1. Student Organization
Treasurer Training
2012-2013
Jeff Pelletier – 292-8763
pelletier.12@osu.edu
@JeffBC94

2. Training Outline
• Registration and Training
• Roles and Responsibilities
• Resources
• Available Funding
• Applying For Funds
• Auditing Your Funds
• Presentation Available at:
www.slideshare.net/jeffbc94/treasurer-training-2012-2013

3. Registration Management
• Student Organization Year
– Fall (Aug 1 – Oct 15) registration
– Spring (Feb 15 – Apr 30) registration
• Training is good through next Registration Cycle
• Annual Renewal Requirements
– Training (Treas, Pres, Adv)
– Financial Good Standing (Treas)
– Online Updates (Pres)
• roster, constitution, general information
– Advisor Approval (Adv)
• Registration Status
– Pending
– Active – New/Re-Established
– Active – Established
– Inactive

4. Eligibility for Funding
• EIN - Employer Identification Number (Group’s SSN)
– irs.gov/businesses/small/article/0,,id=97860,00.html
– Sign up as “Social or Savings Club”
– Student Organizations are not non-profit/tax-exempt
• AP Compliance Form (new Organizations only)
– Form available on student organizations funding page
– Must have EIN
– Provide organization name, phone number
• Organization Checking Account
– Checks are written to organization, not individual
– Name on account must match name in directory
– Look for free checking, no fee/no minimum balance
– Huntington, US Bank, and 5/3 Bank are great options
ohiounion.osu.edu/get_involved/student_organizations/funding

5. Role of the Advisor
• Primary resource for the organization
• University Faculty or Staff member (name.#)
• Complete Advisor Certification
• Approve organization annually
• Approve all funding requests
• Co-signer on organization account
• Submit your advisor for the spotlight

6. Role of the President
• Complete and manage registration for organization
• Coordinate meetings and programs
• Primary contact for student organization
• Corresponds on behalf of organization
• Communicate with organization membership and
advisor

7. Role of the Treasurer
• “Treasurer” = I know stuff about money
• Set example with how organization funds are
managed, used, and reconciled
• Steward of student money
• Example of financial wellness
• Request all funds
• Complete all audit forms

8. Sound Budget Management
• Draft a written budget plan, including reserve funds
• Keep track of all income and expenses
• Meet regularly with advisor to review accounts
• All expenses should be pre-approved by YOU
• No receipt, no reimbursement
• Consider membership dues
• Fundraising
– Everyone’s responsibility
– Watch for issues with contracts (Coca-Cola, Huntington Bank, Barnes
and Noble, credit card programs)
• Retain records for pass-down to next treasurer

9. Resources for
Operations

10. Center for Student
Leadership & Service
Your point of connection for the full
spectrum of involvement at Ohio State.
The Center offers programs, resources, and
services for individuals & student groups
at beginning, intermediate, & advanced
levels, to help take the next step in
membership, leadership, and citizenship.

11. Center for Student
Leadership & Service
• Lounge
• Graphics Department
• Video Department
• Meeting Rooms
• Office Space & Lockers
• Leadership Library
• Resource Room

12. Resource Room
• Resource Room Handout – Page 4
• Annual $250 Line-of-Credit to spend on resources.
• Line of Credit is reset at conclusion of registration period; not
available until organization obtains Active status.
• When Line of Credit runs out, or if so desired, items may be
purchased with cash/credit/Buck ID.
• All members can use Line-of-Credit.
• Only leaders may check out equipment.
• Items available for individual purchase too
ohiounion.osu.edu/get_involved/student_organizations/resourceroom

13. Ohio Union
Website

14. ohiounion.osu.edu
Your home for info!
Approved programs
listed on daily event
calendar

15. Meeting & Event Space

17. Center for Student
Leadership & Service

18. Center for Student
Leadership & Service
Access free
workshops and
retreats for your
organization.

19. Most Popular: Go to Get
link for Student Involved and
Organizations click Student
Organizations

20. Student
Organizations
home page
Click here (on any
student org page) to
access the
management system

21. Guidelines, documents, links,
access to marketing/
graphics/video services

22. Click here (on any
student org page) to
Funding: important treasurer
access the
information, including
management system
deadlines guidelines, and
documents

23. Enter your OSU.#
username and password
Only the listed Treasurer can
apply for funding

24. Your organization and desired
function

25. View line of credit balance
Scroll down…

26. …to view EIN on file

27. CSA Funding Process

28. Funding Oversight
• Council on Student Affairs (CSA)
– University Senate committee, chaired by student
– Determines Student Activity Fee (SAF) Allocation
– CSA Allocations Committee oversees student organization
programming funds
• Ohio Union Staff
– Oversee funding distribution
– Advise all SAF programs
• Student Organization Treasurers
– Follow guidelines, spend appropriately
– Ethical, Positive use
– Reporting process (audits)
ohiounion.osu.edu/get_involved/student_activity_fee

29. Student Activity Fee Funds
ohiounion.osu.edu/get_involved/student_activity_fee

30. Operating Funds

31. Operating Funds
• Operating expenses necessary to maintain your
organization
• $200 annually
• Apply between July 1, 2012 and April 1, 2013
• Must audit by May 1, 2013 or when spending is
complete
• Return any unused funds by May 1
• Check cut in advance; or can spend funds first
ohiounion.osu.edu/get_involved/student_organizations/funding

32. Operating Expenses
• Handout Page 6
• Advertising/Promotion/Printing
• Bank Charges
• Books/Subscriptions
• Dues/Fees
• Equipment/Facility Rental
• Food
– Recruitment or marketing events only
– Audit limited to 50% of allocated funds
– Only Coca-Cola products may be purchased
• Membership Awards
• Office/Consumable Supplies
• Travel/Transportation
• Other
ohiounion.osu.edu/get_involved/student_organizations/docs_links

33. Apply for funds online e-mail confirmation sent
All requirements complete
e-mail if incomplete
Check requested from
University [3 weeks]
e-mail when available
Check available for pick-up
Center for Student
Leadership and Service
Spend $
Audit funds e-mail when complete

34. Select operating request
form

35. Helpful reminders when
filling out the form –
please read them!

36. Select fundable category in
which you are requesting
funding

37. Provide $ amount requested
for this item, according to
guidelines
Describe the expected
purchase according to the
fundable guidelines

38. Add additional line items by
pressing Add Cost

39. Include all budgeted items
on one request form.

40. The form keeps a
running total of your
line items
Will generate and error if more
than $200 is requested

41. Edit any line item to get
under budget
Click Update/Submit to
Once you have budgeted for $200
complete your request

42. Once your request is submitted the
Request Confirmation will appear on
screen
Already received Email
confirmation!

43. Email confirmation, with
advisor approval links.

44. Programming
Funds

45. Programming Funds
• Reviewed by CSA Allocations Committee
– Review starts after deadline, takes three weeks
• Fundable programs must:
– be an educational or service activity held on campus or a
service/outreach activity held off-campus
– be open to all students beyond the membership of the sponsoring
student organization
– provide developmental and educational outcomes for all participants
– be held at a public venue on-campus
• Review CSA Guidelines online for prohibited expenses/non-
fundable programs
ohiounion.osu.edu/get_involved/student_organizations/docs_links

46. Programming Funds
• $2000 or $3000 annually (depends on active status)
• $1500 programs meet with program planner
• Issued on a reimbursement basis
– Some costs may be paid for directly (OSU vendors)
• Must audit within 30 calendar days after scheduled
program date
• Request deadline based on event date:
– July 1: program dates 8/16 – 10/15
– September 1: program dates 10/16 – 12/31
– November 15: program dates 1/1 – 3/15
– February 1: program dates 3/16 – 5/31
– April 15: program dates 6/1 – 8/15
ohiounion.osu.edu/get_involved/student_organizations/funding

47. Programming Funds
• Handout Page 7
• Fully fundable Categories
– Speaker Costs/Entertainment
– OSU Physical Facilities/Personnel/Equipment Rental
– Consumable Supplies
• Percent-limited Categories
– Food & Beverages (limited to 40% of the total cost of the entire
program)
– Publicity/Apparel/Takeaways (limited to 20% of the total cost of the
entire program)
– Travel (up to 50% of the transportation and lodging expenses
associated with a service program not on campus)
ohiounion.osu.edu/get_involved/student_organizations/docs_links

48. Apply for funds online
e-mail confirmation sent
before the deadline
e-mail status within 3
CSA Allocations meets and weeks of application
approves funding requests deadline
Requested program held on 7 days to appeal if
scheduled date denied
Approved $ = Max $
Submit audit within 30-days
of scheduled program date
e-mail when complete
Check requested from
University [3 weeks]
e-mail when available
Pick-up Check - Center for
Student Leadership and
Service

49. Select programming
request form

50. Select funding window, click
New Programming Request to
start

51. Select a
descriptive
program
name
Select the program
date and time – this
section checks for
programming
funds deadlines

52. 1. Start/End Time
2.specific on-campus
location
3. Collaborative
program? All groups
must apply
4. Select program type as
defined by the student
organization guidelines

53. Please explain the program for
the allocations committee (i.e.
agenda, itinerary, activities).
BE SPECIFIC

54. Better descriptions are more
likely to be approved the first-
time around

55. Explain
evaluation and
success of
program. Be
specific.
Estimate the number
of attendees and
student attendees
you plan to have at
your program
Enter admission
fees if
applicable.

56. Identify your marketing plan

57. Follow these helpful hints to
complete the budget portion.
Read before advancing!
Describe each expense
specifically

58. Expenses
can be fully
or partially
covered by
CSA funds,
or covered
by an
outside
source.

59. Hit update to total
program budget and
requested amount
List other
funding
sources
here

60. One last step. Certify…
And Submit!

61. Errors will appear here – go
back and fix to resubmit

62. Click view to see
what was
submitted
Computer goes back to program list
for your group; Submitted program
is now showing up

63. Use this four-digit
ID when referring
to your program.

64. Only delete if you
Click to delete.
mean it!
But…

65. Completing
Audit Forms

66. Submitting an Audit
• Original, Itemized, Legible Receipts
• Delivery orders/sales slips/confirmations/signed
statements alone do NOT count
– most need “proof of payment”
– Proof of payment can be a cancelled check, credit card or
bank statement
• To pay Ohio Union costs directly, must submit invoice,
not confirmation; write “please pay directly”
• YES! It’s okay if actual expenses differ from estimated
budget
• Contact us if you have questions about paperwork,
before you submit an audit
ohiounion.osu.edu/get_involved/student_organizations/funding

67. Must be filled out by
treasurer
List each
receipt/payment
separately Follow these steps!
50 Performances at event
JugglersRUs
Garage 200
Band
What/why

68. Proof of Payment:
Cancelled Check
From the bank
account, not a
photocopy of the
check
This (or bank
statement) shows the
funds have cleared
your account

69. Acceptable
Receipt
Each item purchased is listed
separately and lists each unit
price along with total
P*ps* products not a
fundable item! only Coca-Cola
Purchase
Products!

70. Not Acceptable
Lists only total and
does not show items
purchased

71. Not
Acceptable
Itemized, shows amount,
does not show proof of
payment

72. Not
Acceptable
Illegible – this group
waited too long to turn in
their audit!

73. Not
Acceptable

74. Acceptable!
Acceptable?
Itemized with total
Proof of
payment

75. Not
Acceptable

76. Almost…
shows amount, does not
show proof of payment

77. Acceptable!

78. Not
Acceptable
Cannot pay from
confirmation

79. Invoice can be paid
directly from approved
funds

80. Sign-in Sheet
Complete Evaluation
Stop by Resource Room
Thanks for Coming!
Jeff Pelletier – 292-8763
pelletier.12@osu.edu
@JeffBC94

81. Human Resources for your
Organization
Adam Burden – Coordinator, Student
Involvement
Organization registration management, trainings
Deb Cunningham – Coordinator, Student
Organizations
Funding process
Katie Dean Williams –
Graduate Administrative Associate
Resource Room operation, Student Staff supervision