New Treasurer Information
3/29/16
Kelli Benson
Treasurer Duties
 Collect and manage any funds as appropriate
 Switch bank account information and access to reflect new officers by
filling out Secretary’s Certificate (can be found on Cuinvolved in
Documents --> Treasurer Information) and submitting to Creighton
Federal.
 Make sure you are a member of Pharmacy and Health Professions
Student Government on CUinvolved
 Keep and maintain accurate records
 Treasurer shall submit required reports and receipts to PHPSG Treasurer in
a timely manner, not to surpass the end of the semester.
 For treasurers of first year classes and new organizations:
 Set up the checking account at Creighton Federal, and be the primary
signature on the account. (Must have two signatures to write checks or make
a withdrawal.)
 Set up online banking access at Creighton Federal
Disbursement Spending Rules
 No alcohol
 No assets (something that cannot be used up in less
than one year)
 Exception to the asset rule: 10% of total
disbursement may be spent on t-shirts
 No gift certificates
 No donations to any organization inside or outside
the university (i.e. university departments, charitable
organizations, scholarships)
 Funds must only be used on students
 More detailed spending rules can be found in the
officer handbook on CUinvolved
Creating a Fall/Spring End of Semester
Expense Report
What you will need:
 Excel document (transactions)
 All original receipts
 Blank paper
 Tape
 Pen
 ~20 minutes
 Maybe a check written to PHPSG
Spring 2016 Semester Report Due:
Thursday, April 28th
 What makes up an expense report?
 1. Report Sheet with transactions
 2. All original receipts
 3. PHPSG refund check (If applicable)
Step 1
 Make sure sufficient funds have been spent
 Example: If your class/organization was given $354 for the
semester, you must spend at least $354 dollars
 You do not need to provide evidence of expenditures
beyond what was dispersed
 Working off of the example from above, if your
class/organization spent $521.72 this semester, you only
need to show proof of $354 of those expenses
Step 2
 Fill out the Report Sheet
 Find in CUinvolved PHPSG
 Documents
 Treasurer Information - EndofSemester_Report_Template.xlsx
 Please note the sheet is set up with a running total so you just
need to enter your transactions
 This is what you are going to print for part 1 of your expense
report = The Report Sheet
 You can print directly from Excel
 PRINT 2 Copies
 Write a check to PHPSG if you did not spend all allocated funds
and attach to the report.
Treasurer - EndofSemester_Report_Template.xlsx looks like this:
What your expense report should
look like …
If you are in the red (spent more than you received) you do not need to return any funds to PHPSG.
If you have a positive amount (didn't spend all of the funds), write a check to PHPSG and attach with this report.
Step 3
 All original receipts need to be taped to a piece of blank computer paper
 If other transactions are on the same receipt, please circle the amount that is
being reported as an expense, please do not highlight
 Use only one side of the blank sheet of paper
 This is part 2 of your expense report
 Please make a copy of these pages as well
Step 4 – Misc
 Use a paper clip to combine pages, please do not staple
 You do not need to number your pages, just number each receipt to
correspond with your excel transaction spreadsheet
 Be sure you put your organization name on your report sheet
 When you are all finished you should have two fall/spring reports that are
identical (one original, one copy) – please turn in both
 Turn in a check with the report if you have not spent all funds allocated for the
semester.
Step 5
 Turn it in to the PHPSG Treasurer
 Brittany Tierney
 In my hand
 OASA office
 My secure mailbox # in Boyne
What if you are graduating?
 THIS IS APPLICABLE FOR PHARMACY, OT, AND PT GRADUATING
CLASSES
 Due to not being on campus your whole last year, you only
need to complete an annual report instead of a Fall and
Spring end of semester report.
 In addition to the $7 per student per semester disbursement,
you will also receive a $10 per student stipend during the
Spring semester.
 This stipend is to be spent just like any other CSU dollar (on students
only, non-assets, non-alcoholic drinks, etc.)
 Graduating classes will have to have their funds completely
spent by the time graduation festivities are complete in May.
 They will need to turn in their annual report by the Monday
after graduation.
 They will also need to close the class account… See next slide
What if you are graduating?... Cont.
 Closing your class account
 You need two people on the account to do this.
 Go to Creighton Federal Credit Union on the second
floor of the Skutt Student Union
Ask to close your account
Transfer all non-spent CSU funds back into PHPSG’s
account
Transfer all other non-CSU funds (fundraisers, dues,
etc.) into any other class or organization’s account
Notify Shawn Cook and current PHPSG treasurer
that the class has closed their account.