ENHANCE: Finance, Fundraising, and Budgeting Student Organization Officer Trainings Student Organizations & Anchor Link Student Leadership Development
OFFICE OF STUDENT ORGANIZATIONS & ANCHOR LINK Staff Courtney Salters, Director Lori Murphy, Program Coordinator Whitney Ezell, Program Coordinator Clay McCullough, Graduate Student Staff Office Locations Sarratt 207 Courtney Sarratt 315C Lori Sarratt 339 Whitney
WHAT WE WILL COVER Accessing Your Organizations Funds edog Training (electronic access to your account) How to spend money Fundraising Opportunities On-Campus Off-Campus Budgeting Effectively Things to keep in mind Diligence and accountability
CENTER NUMBER Your Center Number is your organization account number Use for deposits & expenditures New centers accessible in Documents on AL
EDOG TRAINING Greg Swanson, Administrative Officer, Dean of Students Ofc Accessing your center (account): https://finance.vanderbilt.edu/ebiz/
PAYMENT CARD PCARD CHECKOUT INFO YOUR ADVISOR MUST EMAIL DOSPCARD@VANDERBILT.EDU AT LEAST 24 HOURS PRIOR TO YOUR NEED OF THE CARD o YOU MAY ALSO EMAIL YOURSELF AND COPY YOUR ADVISOR o THERE IS A LIMITED NUMBER OF CARDS, SO PLAN AHEAD INCLUDE THE FOLLOWING INFORMATION: o Student Checking out P-Card: o Phone #: o Email: o Organization: o Organization s Center Number: o Reason for Purchase: o Estimated Cost: o Requested Date to Check out P-Card: YOU WILL PICK UP THE CARD IN 339 SARRATT
Tax Exemption PURCHASING You should not pay taxes on any purchase Always mention when placing an order or purchasing in person Form available at vanderbilt.edu/studentorganizations
PURCHASING Reimbursement Check Requests» Keep original receipts» Completely fill out account and center number» Advisor signature required» Payee cannot be the same as Requester» Approximately 10 business days» Information Needed Complete Business Purpose section with Name of Org Name and Date of Event Venue What you purchased
PURCHASING Paying Speakers/Performers The following forms are required for speakers and performers» W-9 Form is needed for anyone not a Vanderbilt student or faculty member for payment.» Invoice of service provided or contract If the speaker or performer can produce an invoice, a contract may not be needed If the speaker or performer requires a contract, they must sign Vanderbilt contracts available through Annetta Pickett (studentorganizations@vanderbilt.edu) Students CANNOT sign contracts
FUNDRAISING ON CAMPUS New Organization Start Up Funding - $250 AcFee Contingency Fund For new organizations or new initiatives of existing organizations Application can be found in the Forms section of the VSG group on Anchor Link Suggested Donation Term used in using merchandise for fundraising iniatives Giving merchandise for a suggested donation instead of sales price for tax purposes Cosponsorship
FUNDRAISING OFF CAMPUS Proposal Form Forms sections of Student Orgs and Gov Anchor Link page https://anchorlink.vanderbilt.edu/form/start/48428 Parents and Alumni You may request mailing and/or email addresses from Development and Alumni Relations by filling out the form for approval Alumni of your RSO Parents of your RSO Giving can be done online designating your organization Must have name of org and center number https://giving.vanderbilt.edu/ Local Businesses Donations over $1,000 require approval
MAKING DEPOSITS AND TRANSFERS RSO Deposit Form Ticket revenue, dues, donations Should be turned in to the Sarratt Info Desk to Mark Leners (or can be placed in the safe if he is not available) Forms sections of Student Orgs and Gov Anchor Link page https://anchorlink.vanderbilt.edu/form/start/50619 Transfers Co-sponsorship with other organizations Can be emailed to studentorganizations@vanderbilt.edu
BUDGETING When considering your budget for the year, keep the following in mind: Be sure that your programming initiatives align with the mission of your organization Be fully aware of how much funding the RSO has in the center at all times Monitor expenditures in edog and forecast additional expenses at all times Consider an approval process for expenditures Project expenses with a buffer AcFee allows for 5% reserve Funding rolls over from year to year
BUDGETING When developing event budgets, keep the following in mind: Some rooms are free but may have charges for housekeeping, room set-up, A/V equipment, etc. Most outside spaces are free, but you may be charged for setup, depending on the event needs Plant Operation charges may be delayed tried to get as much on the front-end as possible Do not depend solely on co-sponsorships to fund events Some do not follow-through on commitments Be sure to allow enough lead time to make sure the event can still occur If your RSO receives AcFee funding, be sure you are aware of what your organization committed to spend in the AcFee application
RESOURCES & HELP Anchor Link: Resources website- vanderbilt.edu/anchorlink Help Ticket found on homepage Student Organizations Website - vanderbilt.edu/studentorganizations E-mail studentorganizations@vanderbilt.edu Financial resourceshttp://www.vanderbilt.edu/studentorganizations/stud ents-organizations-manual/financialguidelines#funding
QUESTIONS?