At least one
MUST be a multicultural organization
All groups listed on a proposal must make some financial or resource
contribution to the proposed event. Financial contributions do not have to
be equal and should be proportionate to organizational budgets.
Contributions may also include staffing, printing and/or other services.
Events may be cultural, social, academically-focused and/or recreational.
The application process and funding spend guidelines are the same as SAF
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Other Funding
• Capital Funding – one time capital expenditures (ex.
Banner, set of basketballs)
o Deadline: October 30, 2016
o Application filled out online on SG website
• Contingency Funding – for expenditures that cannot be
funded during the regular budgeting process (nationals,
speakers, etc.)
o Online form
o As needed
o First come first serve
o Consult with SBAC rep PRIOR to submitting
application
How to Pay
Your
Organizations
Expenses
Payments
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4 ways to pay
– Invoice
• Account codes in SBAC Handbook
• Expenditure Form – example on The Link
• Business Purpose – example on The Link
– Reimbursement
• Proof of Purchase: Detailed receipts
• Expenditure Form – example on The Link
• Business Purpose – example on The Link
• Under $50 – Financial Services Office (Reynolda 107) can
reimburse you directly with cash immediately with appropriate
signed paperwork
– Expenditure Form/Check Request
• Proof of Purchase: Detailed receipts
• Account codes in SBAC Handbook
• Under $100 – Require two signatures and must be from
someone other than who is being reimbursed
• Over $100 – Signature Faculty/Staff advisor
• Business Purpose – Example on The Link
– Declining Balance Card Program
Payments
• How to submit
– Financial Services office (Reynolda 107) will send
everything to AP unless it is a reimbursement under
$50
• I suggest you scan and keep all records of
your receipts and reimbursements in the event
that receipts are lost. They can also be used
as a proof to SBAC with your budget proposal
that you need a certain item at a certain price.
Declining Balance Card Program
• Declining Balance Card Funding Request Form:
http://finance.wfu.edu/declining-balance-card-funding-request
• Mandatory Training before using card
o Sign ups on The Link → Events → Declining Balance
Card Program
o President and treasurer recommended to be trained
o Not providing timely and proper documentation will
result in revoking this privilege
• Whoever is using the card to purchase must attend the
training
• Dates of upcoming trainings:
o Tuesday, 9/20 from 4:00pm-5:00pm
o Wednesday, 9/21 from 4:00pm-5:00pm
o Tuesday, 9/27 from 4:00pm-5:00pm
o Wednesday, 9/28 from 4:00pm-5:00pm
External Bank
Accounts &
Record
Keeping
External Bank Accounts
External bank accounts for student
organizations are not recommended.
• Greater risk for misappropriation or
mismanagement of funds.
• Difficult to transition year to year.
• Transactions do not flow through university
accounts payable processes.
What is an Agency Fund?
• Like an “on-campus checking account” for
student org funds.
• Fund number begins with Axxxxx .
• Funds are spent through standard WFU
financial processes, including the student
declining balance card.
• Deposits can be made at cashier window in
Reynolda Hall
• Funds roll over from year to year.
Record Keeping & Transition
• Detailed record keeping is essential to protect
your organization and the university
o Types of records
o How we store and share records
o How we transition
• Internal/External Audit Review
Other info
Contacts
Travel – Aladdin Travel
Accounts Payable
• Email:
[email protected]
• Phone: 336-768-1680, ext. 3
• Only president or treasurer
should make arrangements
• Quick payment
• Must be 2 weeks ahead of
time
• Alice Hernandez
– 15 day average turn
around time
– Phone: 336-758-5833
– Email:
[email protected]
Treasurer
Calendar
Fall Dates/Deadlines
• SBAC rep should have contacted all organizations
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• September 14 – Treasurer training I (mandatory for all
treasurers, encouraged for all presidents)
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• October 30 – Initial Meeting with SBAC rep
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• October 30 – Initial Meeting form emailed to SBAC rep
prior to initial meeting
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• October 30 – First program report due online by noon
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• October 30 – Capital Funding requests due
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• December 18 – Second program report due online by
noon
Spring Tentative Dates/Deadlines
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• January 17 – Treasurer training II (mandatory for new
treasurers, encouraged for all presidents)
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• February 1 – Budget proposal due online by noon
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• February 4 – SBAC budget proposal reviews
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• February 10 – SBAC budget proposal reviews
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• February 12 – SBAC budget proposal reviews
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• February 19 – Third program report due online by noon
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• February 19 – SBAC budget proposal reviews (if additional
day is needed)
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• February 22 - 26 – Initial allocation amounts issued
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• March 5 – Deadline to submit an appeal online by noon
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• March 18 – Final (yet tentative) appeal decisions issued
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• March 31 – Fourth and final program report due by noon
Questions?