18
Treasurers Workshop Fall 2016 Undergraduate Student Organizations
Treasurers Workshop
Fall 2016
Undergraduate Student Organizations
Workshop Agenda
Welcome
Funding Process
Types of Paperwork
Organization Accounts
Questions
Where To Get Help & Answers
Megan Colascione
Student Org Finance Advisor
Stinson Rogers
Student Body Treasurer
Background of Student Activity Fees
Campus Activity Fee
Student Activity Fee
(SAF)
Senate Finance Codes
&
University Policy
$$ Allocated
Qualifying for Funding
STEP 4
Budget requests must be signed (wet signature – not electronic) by advisor and uploaded to SOS before fully submitting your budget
STEP 3
Treasurer must submit completed budget submission online through Student Organization System (SOS) according to proper timeline
STEP 2
President/Treasurer of organization must attend a Treasurer workshop each academic year
STEP 1
Organization must be renewed (active status) each fall through the Leadership & Service Center
What is considered for funding?
University-wide Programs
Must be free & open to the entire University
community
Must benefit the University community
Conference Travel
Competition Travel
Non-Funded Items
Food for regularly
scheduled meetings
Non-consumable
items (Banners, games, office
supplies, giveaways, etc.)
Any type of cash reward
(including gift cards)
Clothing
Salaries for Staff or
Graduate Assistants
Tips exceeding
20%
Contributions to charitable organizations
Academic Journals
Individual memberships
Private Lessons
Before you request funding…
Submit
budget ahead
of time (minimum of 5
weeks prior to
event)
Reserve
space on
or off
campus
Obtain quotes
or historical
information
for specific
pricing
Speak
with your
Advisor
Budget Dialogues
YOU
Must meet with the Senate Finance Committee for: All requests over $500
All travel requestsDialogues are every Friday from 2:30pm – 4:30pm
Location – Witten Room, 3rd Floor of RHUU Sign up on SOS for specific dialogue time
How to Submit a Funding Request
Log into SOS
Click on Organization Budgets
Select Undergrad
16-17 in the cycle
drop down menu
Click Add
Event
Enter event and
funding informatio
n
Upload pricing
documents
Click Save
Click Budgets
Print your budget
using the printer icon
Take the budget to
your Advisor for their signature
Upload the signed
budget, save, & sign up for
a dialogue meeting
Click Submit Button
Navigating SOS
If you do not know your organization’s login username/password, contact [email protected]
New Website!!Please visit the new Treasurers Manual Website for all the need to know
information for Treasurers & “How-To” Videos on completing each type of form.
www.sa.sc.edu/treasurersmanual (Smart Phone Friendly!)
University Procurement Process
Types of Paperwork For…
University-wide Programs/Events
Event Reimbursement/Payment Form
Purchase Order
Submitted 4-weeks ahead of a program/event
Reimbursement
Submitted 15 days after a program/event – no exceptions
Conference & Competition Travel
Travel Authorization (TA) Form
Submitted at least 7 days before traveling away from USC
Travel Reimbursement Voucher (TRV)
Submitted at max 7 days after you arrive back to USC
Types of Paperwork For…
On-Boarding Students to Purchasing Department:
Student Reimbursement Info Form
Only needs to be submitted to the University once while they are a student at Carolina if they
are seeking reimbursement from a program/event that the student organization wants to
reimburse them for.
Accounts with Student LifeFast Facts The Department of Student Life allows organizations to request an account for the
university: https://sawebdev.wufoo.com/forms/request-for-university-account/
The organization will be notified if they can receive an account with the Department
of Student Life.
Can take up to 90 days to open an account with the department (if approved).
If the organization is approved, you can utilize the account to deposit money, create a
PO for a vendor, reimburse individuals from that account, etc.
NOTE * We act like a bank, but we are not a bank.
The only way for an organization to utilize the funds deposited in an account is through
the University procurement process and policies (paperwork).
Therefore, there is no “withdrawing” of funds function.
Everything is worked through the paperwork explained prior in the session.
Now that you are trained &
eligible for funding…Checklist
Make sure you know your Organization’s username/password for SOS If you do not know the information email [email protected]
Submit a budget request ahead of time!
Organizations can submit a budget request for fall/spring events once
they have been trained! Make sure to prioritize all programs & events.
Do you have questions while you are in a process? Connect with a Student Government Comptroller to help you navigate
forms and processes before or after an event.
Where To Get Help & Answers
Treasurer’s Manual/Videos
www.sa.sc.edu/treasurersmanual
Megan Colascione
Student Org Finance Advisor
Stinson Rogers(& Comptroller Team)
Student Body Treasurer
