STUDENT ACTIVITIES FINANCIAL PROCEDURE MANUAL 4 STUDENT ORGANIZATIONS

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1 1 STUDENT ACTIVITIES FINANCIAL PROCEDURE MANUAL 4 STUDENT ORGANIZATIONS

2 ABOUT UNIVERSITY CENTER AND STUDENT ACTIVITIES The University Center team financially supports your organization in the following ways: o o o Ensuring that the funding process is fair, open, and non-discriminatory Advertising, assisting, coordinating, and advocating on behalf of your organization Providing financial training, resources, and assistance in budget management 2 Where does the money come from? o Student Activities fees are charged to students each semester; the funds are then distributed amongst the Student Organization Governance Boards to facilitate programming initiatives for the AU student community. Undergraduates pay $73.50 per semester Graduate students pay $30.00 per semester USE OF STUDENT ACTIVITIES FEES FOR STUDENT ORGANIZATIONS ACCEPTABLE USES Cultural, social, and educational enrichment programs Recreational and social activities (under policy guidelines) Student media and publications Student Organization Travel (within prescribed limits) Other student services (within prescribed limits UNACCEPTABLE USES Alcohol and tobacco Individual membership and dues Donations Personal gain For questions regarding acceptable uses of Student Activity fees please contact Calvin Haney, Associate Director with Student Activities:

3 AMERICAN UNIVERSITY CLUB COUNCIL Hours: Monday-Thursday 10:30-8:30 and Friday 10:30-5:30 PHONE: LOCATION: MGC About AUCC Mission: To support club success through activities in three areas: Funding, Resources, and Coaching & Development Funding: To allocate funds to all recognized undergraduate and graduate organizations at the American University. For more information about the AUCC Funding Request process please visit the AU Club Council Funding Process review page: Resources: To provide a center for clubs to access resources including storage, copiers, poster materials, computer access with products to assist in the creation of posters (i.e. Photoshop, Illustrator, etc.), and information about alternative funding sources, co-sponsorship opportunities, club rules and regulations, etc. Coaching & Development: To provide internal organizational and leadership development for clubs and club leaders through open houses, training sessions, and one-on-one coaching.

4 AVAILABLE FINANCIAL RESOURCES 4 Purchase Cards, Gift Cards, and Eaglebucks Cards Portable Eaglebucks readers and Cashboxes Avis Car Rentals Eventbrite Online Orders Budgeting Templates Checks and Purchase Orders Aramark Catering FINANCIAL REQUEST FORM This form is what all organizations will use as their primary way to use their group s funds. This form can be used for o Online Orders o Car Rentals o Purchase Cards, Gift Cards, and Eaglebucks Cards o Aramark Catering and 2fix Service Orders Required Information Only financial approval members should sign submitted Financial Request Form If you are purchasing goods for an event, the 25Live confirmation# must be filled out Student Activities Advisor must approve all requests over $100 SA Director or Senior Director must approve all contracts and purchases over $1,000

5 FINANCIAL REQUEST FORM CONTINUED PURCHASE CARDS, GIFT CARDS, EAGLEBUCKS CARDS You would request a purchase card for any goods or services within the defined limits You would need a gift card if you are buying from Safeway, Giant, or Costco You would request an Eaglebucks card if you are buying supplies from a company that accepts Eaglebucks. (http://www.american.edu/ocl/housing/eaglebucks.cfm) 5 All these purchases must be less than $500 Purchases under $100 do not need to be signed by your group s advisors and can be submitted to the front desk Purchases over $100 need to be approved by your advisor and should be submitted to your assigned SA advisor Purchases over $250.00, you must meet with a SA Advisor before you submit your Financial Request ( your SA Advisor to schedule an appointment for review and signature) CAR RENTALS If you need to rent a car for a particular event, you must use Avis because AU has a contract with them Reservation print-out must be attached with your request Student Activities will not give out credit cards for gas ONLINE ORDERS All online orders must be managed by UC/SA, and approved by your SA Advisor. ( your SA Advisor to schedule an appointment for review and signature) Print and submit your online shopping cart and we will order the supplies for you. In addition, please make sure to indicate the shipping method and when you need your purchases Send an electronic copy of your order of shopping cart to $500 limit is on these as well Try to order from Amazon so that you can utilize the Amazon Prime Membership (includes free 2 day shipping) PayPal is no longer an acceptable form of payment

6 FUNDS COLLECTION REQUEST FORMS To request the following: 6 - Cashboxes - Starter Cash up to $25 (if available) - Portable Eaglebucks Readers - Wristbands and Tickets Required Information: Org Info Event Info Dates & Times of Sales Pick Up Name Items requesting *Please Note: Eaglebucks reader collections must be associated with the sale of an item. (NO DONATIONS!) About Portable Eaglebucks Readers and Cashboxes Request an Eaglebucks reader if you are charging people to attend your event. AU Students can either pay with Eaglebucks or cash. Cashboxes start with $25 in the box and are used to collect cash at an event. Make sure you specify the amount for you started cash request NOTE: Cashboxes must be returned with the initial $25 dollars in starter cash Students will be notified via from the SA Finance team when your Eaglebucks Reader request is confirmed. Submission of a Funds Collection request form is required to request these services.

7 EVENTBRITE If you wish to do an Eventbrite, please fill out the Eventbrite form located in the Club Financials section of the SA Club Handbook Eventbrite allows you to sell tickets to your events online 7 There is a charge to utilize this service Funds collected from Eventbrite ticket sales will be deposited into your club account 3-5 business days after your event All Eventbrite Request must be submitted to the UC/SA Front Desk from 9-5pm M-F

8 CHECKS AND PURCHASE ORDERS Any order that is over $500 must be paid via check. Every check request must also come with an invoice from the vendor and a W-9. Purchase orders are required for most vendor or contract orders for goods and services above $500. These include guest artists/speakers, supplies, restaurants, etc. 8 Professional Services Agreement (PSA) PSA s are required if you are bringing talent or a service to campus, this includes: DJ s Speakers Bands Caterers Important Notes about Contracts Students are not authorized to sign any agreements with external vendors, artists, speakers, etc. All contracts using any club funds, including self-generated funds, are to be reviewed and signed by AU officials. See your UC/SA Advisor. Students who sign contracts on their own may find themselves PERSONALLY LIABLE for the terms of the contract.

9 ARAMARK CATERING Aramark is the food service contractor on campus and has exclusivity (or the right of first refusal) to cater any event in the University Center footprint (MGC 1-5 and Tavern). https://american.catertrax.com/ is the website you would use to order Aramark. After placing an order attach the confirmation form to a financial request form (orders cannot be placed until their SA advisor has been consulted and has signed off on the transaction). 9

10 FUNDS TRANSFER REQUEST BETWEEN ORGANIZATIONS AND AU DEPARTMENTS To Request the following: All transfers between organizations AU departments, and offices 10 Contract between parties agreeing to issue funds Required Information: Name of receiving department/organization FULL 18-digit account # ( _)- ( _) Last 4-digits are your club acct # Detailed Purpose of transfer Transfer Amount Clubs must submit a signed Funds Transfer Request for to the UCSA Front Desk ( your SA Advisor to schedule an appointment for review and signature)

11 DEPOSIT RECORD FORMS To Request the following: 11 All cash and check deposits received through fundraising, events, donations, dues, ticket or Eventbrite sales etc. All Deposits must be made within 24 business hours of receiving the funds All Deposits must be made at the UC/SA Front Desk from 9-5pm M-F Required Information Org Account # Org Name What Deposit is from with brief explanation Item and Denomination you re depositing Total Print name and of who is making deposit

12 RESOURCE TIMELINES Checks/Purchase Orders (Individuals and Companies) 30 business days before date needed Advisor and Financial Approval: processes within business days A/P: checks cut within 7-10 business days 12 All Checks must have a W9, invoice, and contract (if required) Travel Requests 30 business days before date needed Advisor and Financial Approval: processes within business days Once all required paperwork has been received and approved by Student Activities, A/P issues check within 7-10 business days (if applicable) Purchase Cards, Gift Cards, Eaglebucks Cards Pick-ups and Returns Request is needed 3 business days before desired pick-up date Once card is issued you have a max of 2 days to use All cards are due back by 11am on due date You must pick up the card the day you requested it for, if you don t pick it up we will cancel your request. If you expect a delay or you are late please contact Online Orders, Custom Ink Orders, Avis Car Rentals, Service Requests & Funds Collection Requests All orders must be submitted at least 10 business days before needed. Please make sure all appropriate paperwork is attached for fast processing. o Tip! Submit a funds collection request the moment you plan an event. Resources go FAST!

13 13 VIEWING STUDENT GROUP ACCOUNTS IN THE STUDENT ORGANIZATION NETWORK (SON) You can access SON my visiting Two group administrators who attend club renewal training will be the administrator on SON and will be able to view financial information SON will provide your organization with a detailed transaction log in addition to other group resources Regularly monitor your SON account to make sure your funds are recorded correctly o It is highly recommended to keep your own financial records and budget

14 FINANCIAL SANCTIONS Late Notices First Transgression: Warning Once item is late an notification is sent. The student has 24 hours to return the item and/or respond. All pending requests will be suspended until item is returned. 14 Second Transgression: Meeting with Advisor, Organization President/Treasurer and Student Meeting will map out a plan to rectify the issue. All pending requests will be suspended until item is returned. Third Transgression: One Month of Fiscal Suspension of Student and/or Organization Student and/or organization will have all financial requests suspended for one month. Financial item must be returned immediately. Fourth Transgression: Student or Organization Suspended for Semester Student and/or organization will have all financial requests suspended for one semester. Financial item must be returned immediately. Lost Items Purchase Cards & Eaglebucks Cards If lost fiscal suspension of the individual or organization for the semester will occur. All charges accrued while item is lost will be paid by organization. Individual or organization will be placed on a one semester suspension. Gift Cards If lost, organization will be responsible for the full amount of the gift card. Individual or organization will be placed on a one semester suspension. Missing Receipts - All receipts must be turned in - warning for First Incident - One Month of Fiscal Suspension for Second Incident of missing receipt the individual or organization will be.

15 FINANCIAL STAFF Ritanch Hans- Financial Administrator AU Club Council Clubs Phone: Office Hours 15 Monday, Thursday, Friday 10:00-6:00 Tuesday and Wednesday 9:00-5:00 Ebonie Smith Financial Administrator Graduate Groups, Student Government, Fraternity and Sorority Life Phone: Office Hours Monday- Friday 8:00-4:00 Connor Becker Assistant Financial Administrator SA Financial Transaction Support Assistant

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