Student Organization Leadership Training Financial Officers A STEPBYSTEP

Student Organization Leadership Training – Financial Officers A STEP-BY-STEP INTRODUCTION TO ORGANIZATION MANAGEMENT, BUDGET AND EVENT PLANNING AT THE GEORGE WASHINGTON UNIVERSITY

Introduction What is the Center for Student Engagement? What is your role as the financial officer? Who is there to help? TBD (Senior Coordinator, DSA Financial Services) Orlando Dozier (Coordinator, DSA Financial Services) Patrick Mitchell (Coordinator, DSA Financial Services) odozier@gwu. edu pmitchel@gwu. edu Your SAT Advisor!

Student Association Who is the Student Association? Nick Gumas– Student Association President Avra Bossov– Student Association Executive Vice President Scott Lauermann– Vice President of Financial Affairs (vpfa@gwu. edu) Ben Pryde – Chairperson, SA Finance Committee (gwsafinance@gmail. com) What do they do for student organizations? Should your student organization ask them for money? How do you receive funding for the SA? Budget allocation after registration Co-Sponsorships Questions? Financial Policies – Finance Chair EAFs or reimbursements - VPFA

Financial Accounts CSE Accounts Student Association Account § SA allocation: § Must submit budget request (when registering organizations) to be eligible to receive funding § Not all organizations receive funding § SA will distribute allocations to organizations for all expenses for the entire year! § SA EAF (white form) § Signed by President or Treasurer § Must be signed by SAT advisor § Submit to SA Office § Blank EAF’s are located at the CSE Office, SA Office § Must be fill out every time a financial transaction is made • Three primary types: o o o • • Revenue Account: Funds generated by the organization (fundraisers, member dues, ticket sales, etc. ) Gift Account: Money typically obtained through corporate or individual donations Campus Recreation Account: Money provided by Campus Recreation for Club Sports***DOES NOT ROLL OVER Roll Over from year to year Revenue EAF (white form) Signed by President or Treasurer Must be signed by SAT advisor Submit to CSE Office Blank EAF’s are located at the CSE Office, SA Office or under the “Forms” link on the left side of the Student Org’s web page. Must be fill out every time a financial transaction is made Off campus bank accounts - Not allowed or supported

Types of Payments on EAFs Student Association EAF CSE EAF PETTY CASH CREDIT CARD CHECK TO VENDOR REIMBURSEMENT UNIVERSITY TRANSFER SODEXO CATERING MARVIN CENTER/LISNER ENTERPRISE CAR RENTAL TRAVEL OTHER

Expenditure Approval Forms (EAF) Student Association CSE

SA ACCOUNTS Administrative Programming Memberships Events that occur on Subscriptions NON-GW Office Copying Miscellaneous Office Conferences Postage Office Supplies Uniforms Miscellaneous Supplies Advertising Athletic/Game Officials GW Printing/Graphics annual basis (i. e. Recruitment, Fall Speaker Series, etc. ) Events that you are planning on having the upcoming year Events for members and student body at large

SUB-ORGANIZATIONS Each sub-organization provides umbrella organization with a budget request Umbrella organization is allocated funds for all suborganizations Umbrella organizations must re-allocate suborganization funding to each sub-organization with SA allocation Umbrella organizations must sign off on each SA EAF Umbrella groups with sub-organization funding: Club Sports Council Engineer’s Council GSEHD SA MBAA

SA Finance Policy Manual Details SA Allocation process Details rules and regulations regarding SA Funding Details prohibited items Details allocation appeals process Criteria the SA considers when deciding allocations Refer to the SA’s senate finance committee policy manual if you have questions Contact Ben Pryde, Senate Finance Committee Chair, with questions at gwsafinance@gmail. com or your SAT Advisor

Now what? Make certain you keep up with the amount of money you have in all of your accounts by creating a budget tracking system or emailing your SAT advisor for an update on your account balances Only the President and Financial Officer (you) has access to request your organization’s Revenue & SA Account balances Keep accurate records of all financial transactions for your organization’s account (copy everything!) Contact the staff in DSA Financial Services in CSE with any questions

Questions Q: What are the types of accounts? Q: What accounts roll over each year? Q: Who has access to request the balance for your organization’s accounts?

Answers A: SA Account, Revenue Account, Gift Account, Club Sports Account A: Revenue and Gift- NOT SA or CLUB SPORTS A: The president and financial officer

Creating Budgets

Budget Document All student organizations that requested SA funding for 2015 -2016 academic year completed the SA Budget Excel document Creates uniformity amongst student organizations Adds further details for the SA Finance Committee Differentiates between Administrative, Programming, and Suborganization Expenses Creates an overview sheet for the SA Finance Committee Student organizations NOT requesting funding did not have to create/submit budget

Budget Document Four main components Administrative Memberships Subscriptions NON-GW Office Copying Miscellaneous Office Conferences Postage Office Supplies Programming Suborganizations Revenue • • • Uniforms Miscellaneous Supplies Advertising Athletic/Game Officials GW Printing/Graphics

Financial Policies

CSE Quick Guides Quick Reference Guides on policies, procedures for all student organization transactions Available on Student Organization Forms and Documents website: http: //studentengagement. gwu. edu/studentorganization-forms-and-documents Quick Guide on Contracts Quick Guide on Payments Quick Guide on SA EAFs Quick Guide on Tax Exemption Quick Guide on Travel Quick Guide on Vendors

Payment to Vendors Registration/Tournament Fees Individual and Sole Proprietorships Commercial Vendors Prizes, Awards, and Scholarships

Reimbursements & EAFs All reimbursements MUST be submitted within 30 days of ORIGINAL purchase! ü Org must have sufficient funds to cover the expense ü Must submit paperwork within 30 days of original purchase ü Original receipts must be attached to an EAF ü ü ü ü Must be taped to an 8 ½ x 11 sheet of paper (no staples) Reimbursement request must equal or be less than receipt amount Follow all guidelines on the EAF form (incomplete EAF’s will delay reimbursement time) Complete the Individual Reimbursement section of the EAF Must have appropriate signatures Must submit to the correct location (different depending on type of EAF) ADDRESS MUST MATCH BANWEB!!!! Note: You will be contacted by your student organization to find out if you can work with staff to put charges on a University credit card

Reimbursements & EAFs ü Ø Ø Individual being reimbursed MUST be the same person that made the original purchase RECEIPTS FOR REIMBURSEMENT SHOULDNOT INCLUDE ANY ITEMS EXCEPT WHAT IS BEING REIMBURSED Students CANNOT/WILL NOT be reimbursed for personal (out of pocket) money spent for services requiring contracts (i. e. performer payment with personal money = NO REIMBURSEMENT) Each individual may only request $600 in reimbursements per academic year (any amount over $600/individual may be taxed to that individual). ALL ADDRESS MUST BE UPDATED AND ACCURATE IN BANWEB (where you register for classes) Signing up for direct deposit will decrease time it takes to receive reimbursement If you are a student employee being reimbursed please see Orlando Dozier for further steps to reimbursement.

Questions Q: What is the maximum for reimbursements in one year before being taxed? Q: How many days do you have to turn in a receipt? Q: Where do I turn in the reimbursement request?

Answers A: $600 A: 30 A: Student Association (white copy and receipt) Center for Student Engagement (yellow and receipt)

TRAVELLING NEED TO TRAVEL? MUST NOTIFY CSE in advance CSE books all travel that is fully paid for with university funds (reimbursements are available for portions of travel expenses) There are three forms for travel: Vehicle Request Form; Hotel Request Form; Air Travel Request Form Fill out forms and turn in with EAF LOCATED IN CSE

TRAVEL POLICIES i. Buy Travel All travel reservations are to be made through at CSE UNLESS special rate through CONFERENCE OR TOURNAMENT http: //www. gwu. edu/~supchn/i. Buy_Travel

Driving Policy Must be 21 years old to drive Authorized student drivers will be required to purchase insurance through Enterprise Authorized student drivers can drive 300 miles one way per trip All authorized drivers are required to be registered and approved to drive through the CSE and Risk Management All minivans have 250 free miles per day, $. 25/mile above 250 miles IF AN ACCIDENT OCCURS, MUST NOTIFY CSE AND RISK MANAGEMENT IMMEDIATELY

Travel Form 1 - Registration and Emergency Contacts (This form needs to be completed and submitted to your SAT Advsior at least (10) business days before leaving for the trip. ) Travel Form 2 – Participation (EVERY person traveling must fill out this form. All travelers must be listed in the student organization roster. Submit all participant forms together at the same time to your SAT Advisor before leaving for the trip. ) Driver Registration Form (EVERY driver needs to complete this form to become a registered driver. After completing the form, take it to your SAT advisor and have them sign and fax to the Office of Health and Safety) studentorgs. gwu. edu/Student. Organization. Forms

Driving Radius

Driving Radius Locations drivers can drive to: New York City Pittsburgh, PA Philadelphia, PA Raleigh, NC Roanoke, VA Morgantown, WV All of NJ, MD, DE Most of VA

Questions Q: How do you get registered to drive? Q: How far can drivers drive? Q: How many free miles do you get with a minivan per day? Q: Who is covered under GW’s insurance?

Answers A: Contact student organization advisor, fill out application, pass test A: 300 miles per trip each way A: 250 FREE MILES PER DAY A: Registered drivers

Deposits Deposit Slip Student must come into the CSE and fill out and meet with an authorized staff member who will confirm deposited amount Where does it go? The deposit will be credited to the student organization Revenue Account The deposit will be subject to reduction should a check be returned for nonsufficient funds All checks must be written to “The George Washington University” or must state clearly in the “TO” line “GW STUDENT ORGANIZATION” OVER NIGHT DEPOSITS ARE AVAILABLE

Questions Q: Where do you hand in overnight deposits? Q: Which account does you student orgs deposit go into? Q: When depositing a check, who must the checks be written to when to?

Answers A: Fifth floor Marvin Center. A: The student organization’s Revenue Account. A: All checks must e written to “The George Washington University, ” or must state clearly in the “To” line “GW Student Organization. ”

Petty Cash Available to all student organizations and staff Must fill out an EAF requesting Petty Cash Takes three business days for request to be processed & approved Limited to $150. 00 per request Cannot be used for tobacco, alcohol, or to pay vendors Petty cash receipts and left over cash Turn back into CSE within 5 business days of pick up Penalties: Organization will be charged for full amount/unable to request money for the remainder of the year Pick up petty cash at CSE 5 th floor Marvin Center – Orlando Dozier and CSE Student Coordinator for Financial Services

Donations ü Donations can be made with funds from your Revenue Account ü ü Submit a memo to the CSE with: ü Organization’s name, address, contact person, amount you wish to donate ü Copy of the organization’s W-9 International Organization Donations require: ü ü ü Ø Name of organization Bank name, bank account #, bank routing #, bank address Type of entity (corp, partnership) Domicile of entity (name of country) Copy of organization’s W-9 Takes time to complete donation Ø SA funds are NOT allowed to be used for donations

Questions Q: What’s the Maximum amount of money a student org can request in petty cash? Q: Petty cash and left over receipts must be returned in how many business days from pick up? Q: Are SA Funds allowed to be used for Donations?

Answers A: One can request up to $150. A: Left over petty cash and receipts must be returned within 5 business days? A: No, donations can only be made with funds from your revenue account.

CSE Credit Card Payment Website Members of student organizations can make payments for various items with a credit card Dues T-Shirts Event Registration/Tickets Other Purchaser must select student organization Student organization’s Revenue Account will be credited at least twice per month Purchaser will receive a receipt and email confirmation Student organization will receive an email with the list of deposits https: //my. gwu. edu/mod/cse/index. cfm

Event Planning

GW for George Presents: George’s Fall Ball What is the purpose of the event? Where will you host the event? When is the best time for the event? How many people are you anticipating? Who can co-sponsor the event with you? Music? Publicity? Theme? Decorations? The earlier you plan the better!

Marvin Center Event Scheduling Changes and new policies All forms can be found online https: //events-venues. gwu. edu/ The George Washington University has hundreds of rooms that can be booked for various events – therefore be sure to print out the receipts to avoid confusion Lisner Auditorium is booked through contacting them directly: http: //www. lisner. org/contact. asp

Developing Date and Location Look at event calendar to make sure your student organization is not planning an event that will coincide with a major university event or holiday Make certain you choose both an ideal location and a rain/alternative location In this case, we want the Grand Ballroom and will book the space through Events and Venues

Campus Spaces & Payments § Marvin Center & University Conferences § § § § https: //events-venues. gwu. edu/student-organizations Marvin Center Space, Outdoor Space, E Street, Alumni House: Marvin Center 204, 202 -9947470 Space fees apply [if less than 75% of your audience is GW affiliated] Space fees always apply with events in E Street space Technology/equipment fees apply Requests GWPD for student organization use Must identify whether funding for event will come from SA or Revenue Account § Mount Vernon § Hand Chapel, Post Hall, Pelham Commons, Eckles Auditorium, The Quad: § § § mvc. events-venues. gwu. edu mvevents@gwu. edu Space fees may apply [if less than 75% of your audience is GW affiliated] Technology/equipment fees apply Requests GWPD for student organization use Summit payment fees applicable § Jack Morton Auditorium: 202 -994 -7736 § § Space fees always apply with events; $750 Equipment fees apply

Campus Spaces Continued § Academic Space: 202 -994 -4915 or sched@gwu. edu § § § Fees apply Rental Request Form must be submitted to Academic Scheduling Office (electronic form) Contact Coordinator, DOS Financial Services afterwards to initiate payment http: //www. gwu. edu/~regweb/web-content/scheduling/res_procedures. html Policies: http: //www. gwu. edu/~regweb/web-content/scheduling/res_policies. pdf § Academic Technologies: 202 -994 -7900 or acadtech@gwu. edu § § § Fees apply Contact Coordinator, DSA Financial Services afterwards to initiate payment Technology Request Form must be submitted to Academic Technologies Solution Center Note: Plan on additional fees for a/v tech equipment, grounds crew (if outdoors and large attendance, etc. )

Finding Co-sponsorships § SA Co-sponsorship (through Student Org Management Website) § GW Student Dining Board (through Student Org Management Website) § Marvin Center Governing Board (through Student Org Management Website) § Residence Hall Association (contact RHA directly)

Co-Sponsorships § Criteria varies for each department, committee, association, or council that provides funding § Other funding opportunities may exist that are specific to individual groups. How to apply for a Co-sponsorship: 1) 2) 3) 4) 5) Start at http: //studentengagement. gwu. edu/student-organizations and click on log-in Login with personal username & netid Click on organization name link Click “Co-sponsorships” on the right side Follow the steps to apply

Co-Sponsorships

Contracts Contract Information Sheets (CIS) must be filled out with anyone who is will be participating in the event that is not affiliated with the university The form must be processed before the event occurs The contract process takes 8 weeks for process. If you want your vendor to be approved or paid on time turn the CIS form in as soon as possible Students are not allowed to sign contracts so be in constant contact with your SAT Advisor until it is fully processed

Contracts When do you need a contact? Anytime a student organization wants to hire a vendor/performer regardless of payment What is the timeline of a contact? ü ü Takes at least 8 weeks PRIOR to event to fully process a contract Payments occur AFTER service is provided (typically 4 -6 weeks after) ü What do I need to submit to begin the contract process: ü Completed Contract Information Sheet (CIS) ü Signed EAF(s) ü If vendor has their own contract, attach vendor’s contract to the CIS Ø Students are not allowed to sign contracts

Contracts: The Advisor’s Role → Advisor works with vendor to reach a contractual agreement for services requested → Advisor works with vendor to complete additional documentation with vendor (tax form, registration, & payment procedures) → Contract is reviewed by a number of Administrators (SAT Advisor, General Counsel, and Risk Management → A typical contract exchanges hands 5 -6 times before it is complete! TIPS: → Keep in contact with SAT Advisor

Questions Q: When do you need a contract? Q: What is the timeline of a contract? Q: When is the vendor/performer paid? Q: What do I need to begin the contract process? Q: Are students allowed to sign contracts?

Answers A: Anytime a student organization wants to hire a vendor/performer regardless of payment. A: It takes at least 8 weeks prior to the event to fully process a contract. A: Payments occur 4 -6 weeks after service is provided. A: You need a completed Contract Information Sheet (CIS), Signed EAF(s), and attach the vendor’s contract to the CIS. GIVE TO ADVISOR! A: No, students are not allowed to sign contracts.

Risk Management Center for Alcohol and other Drug Education George Washington University Police Department If requesting GWPD in Marvin Center & University Conferences governed space, MC Event Planners will submit request per your notification/request. MC Event Planners will include GWPD cost in your MC invoice If requesting GWPD for non Marvin Center & University Conferences supervised activities/events: http: //gwired. gwu. edu/upd/Services/Makea. Requestfor. Service/Sec urity. Services. Request/ Online request required Must identify whether funding for GWPD will come from SA or Revenue Account Transportation Vendors Entertainment Vendors

Marketing and Publicity Make certain that your student organization is using their resources for creating posters and making their event known on campus. A co-sponsorship with a student organization can be fiscal, manual assistance, or spreading the word. Generate a poster for the event and be very careful to include all of the logos of the student organizations and other university departments that are cosponsoring. QUESTIONS ABOUT CREATIVE MANAGEMENT- visit http: //creativeservices. gwu. edu/ Use current and up to date logos QUESTIONS ABOUT T-SHIRTS, LOGOS- contact Licensing and Trademarks at ltp@gwu. edu Must use approved vendors for imprinted items. For list of vendors visit: http: //studentengagement. gwu. edu/student-organization-forms-anddocuments

Catering § Foggy Bottom Colonial Catering (Sodexo): Marvin Center 204, 202 -994 -7472 § EAF required § Submit catering contract with EAF § DO NOT SIGN CONTRACT § Mount Vernon Colonial Catering (Sodexo): 202 -242 -3923 § EAF required § Submit catering contract with EAF § DO NOT SIGN CONTRACT § Any indoor Marvin Center or West Hall space requires Sodexo catering. Any outdoor space or other indoor space other catering vendors may be utilized. § Academic Space does not allow food.

Important Financial Dates ü Fall Organization Registration Period……………… 9/18/14 ü Fall Student Organization Leadership Training……. ü Spring Student Organization Leadership Training…. ü Spring Organization 2015 -2016 Registration Period. . ü SA Mid-Year Review……………. . ü Budgets Due……………. . TBD ü SA Budget Decisions (emailed) …………… ü SA Allocation Appeals………………… ü SA Co-sponsorship Requests Due………. . …… ü EAF final submission due date…. …. . ………… ü 2014 -2015 Registration Expires……………. . 9/9/14 8/24/14 1/11/14 TBD TBD TBD 5/1/15

Questions? CONTACT YOUR STUDENT ORGANIZATION ADVISOR WITH ANY FUTURE CONCERNS!