Finance Training Manual

Transcription

1 Updated August 10, 2015 Finance Training Manual The Hw-T Guide t Help Yur Organizatin Becme Successful with Utilizing Student Activity Fee Funds 1

2 Table f Cntents Criteria Prir t Accessing Allcated Funds... 4 Respnsibilities f the Organizatin (as it relates t Finance)... 5 Types f Funding Available thrugh Mnre Park SGA... 6 Line Items... 9 After I Submit My Request fr Funding Self Registratin with eva Trademarks and Licensing Travel Per Diem Timelines fr Paperwrk Submissins Categries/Types f Purchase Requests Hw t Submit a Purchase Request After Submitting Yur Purchase Request Online Checklist fr Purchase Request (Standard) Checklist fr Reimbursement (Standard) Imprtant Frms t Be Familiar With Budget Reallcatin Revenue fr Yur Organizatin Revenue thrugh Ticket Sales (Break Pint) ***Imprtant Things t Remember*** Imprtant Links Frequently Asked Questins Finance Dictinary Imprtant Cntacts t Remember

3 Welcme t USC&A Finance Training 101. This is yur fficial hw t guide t help yu gain an understanding f what is required frm yur rganizatin in rder t apprpriately use funding apprved frm the Student Gvernment Assciatin (SGA). The purpse f this manual is t help yu and yur rganizatin understand: the criteria needed befre accessing funds the types f funding available fr yur rganizatin t apply fr thrugh SGA the deadlines invlved with submitting a purchase request hw t submit a purchase request yur respnsibilities as an rganizatin as they relate t the purchase request prcess hw t be mre prductive with future purchase requests Any questins regarding the material presented in this manual can be address with the Crdinatr fr Student Organizatin Finance (CFSOF) at cfsf@vcu.edu. Disclaimer Funding is nly available t student rganizatins frm the campus frm which they riginate. S there are n funds fr MCV Campus grups frm the Mnre Park Campus and vice versa. 3

4 Criteria Prir t Accessing Allcated Funds Prir t accessing rganizatin funds granted by SGA, the fllwing requirements must be met: Must be a registered student rganizatin fr the current schl year Must have access t myorgs ( Yu will need t use yur VCU eid t lgin The Organizatin s President is respnsible fr updating themselves n the rster page. All Presidents and Treasurers are required t attend the USC&A Finance Training and t cmplete the USC&A Finance mandatry 10 questin quiz with a passing scre f an 80 t be USC&A Finance Apprved. The students wh cmplete this training are the fficers respnsible fr authrizing the spending f rganizatin funds. It is the respnsibility f the trained fficers t educate all rganizatin members n the apprpriate financial prcesses. Student Activity Fee: The Basics Fr rganizatins that is awarded funding by the Mnre Park Campus SGA Apprpriatins Cmmittee: The 10% rule is gne s Fall funds autmatically rll t Spring Keep in mind hwever funds d nt rll ver frm spring t the next fall Funds have t be used fr the current fiscal year (July 1 June 30) Avid lsing privileges f yur funds. Plan and spend accrdingly. 4

5 Respnsibilities f the Organizatin (as it relates t Finance) We are here t assist with ensuring each finance request yur rganizatin places is apprved & prcessed in a timely manner. Hwever, there are sme things that we need yu t take respnsibility fr t ensure each request ges as smthly as pssible: Cmmunicate with the CFSOF early n if there needs t be an exceptin made, r if there will be a cnflict that arises. Ensure that all f the paperwrk necessary fr the request is turned in a timely manner. The fficers, wh went thrugh finance training, MUST educate all rganizatin members n the apprpriate financial prcesses. Als, it is yur respnsibility as an rganizatin t cntact yur vendr where yu are rdering the gds and/r services frm. With this, yur rganizatin must cntact the vendr t: Obtain the initial qute fr the gds and/r services yu are requesting. Place the rder fr the gds and/r services. Exceptin: If yur rder will be paid with a card by USC&A Staff, then yu will wrk with yur Accunt Specialist t have that rder placed & paid. Obtain the final invice frm the vendr & prvide it t the crrespnding Accunt Specialist t ensure there is nt a delay in yur vendr getting paid and yur request is cmplete Advise the vendr that they will be paid 30 days after Accunts Payable receives the invice, cnfirmatin f gds received, AND Stage 4 is cmplete (fr purchase requests where the vendr will be paid with a check). 5

6 Types f Funding Available thrugh Mnre Park SGA There are three types f funds that are available fr yur rganizatin t apply fr. It is imprtant that yu are mindful f the deadlines that are assciated with each type f funding s please plan accrdingly. Fr brand new rganizatins OR rganizatins that has been inactive fr at least ne year, yu must be registered fr the current schl year fr at least 30 days befre applying fr funds. All funding requests are submitted thrugh Mnre Park Campus SGA s myorgs page. Frm there, click Frms t access the funding frms. Operatinal funding is n a first cme first serve basis during the year. Funds fr the next fiscal year are applied fr during the spring f the current year. Funding t help run the rganizatin run smthly Typical items purchased with peratinal funding include, but are nt limited t: T shirts t help prmte the rganizatin Equipment used every day fr the rganizatin Up t $ is available per year. The deadline t apply fr the $ peratinal grant is February 15 th. This grant cvers anything that desn t fall under a specific event r travel Operatinal funding can nly be applied fr and awarded nce per academic year Travel funding is applied based n travel date. Up t $2,500 is available per year fr travel Travel fr cnferences, cmpetitins, and activities t help prmte VCU MPC SGA Apprpriatins Cmmittee will fund up t $500 per persn t travel ***Even thugh yu may be awarded travel funding, yu still have t cmplete yur travel authrizatin and any pre apprval (if necessary) fr the trip in rder t travel. This has t be cmpleted & turned in at least 30 days prir t yur trip. Failure t d s will result in VCU denying yur request t travel r denying reimbursement fr travel*** 6

7 Event funding is applied fr based n event date. Fr Event funding, yu are able t apply fr up t $5, per semester. ***Yu will use this funding t apply fr all event related funding, including nrmal events*** Fr yur event t be cnsidered Cmplex, either yur Event Planner has t give that discretin, r at least tw f the fllwing must be included in yur event: Mre than 100 attendees Ticket distributin (ticket sales r free tickets fr crwd cntrl) Cntracted services (caterer, perfrmer, speaker, DJ, inflatables, etc.) Plice/Security required (n site cash exchange, alchl, utdr event, etc.) Advanced AV (DJ, band, multiple micrphnes, speakers, etc.) Alchl served Event is a: Scial Festival Carnival Dance Pageant Auctin Open Mic Cncert Culture Shw Fashin Shw Week f events Fundraising Grant fllws the same deadlines as an Event grant. The fllwing guidelines must be met with the Fundraising Grant: The maximum yu can be awarded fr a Fundraising grant is $2, Any funds awarded frm the fundraising grant will be subtracted frm yur Event grant allwance Funds raised have t be dnated t a third part nn prfit philanthrpic rganizatin. The MPC SGA Apprpriatins Cmmittee requires prf f dnatin in the frm f the Expenditure and Dnatin Reprt. This is due t the MPC SGA Apprpriatins Cmmittee n later than 30 days after cmpletin f the fundraiser Yur student rganizatin must be able t present t the Apprpriatins Cmmittee a plan in which yur student rganizatin plans t raise the funds. The amunt f funds raised shuld either be equal r greater than the amunt yu are requesting frm the Fundraising Grant 7

8 Events, Fundraising, and Travel Deadlines Fr Events, Fundraising, r Travel Dates in: Deadline: August (Nt earlier than the first day f classes), September, and Octber April 1, 11:59PM Nvember, December (N later than the last day f classes) January, February September 1, 11:59PM Octber 1, 11:59PM March, April, and May (N later than the last day f classes) January 1, 11:59PM 8

9 Line Items When student rganizatin funding is awarded, it will be brken ut int different categries, r line items. This is cntingent n hw the student rganizatin applies fr the funds and hw the funding is awarded. T ensure that student rganizatins are applying fr funds under the crrect line, please reference the table belw. Based n the specific funding request, all line items will nt be available t apply twards: Line Item Equipment Facilities Fd Misc. Persnnel/Services Publicity Supplies Travel Line Item Descriptin Purchase r Rental Facility rental (nt including persnnel r fd). Fd, fd supplies, catering, gratuity fr fd, which is limited t 20% f ttal bill Items nt classified in ther areas Perfrmers, hnrariums, cntracted services, skilled services, AV Techs Publicity, marketing, t shirts, printing, etc. Office supplies, recreatinal supplies, unifrms, prgram supplies Ldging, transprtatin, registratin, fuel 9

10 After I Submit My Request fr Funding Once yu submit yur request, there are sme additinal steps t fllw that will help yur rganizatin t receive Mnre Park Campus SGA funding. Fr rganizatins that fall under Fraternities and Srrities, Graduate Student Organizatins, Sprts Club Cuncils, r MCV Student Gvernment Assciatin, yu will fllw the prcess based n the guidelines and prcedures yur particular Apprpriatins Cmmittee has set in place ***These steps d nt apply t Operatinal Funding, as yur rganizatin will nt need t meet with the SGA Apprpriatins Cmmittee t discuss peratinal funding.*** 1. Yu will be cntacted with an appintment time t meet with the SGA Apprpriatins Cmmittee. 2. Yu will meet with the SGA Apprpriatins Cmmittee n an appinted Friday t discuss yur request & present supprting dcumentatin. 3. The SGA Apprpriatins Cmmittee will vte t either apprve r deny yur request. 10

11 Applying fr funding thrugh MCV SGA If yur rganizatin riginated n the MCV Campus and is cnsidered an MCV rganizatin, then yu will request funding thrugh MCV SGA. Thrugh MCV SGA, yu are able t request funding fr yur event that will benefit the MCV campus student bdy. Keep in mind with applying fr funding thrugh MCV SGA: Yu will submit yur request t the MCV SGA President Requests must be submitted at least 2 mnths befre the event Yur rganizatin can apply fr up t $3,000 per schl year Yur rganizatin can apply fr funding thrugh MCV SGA at this link: requests Applying fr funding thrugh the Graduate Student Assciatin (GSA) Apprpriatins Cmmittee If yur rganizatin is cnsidered a graduate rganizatin, then yu will apply fr funding thrugh yur GSA Apprpriatins Cmmittee. When apply fr funding thrugh the GSA Apprpriatins Cmmittee, keep in mind: Yu will be applying fr funding fr the entire schl year There will be a deadline fr yur rganizatin t submit yur budget t the GSA Apprpriatins Chair Be mindful f the deadline the GSA Apprpriatins Cmmittee Chair has fr yur rganizatin. Late submissins may be subject t a late penalty fee. The GSA Apprpriatins Chair will prvide yur rganizatin with the budget request frm 11

12 Applying fr funding thrugh The Fraternity and Srrity Gverning Cuncils Finance Cmmittee If yur rganizatin falls under the Fraternity and Srrity Life Gverning Cuncil, then yu will apply fr funding thrugh the Fraternity and Srrity Life Gverning Cuncil Finance Cmmittee. Yur rganizatin has t be a registered student rganizatin here at VCU with the Student Leadership and Invlvement Center New rganizatins will have t be registered with VCU fr at least 3 mnths befre applying fr funds thrugh the Fraternity and Srrity Life Finance Cmmittee. All submissins will be dne nline. Cmmunicatin will be sent t chapter presidents abut due dates. A separate infrmatinal sessin r abut hw t submit F&S budget requests will be held befre the due date. Chapters will be ntified befre the end f the spring semester hw much they received fr the next academic year. T ensure yur rganizatin is awarded funding, please fllw the steps belw as prvided frm the Fraternity and Srrity Life Finance Cmmittee: 1. Dwnlad the new frm: Budget Request Blank 2. Cmplete the frm 3. Submit the frm n myorgs a. G t Fraternity and Srrity Finance Bard b. Click n Frms c. Direct link 4. Schedule an appintment with the Finance Cmmittee a. Yu will be cntacted nce yur applicatin has been verified 5. The Finance Cmmittee meets with a representative frm yur rganizatin t discuss yur prpsed budget 6. The Finance Cmmittee discusses and vtes n yur budget a. After a decisin is made, yu will be cntacted with the results 12

13 Applying fr funding thrugh the Sprts Club Cuncil (SCC) If yur rganizatin is cnsidered a sprts club, then yu will apply fr funding thrugh the Sprts Club Cuncil (SCC). Keep in mind when applying fr funding thrugh the SCC: Yur rganizatin has t be apprved fr membership by the Sprts Club Cuncil in rder t request funding thrugh the SCC Yu will apply fr funding fr the entire schl year during the Spring semester Current SCC rganizatins that are cnsidered active by the SCC fr at least 3 mnths may request supplemental funding thrugh the SCC as needed There is nt a limit set n any type f funding thrugh the Sprts Club Cuncil T ensure yur rganizatin is awarded funding, please fllw the steps belw as prvided frm the Sprts Club Cuncil: Beginning in January, each club President/Treasurer will fill ut and submit an annual budget. This budget will estimate expenses fr the upcming year based n previus year's expenses. In March, each club will make an appintment with the Sprt Club Cuncil t discuss their year and upcming funding needs. The cuncil at this time will ask any relevant questins and clear up any questins they may have with the budget that was submitted. The Sprt Club Cuncil will then discuss and allcate the funds fr the year. After the previus year's reimbursements are cmplete, annual budgets will be finalized and shared with the new club fficers. *Failure t submit a budget in prper frmat by the assigned date and/r failure t sign up fr r attend a budget hearing will result in a club becming ineligible fr annual funding. 13

14 Self Registratin with eva T ensure the prcess f paying a vendr ges as smth as pssible, VCU Prcurement requires that each new vendr is registered in eva. This als includes yur student rganizatin. If VCU is prcessing payment back t yur student rganizatin, then yu will need t cmplete this prcess t ensure payment is prcessed back t yur student rganizatin. Unless infrmatin has changed fr the vendr r yur student rganizatin, self registratin in eva is required nly nce. T cnfirm whether r nt yur particular vendr is registered, yu can search fr yur vendr at this link: If either yur vendr whm yu are wrking with r yur student rganizatin is nt registered in eva, then registratin can be cmpleted here: registratin buyervendr.htm Als, nce registratin is cmplete in eva, VCU needs a cpy f the Cmmnwealth f Virginia Substitute W9 frm. Fr any questins r cncerns regarding self registratin in eva, please cntact eva Custmer Care: (866)

15 Trademarks and Licensing As a student rganizatin, yu are able t apply fr funding twards publicizing yur student rganizatin. We als understand that yu wuld like t display yur rganizatin with pride and at times, yu may want t include a VCU lg r trademark. T ensure yu are prperly fllwing guidelines, anything bearing VCU s key trademarks will need t be purchased frm a licensed vendr. Key VCU trademarks include: Virginia Cmmnwealth University VCU VCU Rams Rams Medical Cllege f Virginia MCV VCU Health System Havc T cnfirm which vendrs are licensed t prduce any f VCU s key trademarks, here is the link t view all current licensed vendrs: Select Internal Campus Supplier (fr give a way items) Fr additinal questins r cncerns, please visit the VCU Trademarks & Licensing website: and licensing/ 15

16 Travel T ensure success f travel, student rganizatins need t adhere t the fllwing guidelines belw: All travel authrizatin paperwrk are due at least 30 days prir t travel t the Student Leadership and Invlvement Center. The minimum GPA requirement fr travel with SGA funding is a 2.5. Airfare and rail must be arranged by the finance ffice (NO EXCEPTIONS). Registratin can be arranged either by the finance ffice, r the student rganizatin can pay ut f pcket, and submit fr reimbursement. Ldging, rental car, and gas will have t be purchased ut f pcket by the student rganizatin. Each student rganizatin will need t plan t have these expenses paid ut f pcket. Student rganizatins will need t submit reimbursement paperwrk within 5 business days after returning frm the trip Turn in cnfirmatin f what travel was fr (cnference website, registratin page, etc.) Required Travel Authrizatin Paperwrk t be turned int the Student Leadership and Invlvement Center USC&A Travel Authrizatin Cver Sheet fr Travel Authrizatin Packet Travelers Statement f Respnsibility and Authrizatin signed by each member traveling Travel Waiver signed by each member traveling t authrize GPA check Traveling Abrad Students traveling abrad with a VCU student rganizatin must cmplete the Glbal Educatin Office s nline travel registry here: B6CA 5056 BA1F 7300FCA776DFD244. GEO serves as ne centralized surce fr cntact infrmatin in case f an emergency abrad invlving a member f the university cmmunity; furthermre, the ffice will ensure that all registered travelers receive necessary health and safety pre departure infrmatin as well as internatinal insurance cverage. Cntact VCU Educatin Abrad at abrad@vcu.edu r if yu have any questins. 16

17 Per Diem VCU perates under Per Diem. When planning event r travel fr yur student rganizatin, keep in mind f what the gvernment per diem rate is fr either where yu are traveling t r where yu are having yur event at. This will help yur student rganizatin determine the maximum t spend fr htel accmmdatins and the maximum t spend fr fd fr yur event. When it cmes t htel accmmdatins, it is recmmended that yu stay either: at the cnference htel, r at a htel under the per diem, r VCU will nt reimburse yu fr any verage (Yu will have t eat the difference between the per diem and any verage.) As a student rganizatin, yu have access t view the per diem website. T find the mst up t date gvernment per diem infrmatin, please visit gsa.gv and click n the Per Diem Rates link: If yu have any questins r cncerns in regards t per diem, please cntact ur finance ffice. 17

18 Timelines fr Paperwrk Submissins In additin t fllwing deadlines t apply fr student rganizatin funding, there are strict deadlines by USC&A Finance fr purchase request submissins fr all rganizatins: 45 Days in advance: All cntracts and hnrariums (including the purchase request) Under NO circumstance shuld yu sign a cntract 30 Days in advance All Purchase Requests (with the exceptin f cntracts). Purchase requests need t be turned in 30 days frm when the student rganizatin needs the request, NOT when payment is due. All Travel Authrizatin Paperwrk All Pre Apprvals fr Travel 7 Days after ntificatin: Any missing dcumentatin pertaining t a specific purchase request The purchase request number must be referenced in all cmmunicatins Within 5 Business Days: All reimbursements After purchase date n receipt r event date (whichever is later): All reimbursements nt related t a specific event r travel Example: t shirts fr yur rganizatin t distribute Example: equipment fr rganizatin s everyday use After event/prgram: All event related reimbursements Yu shuld nt be using Operatinal Funding twards an event. Operatinal funding is t help yur rganizatin run smthly every day. Yu are able t apply fr Cmplex Event Funding. After return frm travel: All travel related reimbursements 18

19 Categries/Types f Purchase Requests When yu are submitting a purchase request fr yur rganizatin, there are 4 categries yu are able t chse frm t submit yur purchase request. This helps the CFSOF identify what yur rganizatin is requesting: Electrnic Purchase Order (EPO): VCU is placing an rder & paying a vendr fr yur rganizatin. The mst standard type f request. Credit Card Order by USC&A Staff (P Card Order): VCU is placing an rder & paying a vendr with a card. Yu will run acrss sme vendrs wh d nt desire t d the EPO technique. Yu will chse this categry fr any rders placed nline, ffice supplies, and travel related purchase requests (airfare and/r cnference registratin) Reimbursement: Either an individual r yur student rganizatin is getting reimbursed fr a purchase fr yur rganizatin. Jurnal Vucher (Internal r External): reallcating funds frm yur rganizatin/department t anther. 19

20 Electrnic Purchase Order An Electrnic Purchase Order (EP/EPO) is where we are ging t pay the vendr fr yu fr yur rder. Keep in mind with the electrnic purchase rder requests: Yur rganizatin is respnsible fr letting the vendr knw they will receive payment 30 days after Accunts Payable receives the final invice AND cnfirmatin f gds received frm the student rganizatin is received We need the purchase request & supprting paperwrk at least 30 days prir T cmplete this purchase request, we will need cnfirmatin frm yur rganizatin that yu received yur rder Reimbursements Have yu purchased smething & wuld like t get yur mney back fr it? As lng as yu have the funding available, then yu can get reimbursed fr items that have been purchased fr yur rganizatin s needs (certain restrictins apply). Keep in mind regarding reimbursements: Reimbursements take apprximately 30 days frm when Accunts Payable receives the paperwrk t be prcessed Reimbursements t students/staff here generally will be prcessed as a direct depsit int the accunt n file with the University. Reimbursements t the rganizatin s utside bank accunt & t individuals nt affiliated with the university will be prcessed as a paper check. Whatever address is submitted n the purchase request & supprting dcumentatin is where the paper check will be mailed t. Be mindful: Every item purchased is nt reimbursable. T understand as a student rganizatin what yu can and cannt purchase, please visit: want t/make apurchase/knw what yu can and cannt buy/ 20

21 Credit Card Order by USC&A Staff Are yu trying t make a purchase using a staff persn s credit card? Then, this is where yu wuld need t submit a Credit Card Order by USC&A Staff (aka P Card rder). The P Card requests are very similar t an electrnic purchase rder. Instead f the vendr being given a check, we will directly pay them with a credit card. These requests shuld be kept t a minimum and are usually reserved fr nline vendrs r travel related requests (airfare & pre paid registratin), since mst brick and mrtar vendrs shuld accept an electrnic purchase rder. Keep in mind; if yu d submit a P Card request, then yu need t fllw the same guidelines as with an Electrnic Purchase Order. Als, nt all vendrs accept the P Card. It is up t yu t discuss with the vendr first befre yu submit a P Card purchase request. Yu will autmatically chse this categry fr any rders placed nline, ffice supplies, and travelrelated purchase requests (airfare and/r cnference registratin) Jurnal Vucher (Internal r External) Wuld yu like t reallcate funds frm ne rganizatin t anther? Are yu lking t utilize service ffered here at VCU fr an upcming event (ex: VCU Plice, VCU Parking and Transprtatin, etc.). Then this is where yu wuld need t submit a Jurnal Vucher (J/V). Yu can submit a Jurnal Vucher request t reallcate funds frm yur rganizatin t anther rganizatin r department here at VCU. All yu need is the purchase request and an invice frm that department fr the services they will prvide. Keep in mind regarding Jurnal Vuchers: Yu cannt submit a Jurnal Vucher request t reimburse smene r yur rganizatins utside bank accunt (That falls under Reimbursement). The rganizatin/department has t be a registered rganizatin r legitimate department here at VCU. We cannt J/V funds ver t an rganizatin r department that is nnexistent here. If yu are reallcating funds t reimburse an rganizatin that already paid an invice/charge then we need prf they paid it. 21

22 Hw t Submit a Purchase Request ***A purchase request is submitted fr everything that pertains t using rganizatin funds, including reimbursements, jurnal vuchers, and credit card rders paid by USC&A Staff. Only The President & Treasurer will have access t ding this after receiving USC&A Finance Apprval*** 1. G t myorgs@vcu hmepage: a. In the upper right hand crner, click Lg In b. Type in yur VCU eid & passwrd 2. G t My Organizatins in the tp middle f yur screen 3. Chse yur rganizatin that yu re creating the request fr Here is the list f tabs fr each rganizatin: 4. Click Finance 5. Click Create Purchase Request 22

23 6. Fill ut every sectin with exactly what is necessary a. Request Details i. Subject: 10 wrds r less that easily identifies what yu are requesting. **Include the event date** ii. Requested Amunt: the amunt f mney yu are requesting. This shuld match all ther paperwrk, qutes, r receipts. A difference in amunt culd result in denial f purchase request. iii. Descriptin: the specific details f what is being rdered iv. Accunt: the accunt yu like t use t pay fr the request 1. Click Select 2. Select which accunt yu want the mney t cme ut fr yur purchase request 23

24 v. Categries: advises the Accunt Specialist hw t prceed with prcessing payment 1. Electrnic Purchase Order: VCU is paying a vendr with an EP 2. Reimbursement: either an individual r yur student rganizatin is getting reimbursed fr a purchase 3. Jurnal Vucher (Internal r External): reallcating funds frm ne rganizatin t anther 4. Credit Card Order by USC&A staff: VCU is paying a vendr with a P Card 5. Yu will nt need t use Balance Wipe, Revenue Refund, Payrll, r Awards fr any transactin b. Payee Infrmatin: Wh is getting paid? All the infrmatin shuld match what is lcated n the Qute/Invice i. Fr reimbursements, it is whever is getting the mney back AND incurred the expense 24

25 c. Additinal Infrmatin i. Tax ID r V Number: either the vendr s Tax ID r student s V# f wh is getting paid ii. Payee E Mail Address AND Phne Number: the vendr s r the persn wh is getting paid iii. Business Purpse: what is the purpse f this event & wh is ging t be there (fr fd & travel related requests)? Otherwise, put N/A iv. Requestr Name & e mail: yur infrmatin (cannt be same as payee) 7. Click Submit Request 25

26 Frm here, yu will be redirected back t the Finance page. Yu will need t print ut the purchase request that yu submitted & turn it int the Student Leadership and Invlvement Center Rm 018. ***With the exceptin f any Graduate Student Organizatins (GSO). Yur cmpleted purchase request will be turned int the GSA Apprpriatins Chair. Fr MCV SGA, yu will turn in yur purchase request t yur designated cntact r Treasurer appinted t cllect the purchase request*** T print ut the Purchase Request: 1. Lcate yur Purchase Request n the Finance screen 2. Click Print icn 3. Open the dcument 4. Print the dcument Keep in mind, when filling ut a purchase request, each purchase request must be cmpletely dcumented and filled ut. Sme f the questins yu will need t answer within the purchase request includes, but nt limited t: What is the purpse f this purchase/reimbursement? Hw yur student rganizatin is using the items that are being purchased/reimbursed? What is the purpse f the event the rganizatin is hsting? What is the purpse f the travel the rganizatin is ging? When and where is the event r travel? Hw many peple are attending/traveling? Be very descriptive in the Subject line f the purchase request Bare minimum: T wh/whm we are paying and what we are paying fr shuld be indicated in the Subject line Every purchase made using yur awarded funding must be fr legitimate business use within yur student rganizatin. 26

27 Stage 1 After Submitting Yur Purchase Request Online 1. PRINT ut a cpy f yur PR and attach supprting dcuments. 2. Scan a cpy f all f yur dcuments & keep n file with yur rganizatin. 3. SIGN and Date the Purchase Request and TURN IN t the Student Leadership and Invlvement Center in Cmmns If the prper dcumentatin is crrect, the request was turned in within ur deadlines, and the funding is available at the time f submissin, then The Crdinatr fr Student Org. Finance will APPROVE & mve yur PR t Stage 2. Stage 2 5. The CFSOF will deliver the request t the Accunt Specialist, wh will create the Electrnic Purchase # (EP). 6. When an EP# is created, it will be submitted in myorgs and the PR will be mved t Stage 3. Stage 3 7. Cntact yur vendr, cnfirm yur rder, and give a cpy f the EP# (if applicable) t yur vendr. Stage 4 Fr reimbursements r jurnal vuchers, yu will nt need t cnfirm any rder. 8. IMPORTANT: Once yu receive yur rder, send an t yur Accunt Specialist cnfirming: The gds were received The fd was received The event tk place ***Make sure yu get a FINAL INVOICE frm yur vendr & send that t the Accunt Specialist*** Nt required fr reimbursements FYI: All fd and travel related requests must include the event flyer and attendance list. Stage 5 9. Upn receipt f the FINAL INVOICE, a check will be generated & sent ut t the vendr. Nt required fr reimbursements 27

28 Checklist fr Purchase Request (Standard) Submitted Purchase Request Qute/Invice fr purchase Fr Fd Submitted Purchase Request Qute/Invice fr purchase Invitatin r Event Flyer (if necessary, can be turned in after the event has taken place) List f Attendees (if necessary, can be turned in after the event has taken place) Fr Travel Submitted Purchase Request Qute/Invice fr purchase Travel Waiver f Liability & Release Statement f Respnsibility & Authrizatin USC&A Travel Authrizatin Frm VCU Travel Authrizatin (if VCU is bking flights thrugh travel agency) Fr Cntracts Submitted Purchase Request Cntract Request Frm Qute/Invice fr perfrmer Cpy f the cntract frm vendr/perfrmer (if applicable) Fr Office Supplies (Ball Office Supplies r Guy Brwn Office Prducts) Submitted Purchase Request Office Supply Order Frm submitted in myorgs Any missing dcumentatin fr a specific purchase request Either Submitted Purchase Request r Missing Inf Checklist The dcumentatin requested by CFSOF r USC&A Staff Purchase request number must be n any supplemental inf yu turn in ***All purchase requests & related dcuments need t be turned in t the Student Leadership and Invlvement Center Rm 018 in the Student Cmmns*** 28

29 Checklist fr Reimbursement (Standard) Purchase Request Itemized receipts shwing paid (taped dwn t 8 ½ X 11 paper) Bank statement shwing charges psted/cleared, nt pending Cpy f card used (last 4 digits shwing nly), r Cpy f frnt & back (with endrsement) f cleared check Guest Reimbursement Frm (nly required t submit nce) T an Individual (Nt Travel r Fd Related) Purchase Request Itemized receipts shwing paid (taped dwn t 8 ½ X 11 paper) Bank statement shwing charges psted/cleared, nt pending Cpy f card used (last 4 digits shwing nly), r Cpy f frnt & back (with endrsement) f cleared check Persnal Reimbursement Frm Guest Reimbursement Frm (nly required t submit nce) T an Individual fr any Fd item and/r Travel Purchase Request Itemized receipts shwing paid (taped dwn t 8 ½ X 11 paper) Bank statement shwing charges psted/cleared, nt pending Cpy f card used (last 4 digits shwing nly), r Cpy f frnt & back (with endrsement) f cleared check Travel & Fd Expense Reimbursement Vucher (TERV) Cpy f event flyer r cpy f cnference registratin website (fr travel related request) List f attendees Guest Reimbursement Frm (nly required t submit nce) T Yur Organizatin Purchase Request Itemized receipts shwing paid (taped dwn t 8 ½ X 11 paper) Bank statement shwing charges psted/cleared, nt pending Cpy f card used (last 4 digits shwing nly), r Cpy f frnt & back (with endrsement) f cleared check Invice (fr reimbursement t an rganizatin s utside bank accunt) ***Fr mre infrmatin n Guest Reimbursement Frm, please see the Frequently Asked Questins twards the end f this manual*** ***All purchase requests & related dcuments need t be turned in t the Student Leadership and Invlvement Center Rm 018 in the Student Cmmns*** 29

30 Imprtant Frms t Be Familiar With In additin t the standard purchase request needed fr each request made there are als sme frms that yu shuld familiarize yurself with t help yur requests be as smth and easy as pssible. The majrity f these frms are fund under Campus Links in myorgs. ***These are just the screenshts f hw the frms lk, alng with examples f hw the frms shuld be filled ut. This will help familiarize yu with what t lk fr n the frms. Yu still have t use the fficial frms thrugh myorgs in rder fr us t apprve them*** 1. Purchase Request: Used fr everything pertaining t utilizing yur rganizatin funds. 2. Invice Template: Used t reimburse yur rganizatin s utside bank accunt. Each rganizatin has a template t use fr their reimbursements. 3. C Spnsrship Agreement: Used if yur rganizatin wuld like t cllabrate with anther rganizatin(s) t spnsr an event tgether. 4. Office Supply Order Frm: Used t rder ffice supplies fr yur rganizatin thrugh Ball Office r Guy Brwn. Be mindful, nt every ffice supply can be rdered. Fr example, plain paper, pens, staples, and similar items. These items are lcated in the Student Leadership and Invlvement Center. In additin, the ffice supply rder frm needs t be accmpanied with a purchase request at least 30 days in advance. 5. Cntract Request Frm: Used if yur rganizatin needs VCU t create a cntract fr a perfrmer, speaker, r DJ. This frms needs t be accmpanied with a purchase request at least 45 days prir t yur event. The individual als cannt be a student r emplyed with VCU. a. Independent Cntractr Agreement (ICA): The cntract created by USC&A n behalf f VCU. The infrmatin fr the ICA is cllected frm the Cntract Request Frm. b. Perfrmance Rider: The terms and cnditins that accmpanies the ICA 6. Hnrarium: The frm created t utline the hnrarium amunt and recipient. This frm is nt sent ut t the recipient. a. Hnrarium Acknwledgement: The letter sent ut t the hnrarium recipient t cnfirm the amunt f the hnrarium. This needs t be signed & sent back t VCU 7. Travel and Fd Expense Reimbursement Vucher (aka TERV ): Used t reimburse smene persnally when he/she made a fd r travel related purchase. 8. USC&A Travel Authrizatin: Used prir t yur trip t list wh is ging, where yu are ging, when yu are ging, and what yu are ging fr. This is required at least 30 days prir t yur trip. 9. Persnal Reimbursement: Used t reimburse smene persnally when they he/she made a purchase, ther than fd r travel related. 10. Guest Reimbursement Frm: Used fr any type f persnal reimbursement (even nn travel related). This frm is used t set yu up in ur new system CHROME that is used t prcess yur persnal reimbursement. Yu nly need t fill this ut nce during yur time here at VCU. 11. Budget Reallcatin Request Frm: Used t mve funds arund within yur rganizatin s accunt. 12. Substitute W9: Frm used t register vendr r student rganizatin in Banner. 30

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32 INVOICE Student Organizatin Name (1) INVOICE# (2) DATE: PO Bx Richmnd, VA Cntact number# (3) REMIT TO: NAME OF ORGANIZATION Address Banner V# f Organizatin Tax ID# f Organizatin (4) JOB PAYMENT TERMS EVENT NAME: BUSINESS PURPOSE: NUMBER OF ATTENDEES: Due n receipt (5) DESCRIPTION TOTAL List expenses by date TOTAL DUE 32

33 Sectins f an Invice This cvers the sectins f the Invice & hw t prperly fill ut each sectin prperly t ensure that we prcess yur reimbursement crrectly. 1. Invice: Use Purchase Request # since each Invice # has t be unique 2. Date: Use date Invice prepared a. Student Organizatin Name: Put yur rganizatin s name & cntact infrmatin, but keep the address as is n the sample Invice (PO Bx , Richmnd, VA 23284). Als, put yur cntact number fr yur rganizatin. 3. Remit T: Yur rganizatin s payee infrmatin a. Name f Organizatin: Yur Organizatin b. Address: The address that yu have in Banner c. Banner V #: Yur 8 ledgar index # in myorgs d. Tax ID #: The tax ID# that yu used t pen yur utside bank 33

34 4. Jb: The detailed infrmatin regarding the event a. Event Name: What was yur event? b. Business Purpse: Why did yu have yur event? c. Number f Attendees: Wh was at yur event? 5. Descriptin: The details f what yur rganizatin is being reimbursed fr a. List expense by date: the detailed list f the items we are reimbursing b. Ttal: the amunt fr that item, as it shws n yur rganizatin s bank statement. 34

35 INVOICE ABC Organizatin INVOICE # DATE: 08/25/2013 PO Bx Richmnd, VA Cntact number# REMIT TO: ABC Organizatin 907 Flyd Ave., Bx Richmnd, VA Banner V# Tax ID# f Organizatin: JOB EVENT NAME: Welcme Back 2013 BUSINESS PURPOSE: The purpse f this event was t welcme back students t VCU and t als prmte ur rganizatin t new students NUMBER OF ATTENDEES: 150 PAYMENT TERMS Due n receipt DESCRIPTION TOTAL List expenses by date Dllar Tree: 08/22/2013 (purchased supplies t create party favrs fr ur attendees) Krger: 08/22/2013 (purchase refreshments fr ur event) 804 Catering: 08/25/2013 (used t prvide hrs d'euvres fr ur attendees) $50 $100 $200 TOTAL DUE $350 35

36 C Spnsrship Agreement 36

37 C Spnsrship Agreement Are yu lking t cllabrate with anther rganizatin t spnsr an event tgether? Then yu have that ptin by cmpleting a C Spnsrship Agreement request. There are tw main parties f a c spnsrship agreement: Primary Prgram/Event Spnsr: This is the rganizatin that is ging t pay all expenses up frnt fr the event. The primary prgram/event spnsr will als be the ne wh will be als the primary cntact and is respnsible fr all cmmunicatin with the ther rganizatins that are c spnsring the event. Secndary Prgram/Event Spnsr: This is the rganizatin that will reallcate funds t the primary rganizatin t help ut with the expenses f the event. The benefit f c spnsrship pertains t funding. Since each rganizatin is able t apply up t $15,000 per semester fr a cmplex event; bth rganizatins can apply up t $15,000 fr the same event. 37

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49 Travel and Fd Expense Reimbursement Vucher (TERV) The TERV frm is used fr any reimbursement t an individual fr fd and/r travel. If there is any indicatin f fd n any receipt yu submit fr reimbursement, then yu will be required t fill ut this frm. The benefit is that yu can put yur entire reimbursement request n this TERV frm. Yu will nt need separate nn fd items & put that n a separate purchase request r Persnal Reimbursement Frm Sectins f the TERV Department, Institutin, r Agency: Yur rganizatin s name Payee Persnal Infrmatin Sectin: This is where yu wuld put the name & address f the persn wh is being reimbursed. ***Keep in mind: The address here has t match what yu have n the purchase request itself. Als, unless necessary, please DO NOT put yur SSN. We rather yu use yur V# that yu have with the University. *** If yu are nly being reimbursed fr fd, then we will nt need fr yu t fill ut the Type f Vehicle Driven infrmatin. 49

50 Reasn(s) fr Travel: Yu wuld select why yu are traveling. ***There is als a selectin called Other. That is what yu wuld select fr just being reimbursed fr fd nly*** Sign & Date yur TERV frm Title: Yur psitin in the rganizatin (President, Treasurer, Member, etc.) 50

51 In this sectin, yu will just list yur charges exactly as it appears n yur paid receipts. Fr example: Yu paid $150 fr the Sheratn in Washingtn, D.C. and $50 in gas frm Shell, yu wuld enter yur expense as: 51

52 Yu will ntice that yur Ttal amunt is being autmatically generated all the way t the right hand side f yur TERV frm: ***Yu d nt need t list every item yu brught frm a department stre r grcery stre (Fr example: Yu went t Krger & purchased 50 items that ttaled $ Yu wuld just put Krger fr yur lcatin and put the ttal f the receipt*** 52

53 ***If yu are being reimbursed fr a different amunt than what yur ttal is (Fr example, yu have spent a ttal f $500, but yu are nly asking t be reimbursed fr $300), then yu can put a separate line that says Difference I will incur, r hwever yu wuld like t wrd it, and put that difference as a 200. The ttal will ppulate t reflect $300*** 53

54 Banner Index: This is yur rganizatin s 8 ledger number. Yur rganizatin s banner index can be fund in myorgs under the Accunt tab in Finance. Business Purpse fr Expenses: Same as yu indicate n the purchase request, yur reasn fr the purchases. 54

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57 Persnal Reimbursement Frm The Persnal Reimbursement frm is used when an individual is being reimbursed fr gds that were purchased fr the rganizatin. Whether it is fr an event, r supplies t help the ffice run, yur rganizatin is able t use the Student Activity Fee t reimburse that individual wh paid upfrnt fr that purchase. ***Reimbursement requests have t be turned in within 5 business days after purchase*** Sectins f the Persnal Reimbursement Frm T clarify, the Requestr is the persn wh is requesting t be reimbursed (The Payee) Requestr Banner Vendr #: The payee s V# with the University. ***If the payee is nt a student, faculty, r staff here, and des nt have V #, then we wuld need the SSN. We d nt want any student, faculty, r staff using their SSN n the paperwrk. We just need the V#*** Requestr s Name & Requestr s Address: The payee s name & address. This needs t match what is n the purchase request. Otherwise, it will cause a delay in reimbursement. Requestr s Classificatin: Is the payee an emplyee here at the University, a student, r neither (ther) ***Yu can select mre than ne. Fr example if the individual getting reimbursed is bth an emplyee and a student, then yu will check ff bth Emplyee and Student*** 57

58 Business Purpse/Justificatin: The reasn yu are requesting the reimbursement. This shuld als be utlined in yur descriptin n the purchase request itself. Ttal Amunt: The Ttal amunt yu are requesting t be reimbursed. This needs t match what yu have n the purchase request. Banner Accunt/Distributin: This will identify t us where we will prcess the reimbursement frm Index: Yur 8 Ledger Index number (fund under Accunts in the Finance tab myorgs) Accunt: Yur accunt r sub accunt in myorgs being used fr the reimbursement Amunt: The ttal amunt yu are requesting t be reimbursed. Requestr s Signature: The payee signs & dates the request Apprver Signature: Leave blank ***N need t designate a department cntact fr rganizatin reimbursement*** 58

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62 Budget Reallcatin Frm 62

63 Budget Reallcatin If yu need t reallcate (als knwn as mve funds arund ) funds arund frm ne categry t anther, yu are able t d that in myorgs. Nte: Each Apprpriatins funding bdy has specific guidelines fr budget reallcatins. There may be instances where we need t seek apprval frm yur Apprpriatins Chair prir t any budget reallcatin. Imprtant things t remember abut Budget Reallcatin Reallcatins ttaling less than 10% f the ttal budget awarded will be reviewed and prcessed by the CFSOF within 48 hurs (if submitted n Friday, then will be reviewed n Mnday) Reallcatins exceeding $ r ver 10% will be reviewed by the apprpriate funding bdy fr apprval Organizatins funded by SGA Apprpriatins CANNOT reallcate funds frm the spring t the fall semester Reallcatins cannt ttal mre than $ int r ut f any ne accunt (unless apprved by apprpriate funding bdy) Funds can nly be mved int Accunts that have been previusly funded unless therwise apprved by MPC SGA Yu cannt reallcate funds frm a Cmplex Event Grant t cver Operatinal r Travel. Hwever, yu can reallcate funds t cver unexpected csts frm Operatinal fr yur Cmplex Event Yu cannt reallcate funds t and frm Travel (unless pre apprval by an apprpriate funding bdy). Travel grant is requested differently than Operatinal and Cmplex Event Hw t create a Budget Reallcatin Request 1. Lg int myorgs 2. Click Campus Links 3. Select USC&A Budget Reallcatin Request Frm 4. Fill ut each bx ***Yur Main accunt and any CEGs will nt be displayed as Accunts (will explain further dwn hw t wrk arund this)*** 5. Click Submit 63

64 The request is sent ver t me. If everything is in rder when yu submit, I will apprve the request and reallcate the funds in myorgs. If there is a reasn fr me t deny the request, I will leave a cmment advising the reasn. The mst cmmn reasns include: N funds available in the accunt Unable t reallcate t and frm Travel Have nt received authrizatin fr the specific request (reallcating t & frm Travel, request is mre than $500) N accunt created fr the funds t g t (yur rganizatin has t receive funding fr that accunt thrugh SGA) Wrkarund fr CEG r Main Accunt: When yu are in the Amunt t be reallcated sectin, yu are able t input wrds in that bx. What yu can d is select Misc. fr yur accunt, and then type in Misc. = Main in the Amunt bx. Here are a few examples belw: Misc. = Main Acct Misc. = CEG Welcme Back Misc. = Spring Festival Event After yu submit yur budget reallcatin request, the CFSOF will receive cnfirmatin f yur requests & will be able t decipher what it is that yur rganizatin is requesting t d. 64

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66 Hw Much $$$ D I Have in myorgs? A benefit yu have with myorgs is that yu are able t view hw much funding yu have t spend. Yur rganizatin can access this amunt f funding in myorgs under Accunt tab in Finance. This Balance : the current balance in the accunt Available Funds: the real time amunt that is available fr the student rganizatin t use As yu ntice, yur balance that yu receive thrughut the schl year will be different than what yu have available in yur myorgs accunt t use. As yu utilize yur rganizatin s funding, the amunt that is available will decrease. 66

67 Revenue fr Yur Organizatin Student rganizatins are encuraged t practice fundraising. This will allw yur rganizatin mre flexibility in planning its events and utilizing funds. Student Activity Fee funds granted by VCU must be kept in a University accunt and have t be used based n USC&A and VCU standards Grup generated funds may be either kept in the university accunt (subject t VCU/State f Virginia prcedures) r in an utside bank accunt & can be used fr whatever purpse the rganizatin chses Hw t Establish an Outside Bank Accunt fr yur Organizatin? T pen a bank accunt under yur rganizatin s name, the rganizatin must have a federal tax ID number (similar t SSN) fr yur rganizatin. This is nt regulated by USC&A as we d nt get invlved in any legal respnsibilities f yur rganizatin. 1. Apply by ging t at 2. G t Search bx and type business. Click Tax Infrmatin fr Businesses 3. Search under Business Tpics n the left side f the page and chse Emplyer ID Numbers Yu will need t use yur SSN t apply fr the federal tax ID fr yur rganizatin. The IRS needs t have a respnsible party listed t cmmunicate. Yu can always change the respnsible party by cntacting the IRS anytime yu transitin fficers. This is a free service frm IRS Student rganizatins are prhibited frm establishing utside bank accunts with Virginia Cmmnwealth University r VCU AND using the University s tax ID number. 67

68 Revenue thrugh Ticket Sales (Break Pint) Student rganizatins that wish t generate funds thrugh event ticket sales must d s thrugh Break Pint, lcated in the lwer level f the Cmmns Student rganizatins will be charged an Administrative Fee fr ticket sales in Break Pint. Fees will be assessed as fllws: FREE fr events with FREE admissin $25.00 fr events with admissin charge Prceeds frm ticket sales may either be kept in the rganizatin s myorgs accunt, r may be generated in the frm f a check thrugh a revenue refund t the rganizatin. This is up t the rganizatin. The prcess fr Ticket Sales/Revenue Refunds requests is as fllws: The president and/r treasurer f the rganizatin will meet with the Break Pint Manager t fill ut the apprpriate ticket sales request paperwrk. At this time the rganizatin will infrm the manager if they desire fr their funds t be placed in their myorgs accunt r if they desire t be given a check Daily ticket sale revenue fr the event will be depsited int the rganizatin s myorgs accunt Once ticket sales have been cmpleted, the Directr fr Finance and Persnnel will be given the final revenue reprt. This will als reflect expenses which are wed t USC&A Event Planning Payment f the USC&A Event Planning invice will be prcessed by the Directr fr Finance & Persnnel hwever the rganizatin set up during the initial meeting with Break Pint Manager 68

69 ***Imprtant Things t Remember*** 1. Every separate payment transactin must have a purchase request attached (including cntract request, rder request, reimbursement). 2. Each separate payment transactin must be printed & turned in t the Student Leadership and Invlvement Center dwnstairs. Failure t d s culd result in delay f prcessing and even denial f yur request. 3. Any crrespndence sent t me, r anyne, regarding a specific purchase request, MUST include the purchase request # in the Subject line f yur . Be mindful t respnd t s sent by ur finance staff in a timely manner and that yur cntact infrmatin is up t date. 4. Make cpies f the paperwrk submitted. The paperwrk ges thrugh a lt f hands & it is imprtant t keep a cpy fr yurself r rganizatin. 5. If yu have been apprved fr funding and it is nt there when yu are ready t enter a purchase request, then STOP and cntact CFSOF wh will set up the accunt(s). 6. When an rganizatin is awarded funding, the funds are laded int the rganizatin s myorgs accunt, NOT the rganizatins utside bank accunt. 7. Fr Travel, even thugh yu are awarded funding, yu must be authrized fr travel. The Travel Authrizatin paperwrk must be turned in at least 30 days prir t date f departure. 8. Unless it is necessary, d nt use yur scial security number n any frms. We rather fr everyne t use their V# given by the university n frms that require a number identifier. 9. When submitting paperwrk fr reimbursement, tape dwn yur receipts like a frame. D nt use staples r paperclips. 10. If yu have t cut yur receipts t fit an 8 ½ X 11 piece f paper, be mindful t nt cut the date f purchase. Als, d nt tape ver the numbers and letters n the riginal receipts. 11. Any requests that invlves fd must include an event flyer and list f attendees. 12. Any missing dcumentatin fr a specific purchase requests needs t be turned in within 7 days t Rm 018 in the Student Cmmns. 13. Under n circumstance shuld yur rganizatin sign any cntract. 14. Organizatins are nt VCU. S rganizatins shuld nt represent VCU. 69