Office of Student Leadership Involvement and Civic Engagement

Office of Student Leadership, Involvement, and Civic Engagement (SLICE) FINANCE 101 Presented by Ashley Carman Financial Assistant of SLICE

Finance 101 Welcome… If you are new to SLICE finances or looking for a refresher, then this is the session for you! Learn the basics of spending, earning, and moving your organizations money. v How many are returning authorized signers?

Learning Objectives ü Tasks for Authorized Signers ü Making a Purchase ü SLICE Resources and Services ü Review the Bridge

Review of Key Terms SBVPF – Student Body Vice President of Finance JFC – Joint Funding Committee The Bridge – Hub for all student and Greek organizations UCO – University Contracts Office

AUTHORIZED SIGNERS

Tasks for Authorized Signers ü Authorize all financial transactions ü Primary contact with SBVPF/JFC and SLICE ü Adhere to SLICE and CMU policies and procedures ü Adhere to JFC budget timelines ü Maintain financial records ü Regularly review org finances on The Bridge ü Transition the next Authorized Signer

Cash Flow Student Organizations Student Activities Fee Grads / GSA Undergrads/ Senate Joint Funding Committee JFC ALLOCATIONS Authorize purchases to fulfill your org mission

Student Org Accounts ORG • • • JFC Allocation Fundraisers Dues Special Allocations Departmental funding Other GIFT • • Donations Gifts • • • Sponsorship s Crowdfundi ng JFC Capital

MAKING A PURCHASE

Purchasing Options There are many ways to make a purchase for your org… ü PCard (Purchasing Card) ü ER (Expense Reimbursement) ü PO (Purchase Order) ü JE Transfer (Journal Entry) ü On Campus Purchase NO VENMO or SQUARE payments! NO RAFFLES / GAMES OF

PCard – Purchasing Card <$2, 999 • University Visa Credit Card • Must be able to order online or over the phone • Have NO SALES TAX CHARGED PCard Walk-in hours: • Mondays from 2: 30 pm-4 pm and Thursdays 11 am-12: 30 pm If purchasing a GOOD Typically no UCO requirement, but there are exceptions If purchasing a SERVICE UCO is required to review and approve prior to purchase NO VENMO or SQUARE payments! NO RAFFLES / GAMES OF Food Supplies Amazon items (nonhazard) T-shirts, etc

Expense Reimbursement • Pay out of pocket – SAVE YOUR ITEMIZED RECEIPTS • $3, 000 limit per receipt • Submit ER form with receipt(s) and Authorized Signer signature in the SLICE office • Can reimburse student, staff, faculty, parent, non-CMU person, but cannot be an organization/company If purchasing a GOOD Make sure your receipt is itemized and shows proof of payment (how) NO SERVICES! NO EXCEPTIONS! Services cannot be reimbursed NO VENMO or SQUARE payments! NO RAFFLES / GAMES OF Food Supplies Registration fees Fuel/parking /toll

Purchase Order Equipment • Check payment rentals • Higher costs should be on PO • Services on campus must have UCO approval PRIOR to submitting. Entertainme nt Payment Request Form Catering • Submit Payment Request form with attached quote/invoice Purchase > $3, 000 If purchasing a SERVICE If purchasing a GOOD The invoice should be itemized and include no sales tax UCO must review and approve a quote or service contract PRIOR to submitting the payment request NO VENMO or SQUARE payments! NO RAFFLES / GAMES OF

Journal Entry Transfer • Transfer funds from one on-campus account to another on-campus account • Used to provide funding or payment to another org • Forms located in the SLICE office If you are paying/funding an org You will complete and submit the JE transfer form Exceptions… AB Tech and The Tartan provide invoices that are processed by SLICE office every other week

On-Campus Purchase • Payment to on—campus vendor using a form with your Oracle string • Submit form to SLICE front desk, receive a different form to take to on-campus vendor for payment • Submit receipt from on-campus vendor to SLICE office IMMEDIATELY after the purchase is complete • Use for purchases at (to name a few)… - Bookstore - Entropy Plan ahead - Art store If you need to make a purchase - Tartan. INK on the weekend or in the evening, the Authorized Signer should stop in during business hours to complete the form at the SLICE front desk

Every Purchase needs a Business Justification Who What Where When Why • Who was the expense for? How many people attended? • **number of people required for FOOD – 5 or less people require FIRST AND LAST NAMES of attendees** • What did you buy? Be specific • Where did the expense occur? Where did your event or meeting take place? • When did the event or meeting take place? • Why was the purchase made? • How does it relate to your organization’s mission?

Examples of Business Justifications BAD ☹ GOOD ☺ Food for General Body Meeting 3 Pizzas from Pizza Perfecta for 12 people attending General Body Meeting held on 9/7/19 in Cohon Center 318 G to discuss membership outreach. Equipment for Members 10 helmets from REI for members to wear while biking during club trips. Helmets are needed for safety.

PRIZES / GIFTS / AWARDS

PRIZES / GIFTS / AWARDS If you would like to purchase any prizes, gifts, awards… Schedule a meeting with SLICE @ https: //calendly. com/pcard-meetings ü All prizes, gifts, and awards require the names of the winners to be submitted ü Any prizes, gifts, or awards over $75 require a completed PRIZE FORM and a completed tax form ü Gift cards of any value require a completed PRIZE FORM and a completed tax form

SLICE RESOURCES & SERVICES

Resources and Services Cash Box ü Beneficial for student orgs selling goods or tickets ü Can request $50 starter cash, to make change ü Request form on the SLICE Bridge page Deposits ü Deposit cash and checks into org and gift accounts ü Deposits take a while to show up on the Bridge ü Deposit envelopes available in the SLICE office ü DEPOSIT CHECKS THE SAME DAY THEY ARE RECEIVED Credit Card Terminals ü Beneficial for student orgs selling goods or tickets ü Requires a separate one hour training ü Request form on the SLICE Bridge page Online Tickets ü Carnegiemellontickets. com ü Use for ticket sales, goods (tshirts, hats, etc), dues ü Request form on the SLICE Bridge page All checks written to your student org should be made out to: CARNEGIE MELLON UNIVERSITY

Travel and SLICE Van Travel – Lodging and airfare ü Request travel meeting on SLICE Website ü Book lodging (hotel and air. BNB) and airfare ü Attend Transportation: Money on the Move today! Travel – Truck Rental ü Request meeting for a truck rental on the SLICE Website ü Book Uhaul or Penske truck ü Attend Transportation: Money on the Move today! Travel – Car Rental ü Request care rental on the SLICE Bridge page ü Request at least 5 days prior to travel ü Bus rentals – use PO in the SLICE office SLICE Van ü Complete Motor Vehicle Request in the SLICE office and BRING YOUR DRIVER’S LICENSE ü Request to use SLICE Van on the Bridge ü Singe day use only – specific time slots

SLICE Financial Forms Visit https: //www. cmu. edu/student-affairs/slice/resources/financial-management/forms. html

YOU & THE JFC

You & The JFC FY 20 BUDGETS: Review your FY 20 allocations. Capital Funds are not in your org account FY 20 Budgets: Do this Now Intent to Fund: Do this in Oct Next Year’s Budget: Do this in January Fiscal Close: Do this in June INTENT TO FUND: To receive funds for 2020 -2021, complete the application NEXT YEAR’S BUDGET: Must attend mandatory info session. JFC reps work with groups to upload their 2020 -2021 budgets. BUDGETS DUE IN JANUARY FISCAL CLOSE: Rollover & Debt Forgiveness Requests for rollover or debt forgiveness due early/mid-June

THE BRIDGE

3 BIG TAKEAWAYS from today’s session… CONSCIENCE • YOU are the conscience of your org! Make fiscally responsible decisions! DOUBT MEANS DON’T • If you’re unsure about a policy or procedure, stop into SLICE and ASK! USE YOUR RESOURCES • You can troubleshoot most things for yourself – SLICE website, BRIDGE finances, ect.

If you are replacing one of your organization’s authorized signers, please write the name of the outgoing signer on the back of your card so that we can remove their permissions from The Bridge and instate you as the signer. Thank you!

NOW WHAT? Over the course of the coming days, we will update you as AUTHORIZED SIGNER on your Bridge page. Once you have this access in your org’s Bridge roster, you will have ability to view org finances. Be sure your Bridge Roster is UPDATED! In order to ensure you’ve attended the required TLC sessions, be sure you get your card PUNCHED at all sessions and drop off your card before leaving the TLC.

Schedule a meeting with a SLICE Staff Member PCard purchase meeting Pcard Walk-in hours Travel meeting (hotel / airfare) : https: //calendly. com/travel-meeting Rental Cars (no meeting / Bridge form) https: //thebridge. cmu. edu/submitter/form/start/203597 Finance meeting: https: //www. cmu. edu/student-affairs/slice/about-us/meetslice. html Student Org conference room reservations: CUC-306: https: //calendly. com/cuc-306 CUC-329: https: //calendly. com/cuc-329

Contact US! Vanessa Branch – Senior Financial Administrator – vrbranch@andrew. cmu. edu Kimberly Reynolds – Financial Assistant – klreynolds@andrew. cmu. edu Ashley Carman – Financial Assistant – acarman@andrew. cmu. edu SLICE Office (412) 268 – 8704 Cohon Center 1 st floor, Suite 103 Cohon Center Lower Level – down hallway next to Tartan. Ink