Treasury Training - Penn State Erie - Penn State University

SGA
Treasury Training for
Student Organizations
2012/2013

Who We Are:
Nicole Fedders
Assistant Director of Clubs
and Organizations
naf13@psu.edu
Christa Morris
RUB Info Desk Manager
SAF Coordinator
cdb120@psu.edu
Maya Pillay
Student Activities Staff
Assistant
SGA Financial Advisor
mip11@psu.edu
These are your contacts for questions about any
information provided in this PowerPoint
program.
Justin Wheeler
SGA President
jaw5376@psu.edu
Jen Slane
SGA Vice President
jls6024@psu.edu
Kyle Stephan
SGA Treasurer
kds5231@psu.edu
Megan Kuntz
SGA Secretary
mdk5161@psu.edu

What you need to know as
Treasurer…
Understand the
different accounts and
what they are used
for.
Keep the Check Book
and Dues updated on
OrgSync.
Use the Account
Memo forms placed in
the club mailbox to
track your money
The difference between
SGA and SAF funding.
How to request to spend
money on the club’s
behalf
Understand the SGA
Budget process.
Know how to complete
various forms regarding
depositing / requesting
money

Student Organization Accounts
Each student organization at Behrend has up to four accounts that
are administered by the SGA in the office at the RUB Info Desk in
the Reed Union Building. These accounts contain your money that
you can access for club purchases and events. These accounts are:
Administrative:
(Allocated)
Every Club is
given $35 by
SGA each
semester
It must be
spent that
semester
This money
does not roll
over
Can be used for
office supplies,
copies,
mailings,
poster, or
banners
Need TRF
Contact: Maya
Pillay
Recruitment:
(Allocated)
If the Club is open
to ALL students
they receive $50
from SGA each
semester
It must be spent
that semester
This money does
not roll over
It can be used for
giveaways, food
or anything to
entice new
members that
follow PSU policy
and procedure
Need TRF
Contact: Maya
Pillay
Non-Allocated:
Club receives these
funds through
fundraising, dues,
donations, etc.
All money raised on
campus must be
deposited at the RUB
Info Desk
Can be used for any
purpose, as long as it
follows policies
Rolls over from
semester to semester
Balances as of July
2012 put onto your
OrgSync Checkbook –
Club Treasurer is
responsible for
balancing throughout
the year
Contact: Kyle Stephan
for balances
Contact: Maya Pillay to
spend it
Allocated:
Club receives
these funds by
submitting a
proposal and
going through
the budget
process
Must be used
for its specific
purpose
Pulled back if
unused by
specified
program
completion
date
SGA Contact:
Maya Pillay
SAF Contact
Christa Morris

Checking Accounts
Penn State University policy states that
all recognized clubs and organizations
can only have on campus accounts.

OrgSync Checkbooks
OrgSync has the
ability to record
financial transactions.
This will be another
duty of the treasurer.
This feature will be
very beneficial and will
allow clubs to view
and track their
financial spending and
growth.

Steps to Access the Checkbook
First go to
organizations you
are managing
On the left hand
side of the screen,
you will select
Treasury and then
Check Books.
Select Check Books

This page shows all of the
clubs different accounts
and the balances for each.
By selecting Create Entry
you can see all previous
transactions that have led
to the current balance.
This is also where you will
go to add or deduct funds
to/from the account.

Put in a (negative) number
for payments and positive
numbers for deposits.
This previous Payment is
recorded under
transactions.
This is where you will put a
description for the event
and transaction. Make sure
you do this to know why
money is coming or going.

Granting Access to the Checkbooks
Different levels of access can be granted to
the members of the club.
For example, it can be set up that only the
president and treasurer add or deduct from
the accounts, while all other members can
only see the balances.
It is up to the individual E-Board to decide.
Go to Settings then Treasury

Financial Account Memos
• SGA keeps you informed of your
deposits and withdrawals
• This will allow the Treasurer to keep
your OrgSync Check book up to
date and accurate
• Each club is assigned an account
code, the SGA Treasurer can
provide you with this code
• The memos have information from
multiple clubs – just pay attention to
the highlighted account code for
your group
• Memos will be placed in club
mailboxes
• Take the information and track your
balances
These forms are put into club mailboxes from the SGA Treasurer
after a deposit or a payment. Information regarding multiple clubs
are on one form. Your club code will be highlighted. Your
Treasurer only needs to focus on the highlighted information and
record it into “Checkbooks” for accurate bookkeeping.
On this form in particular, it shows a $75.00 deposit into the
Beacon Account (BEA) a $300 deposit in to IEEE’s account and
a $150 deposit into Lion Ambassadors’ account (LIO)

OrgSync Dues
OrgSync has the
ability to record
member dues.
This will be another
duty of the treasurer.
This feature will be
very beneficial and will
allow clubs to view
and track the income
of dues for all
members
Select Dues

OrgSync Dues
Dues can be as orgainized
as needed.
Dues (simple) allows for an
easy selection of paid or
unpaid. This is better for
clubs/organizations who
have set, small-fee dues
yearly.
Regular Dues is more
complex. It allows for a
dollar amount to be updated
throughout the semester and
keep track of individual
contributions. This is better
for clubs/orgs who have
monthly dues.

How to get allocated money for
your club from SGA and/or SAF
Write a proposal for both SGA & SAF
Links to proposal applications can be
found at the Club and Organization
Resources Page:
http://www.behrend.psu.edu/student/grou
ps/ClubResources.htm
See “How to Write a Proposal” Power
Point on the Club and Organization
Resources page for help
Ask for review before the day it is due by
Christa Morris or Nicole Fedders

Small budget
Proposal calls
approximately once per
month
Funds smaller events
Funds events pertinent
to the club’s mission
Only active student
organizations can
access funds
See Nicole Fedders,
Maya Pillay or Kyle
Stephan or assistance
Differences between
SGA and SAF?
Large budget
One main proposal
call, five smaller calls
Funds larger events
On campus events
are considered higher
priority
Anyone (students/
faculty/staff) can
access funds for
student
programming
See Christa Morris or
Nicole Fedders for
assistance

SGA Budget Process
SGA Budget proposals calls are only for active student
organizations to request money for programs, events, and
equipment central to their club’s mission.
The budget process takes place in the Spring for August &
September programming requests, and once a month beginning
in September for programs throughout the academic year.
Budget informational meetings will be provided by the SGA.
Notification of these sessions will be made via email, club
mailboxes, and the web.
Budget meetings offer instruction on how to prepare a budget,
as well as information on University and SGA budget
restrictions.
All budgets must be submitted to RUB Info Desk by the due
date. The due dates are posted on the Resource page.
SGA Budget Committee reviews requests, notifies clubs of
decision.
The budget is voted on by SGA Senate for final approval.

SGA Budget Process Cont’d.
Where does our money come from?
Each academic year SGA receives money from SAF
to distribute to active Student Organizations during
the budget process. The amount of money is
requested by the SGA president and is based on
availability of funds as well as the spending trends
of clubs and organizations. Please spend your
budgeted money!
Traffic fines collected on campus are available for
the SGA budget process as well.
Money not spent by the programming deadline date
for one funding period, is pulled back, then
redistributed for the next proposal call.

SGA Budget Packet

SAF Budget Process
Student Organizations may also request money
from the Student Activity Fee Committee
SAF stand for Student Activity Fee
All students are charged this fee each semester to provide funds
to improve the co-curricular environment for all students.
From September to January, SAF has a proposal call once a month
for activities benefitting Behrend students
There is one proposal call each year in March, for the following
academic year. This call is for programs/events which will occur
over the summer and early in the fall semester .
A reserve is available for the September – January proposal calls
All budgets must be submitted to The Office of Student Affairs;
Reed 2 nd Floor by the due date. The due dates are posted on the
Resource page.
SAF Budget Committee reviews requests, notifies clubs of decision.
A committee comprised of students and staff meet to discuss the
proposals and decide on allocations.
More detailed information including deadlines, guidelines and
forms are available on line at
http://www.behrend.psu.edu/activity/saf/index.htm

SAF Budget Packet
http://www.behrend.psu.edu/activity/s
af/index.htm

I got funding what do I do now?
As soon as you have received confirmation for funding, make an
appointment in Student Activities TWO WEEKS MINIMUM (for smaller
events) ONE MONTH MINIMUM (for larger events) before the event–
even if the event is several months away!
If you need to plan an event, get food, hire a performer, reserve space
see Nicole Fedders (SAF & SGA) For all events, your first step is to
meet with Nicole Fedders in the Office of Student Activities. She
will help you reserve your room and guide you through the next
steps in the event planning process. This initial meeting is
mandatory.

I got funding what do I do now?
To make an appointment with anyone stop by or call The Office of
Student Activities – do not text, or e-mail
You will be added to the individual’s calendar based on your
availability
If you are purchasing equipment with SGA funds set up an appt.
with Maya Pillay in the Office of Student Activities.
Please bring a list of items you want to purchase to the meeting for a quicker process
If you are purchasing equipment with SAF funds, see Christa
Morris at the R.U.B. Info Desk.
When in doubt, call the Office of Student Activities at 898-6171.

SGA/SAF Emblem
The SGA/SAF emblem should be
used in all advertising for club
events if it is funded through
SGA or SAF.
You can get the emblem from the
SGA website, SGA office, RUB
Information Desk
If you are unable to use the
graphic, the words “Sponsored by
SGA” or “Sponsored by SAF”
should be included in your
publicity.

Having a DJ, band, or speaker?
If you are having an event on campus that
includes a DJ, band, performer, or
speaker, you MUST have a contract!
Performers must sign a PSU contract. Do
not sign the vendor’s contract!
Go to the Office of Student Activities to
discuss contracts with Nicole Fedders who
will arrange payment information.
Payment takes about 3 weeks with a
contract – plan early!!!
When getting quotes for this type of
event, please be sure that the vendor is
clear about whether or not
travel/lodging/food are included.

Contracts for Off Campus
You are allowed to sign contracts for off
campus events (off-campus formals, paintball,
etc.)
Make sure you have the money to pay the
amount on the contract
Do not sign any contracts without securing
funding!!!
(#LifeLesson) You are responsible as the
individual once you sign the contract

Need Food for Your Event?
Begin planning your event in the Office of Student Activities.
If your event is in Bruno’s, Dobbins, the Clark Café, the sand
volleyball court, residence halls or the Logan House, you must
utilize Behrend’s Housing and Food Services for your
refreshment needs.
Off campus caterers must be from a list of University approved
caterers.
http://www.controller.psu.edu/Divisions/RiskManagement/vend
ors/caterers/
Off campus caterers need approved by Housing 2 ½ weeks – plan
ahead
Pre-packaged snacks and non-alcoholic drinks may be purchased
off-campus. Please remember - Pepsi products only!
Pizza may be ordered from anywhere, however, for the best
prices, discounts, and no tax please order through Student
Activities.
Plan ahead to get the best deals and a smooth event!

Want to host a program that involves
travel?
Plan ahead -- reservations take time!
University vehicles -- the driver of the University vehicle
must have valid PA license and be an advisor or graduate
assistant. No student drivers!
Rental cars – the University has a corporate contract with
National and Enterprise. In addition to a low rate,
additional insurance is included if you book through
Student Activities.
Charter buses -- to charter a bus, see Christa Morris at
the RUB Info Desk. Approved bus lines can be found at
http://www.controller.psu.edu/Divisions/RiskManageme
nt/vendors/buslines/
Airline & Train – please see Christa Morris or Maya Pillay
to make reservations.

Reallocations: SGA ONLY
Reallocations allow you to adjust your
allocated money. For example, if a student
organization spent less on a program
supplies than originally expected, it is
before the event has occurred and they plan
to use it for something else then they can
fill out a reallocation form and submit it to
the R.U.B. Info Desk.
Forms are available at the RUB Info Desk,
Suite A, or online by accessing the Club and
Organization Resource page.
SGA will not consider retroactive
reallocations, that is, a reallocation to pay
for a program that already occurred.
SGA will review it at their weekly meeting
and decide whether the reallocation should
be approved or not based on policy and
guidelines.
SGA will inform the club if your reallocation
request has been approved or denied
Reallocations are only possible for SGA
funds, NOT SAF funding.

Treasury Request Form (TRF)
Purpose: to give SGA permission to
spend your money
Form can only be filled out by
President or Treasurer!
Indicate if the money being
requested is from allocated or nonallocated
funds.
TRF can also be filled out online at
OrgSync.com in the “Forms” section
or you can pick up a paper copy at
the RUB Desk
Form must be filled out completely.
FOR REIMBURSEMENTS OR ADVANCES
Backup documentation is REQUIRED (e.g.
invoice, receipt) to be submitted with form.
TRF needs to be turned in at least 2 weeks
prior to the date funds are needed. If
documentations is not received your personal
account can be put on hold and you will be
billed, not the club

When you need to spend your
organization’s money….
Sometimes clubs need to purchase items out of their Administrative,
Recruitment or Non-Allocated funds:
Club account balances can be obtained from either Kyle Stephan or
Maya Pillay or through the Check Book feature on OrgSync if you
are tracking correctly.
To purchase supplies or meeting refreshments, contact Maya Pillay.
To set up an event, set up a meeting Nicole Fedders.
In order for us to spend your money you will need to fill out a
Treasury Request Form (TRF).
We can order most items for you online.
We are tax exempt – we can save you money.
We can purchase or make reservations even for off campus events.
Cash advances are available if requested 3 weeks prior to needing
the advance.

Need Office Supplies?
All active Student Organizations receive $35 per semester from
SGA for Administrative needs, office supplies, mailing, Publicity
Room & copying.
If your organization needs to purchase office supplies, they can be
ordered from Maya Pillay through the Staples catalog at a
substantial discount.
They can be shipped in as little as 2 days.
We are tax exempt, so you don’t pay tax!
We can use PSU purchasing card to pay for it.
The President or Treasurer of your group must submit the order
with a signed Treasury Request Form

Want to have a Fundraiser?
When planning a fundraiser for your organization, the first place
to start is the Office of Student Activities to reserve a table and
fill out a cash box request form. See Maya Pillay or Christa Morris.
Fundraisers must be registered at least 1 week prior to the event
We will check if your fundraising ideas go along with Penn State
Policy
If you will need to SPEND money for your fundraiser, our staff will
take care of this as well. Please bring a signed Treasury Request
Form or submit one on OrgSync.com
ALL FUNDS RECEIVED FROM ANY FUNDRAISER
ON CAMPUS MUST BE TURNED INTO THE RUB
INFORMATION DESK FOR DEPOSIT! This is a
University Policy.

Additional Tips for FUNDRAISING AT
BEHREND
Go to the RUB Information Desk for assistance with
deciding what to sell.
Don’t limit your fundraising table to the Reed Building.
More students can be reached if you set up a table in
another building.
If your fundraiser involves the selling of tickets (raffle or
admission) or any type of small game of chance (punch
cards, ticket drawings, etc.) you will need to fill out a ticket
accountability form. The tickets are free.
Raffles are covered by SGA’s small games of chance license,
only if you use the tickets from the RUB Info Desk.

Account Holds
Your Student Organization Account could
be put on hold for the following reasons:
There is a negative balance in your non-allocated account.
You have not turned in your Student Organization Registration Form.
The President and/or Treasurer of your group has not completed
Treasury Training.
The President and/or Secretary of your group has not completed
OrgSync Training
Advisor Forms are not turned in to The Office of Student Activities
Your OrgSync site is not being utilized
Sport Club paperwork is not complete *
The constitution for your organization needs updated and uploaded
If your account is placed on hold, you will not be permitted to do
any of the following: reserve/utilize University space, access
allocated or non-allocated funds, use club office, hold meetings,
sign out keys/supplies, access web space, or use copy codes!

Virtual EMS
(Event Management System)
You can reserve rooms
for meetings
You can order pizza for
your event from your
recruitment or events
Questions, Comments
or Concerns – see Maya
Pillay
Behrend’s Home Page
Current Student
Event Management
System (EMS)
Click on the first link
Authenticate
Log In
Username: entire PSU
e-mail
Password: your first
name with the first letter
capitlized
i.e: Joseph

The end….
Questions?

Additional Club Information

Steps to becoming an
approved club/organization
Returning Presidents & Treasurers complete an online Treasury Training at
one of sessions session on September 8 or September 22
Returning Presidents & Treasurers complete an online OrgSync Session at one
of sessions session on September 8 or September 22
New Officers attend and complete trainings on either September 8 or
September 22
COMPLETELY fill out Club Registration on OrgSync (register between August
1-October 1 – OrgSync, Settings, Profile, Fill out, Submit
If everything is not complete, it will be “denied” by Megan Kuntz, if she
has questions or concerns, she will e-mail you, look for her e-mails!
Advisor Form is filled out and returned to Nicole

OrgSync
Questions about OrgSync throughout the year
can be answered by the student staff in “The
Drawing Board” Behrend’s Publicity Room,
located in Reed 10 H (near the Mail Room)
Website Development for your club can be done
by contacting Brian Wilking at
biw5096@psu.edu to set up an appt. Sessions
will be in “The Drawing Board”
Office Hours: M 10a.m. – 1p.m., T 6p.m. –8p.m.,
W 10a.m. – 12:00p.m.

RUB Information Desk:
Resource & Sign-up Center
Coming Soon!!! Web Check Out
Web Check Out services
Check inventory and
request items online
Check out items from
the RUB Desk for
FREE for all of your
club events
Items Like
games, decoration,
utensils, cotton candy
machines, bunny
costumes and more!!!
RUB Desk services
Club Copy
Codes/Mailboxes
Club Budget
Club Registration
Club/Organization
Directory
Event Sign Up Sheets
Ticket Sales
Notary Service

Community Service/
Philanthropy Hours
The University wants to recognize clubs and
organizations for their effort in creating a
better, healthy community by serving others.
Get CREDIT for what you are already doing!
Clubs should be tracking and reporting the
amount of hours they are volunteering for
community service or $ donated to non-profits
by their members, either as a part of your club
or on their own!

How To!
Community Service/
Philanthropy Hours
Log on to OrgSync
1. Go to My Tools
2. Click on Involvement
3. Click on Add and Involvement Entry
4. Complete Form
2.
1.
3.

Permanent Club Office Keys
Some student organizations have permanent offices. If you are interested in office
space for your club, you must go to the Office of Student Activities. If your club
already has office space, this is the process for obtaining keys
If you currently have an office, you will need to
fill out the “Office Space Renewal” Form on
OrgSync by October 1 st
The President of the organization indicates on the Club
Registration Form who has permission to receive a key.
Keys are signed out at the RUB Information Desk.
Keys must be returned by specified date in order to avoid
charges & personal account holds.
REPORT ALL LOST KEYS TO CHRISTA MORRIS AT THE RUB
INFORMATION DESK IMMEDIATELY.

Temporary Club Office Keys
Temporary keys are available at the RUB
Information Desk.
Any student can sign out a key for a short
period of time. Current PSU ID must be
presented.
The organization’s president may submit a
list of key restrictions, but only if the office
is not shared with another group.
Again, report all lost keys to Christa Morris
at the RUB Information Desk IMMEDIATELY.

Club/Advisor Relationship
Your relationship with your club advisor is an important
one. If you need an advisor, or would like advice on how
to improve the relationship you have with your present
advisor, please go to the Office of Student Activities for
assistance.
Advisors are required to complete the Advisor Approval
Form once per year. Please see Nicole Fedders with any
questions.
Advisors and their direct supervisor will need to sign the
form
Forms can be obtained on the Club Resource Page:
http://psbehrend.psu.edu/student-life/studentservices/rub-desk/student-organization-resources

Postage for Club Mail
If you need to mail something for your organization,
prepare it to be sent and drop it off at the RUB
Information Desk.
We will approve it and code it so that it will be
billed to your club account. You must have money
in your non-allocated account to send mail from the
RUB Info Desk.
Bulk rates are for 200+ letters. Addresses should be
typed into an Excel spreadsheet and will be printed
directly onto the envelopes.
All bulk mail needs to be scheduled with the
mailroom before mailing, and must be approved for
payment at the RUB Info Desk. At least 2-weeks’
notice is required for bulk mail!

Copy Codes
THERE IS A COPIER FOR USE BY CLUBS AND
ORGANIZATIONS IN SUITE A IN THE REED UNION
BUILDING.
The club President indicates who can have a copy code by
listing the club member’s name on the “Club/Org.
Registration Form.”
Each person gets their own code at the RUB Information
Desk. You may have to show student ID in order to receive
it.
A charge of .04 per copy is automatically billed to your club
account periodically. SGA provides $35 per semester to
each active student organization for copies and office
supplies. After this money is used, copies will be charged to
your non-allocated account.
Free color paper, purchased for you by SGA, is available.
Just ask at the RUB Info Desk.

The Drawing Board: Publicity Room
Will allow clubs to create, banners, posters, cut outs,
certificates and fundraising supplies
Presidents and Treasurers will have permissions to access
non-allocated, administrative and recruitment
Presidents can give permission for anyone to spend money
by setting permissions on the Club Registration Time
Cost
Most paper products are free to club members i.e.: cut outs,
construction paper, bulletin board paper
Posters, banners and lamination cost money and can be directly
taken from your Administrative or Recruitment Money
http://psbehrend.psu.edu/student-life/student-services/rubdesk/DrawingBoardPrices.pdf

Resource Page
Go to the
Home Page
Student Life
Student
Activities
Clubs and
Organizations
Organization
Resources

Hazing
Any registered student organization that
participates in hazing is subject to
disciplinary action by the appropriate
registering organization. (For more
information please go to the Office of
Student Activities in the Reed Union
Building.)
http://www.stophazing.org/laws/pa_law.htm

Club Mailboxes
Club mailboxes are
located across from the
RUB Information Desk
Mailboxes should be
checked weekly and
information can be
taken to club meetings
or put on the meeting
agenda by the secretary
Officers/Members
should be informed of
upcoming events and
announcements from
Student Activities or
other clubs
This is your way to
communicate with other
clubs and organizations
It is the Office of
Student Activities’ way
of keeping you informed
of vital information
Use it to your
advantage!

Any Questions?
Please contact us at any time if you
have any questions, suggestions, or
problems!