Fundamentals of Club Accounts

Transcription

1 Fundamentals of Club Accounts 1

2 ASI is a recognized auxiliary organization of Cal Poly Pomona. Consists of elected, appointed student leaders, student staff and professional staff. 2

3 Getting Started The two keys to getting started for the new fiscal year. REGISTERING with the Office of Student Life AND CULTURAL CENTERS (OSLCC) - All clubs/organizations/councils need to be a recognized entity on campus by registering with the OSLCC. - Contact OSLCC at (909) or at ASI Signature Form - To activate an existing account within ASI, all clubs, organizations, and councils are required to maintain current signature forms and to provide a copy of the re-charter from OSLCC. 3

4 Workshop Overview ASI Signature Form Agency agreement Purchase Order Request Disbursement Request Travel Forms Performance Contracts/Invoice W-9 Form 4

5 Agency Signature Form Make sure all sections of the Agency Signature Card Form are filled out, including the section labeled - Authorization/Executed by (completed by the individual responsible for maintaining the account). MAKE SURE ONE ADVISOR AND TWO OFFICERS ARE AUTHORIZED SIGNERS. 5

6 Agency Agreement THIS AGREEMENT MUST BE SIGNED BY STUDENT PRESIDENT, STUDENT TREASURER AND ADVISOR. 6

7 PURCHASE ORDER (PO) A purchase order is used to set money aside in your account for a purchase. Some vendors require POs, such as Kellogg West, Subway, Round Table NEW: Purchase order will be required for room rental from ASI (C & E and BRIC) It is YOUR responsibility to complete a PO! Purchase order does not equal payment Approved Signatures to be obtained by you: Advisor and Club Officer 7

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9 DISBURSEMENTS REQUESTS (DR) DRs are completed to pay vendors, reimburse individuals, and to pay for services. DRs are processed every week. Turn in by Monday at 10am. Check available on Thursday after 2pm the same week. 9

10 Check Process DR s with all supporting documentation due Monday by 10am DR and supporting documentation are reviewed and processed Check is available Thursday after 2 pm 10

11 Having an event, lecture or other? ASI funds: You need an invoice and W-9. AGY funds: You need an invoice and W-9. W-9 is required for both funds. 11

12 TIPS for getting an Event completed Event Information Date Time Location Vendor Information Name Address Contact number ASI Contact Information = Student Activities and Programs Office to handle all contracts Insurance Documentation will be determined by ASI Completed W-9 Approved Signatures to be obtained by you: Your Club Advisor 12

13 W-9 FORM 13

14 Want to Travel as a Club/Organization? 14

15 Must Haves for Travel Authorization to Travel for each traveler Release of Liability for each traveler Forms must be turned into Financial Services no later than 3 weeks prior to departure Advisor signature required (a Universal Signature will not be accepted) so plan ahead Agenda or a flyer for the conference 15

16 Authorization to Travel 16

17 Release of Liability 17

18 Gas is Expensive! Get Reimbursed! 18

19 Traveler ASI Financial Services Cal Poly Pomona Mileage Reimbursement Due Date: within 14 days after travel Name (Print) Date Account # Club Account Date of Travel Starting Location Ending Location Transportation (e.g., personal car) Total Miles Reimbursement Rate/Mile Amount $ $ $ $ $ $ - Purpose: Total $ - I hereby certify that the above is a true statement of the travel expenses incurred by me in accordance with ASI policy. I certify that this expenditure benefits the educational mission of the CSU as defined by the respective statutes, Board of Trustee policy and campus policy, and that all items are for official business and include no personal expense. Requested by (Sign): Traveler Title: Date: Approved by (Sign): Advisor Title: Date: 19

20 Get Your Money Back for Mileage Original Authorization to Travel paperwork must be turned in prior to traveling. Copy of the Google Map with distance traveled $0.540 per mile will be reimbursed. Advisor signature required (a Universal Signature will not be accepted) so plan ahead! For rental cars, you can claim reimbursement for actual amount of gas purchased instead of mileage. 20

21 International I Travel Going Abroad? 21

22 International Travel Form 22

23 International Travel Must Haves! *Prepare a Package including: Authorization to Travel Release of Liability Authorization for International Travel (one per group) Emergency Contact List Flight & Hotel Information Risk Management Insurance Document Confirming Purpose of Your Trip List of Attendees Copy of!dvisor s!uthorization to Travel on State Business if the Advisor is traveling with you *Package must be turned in to Financial Services 3 months prior to departure! Advisor signature required (a Universal Signature will not be accepted) so plan ahead! 23

24 International Travel Package Process Approval Process: Review by ASI Executive Director Account Status in ASI Financial Services Review by Associate Vice President/Dean of Students Registration/Good Standing Review by Vice President/Student Affairs Registration/Good Standing Required Approval and Purchase of Insurance by Risk Management 24

25 Name Title Phone Eliane Townsend Jessica Martinez AP Fund Specialist for Clubs AP Fund Specialist for Councils, IRA and ASI Dept. (909) (909) Marion Haberkorn Associate Director of Disbursements Management or Financial Services Main Line (909) Financial Services Website 25