Treasury Training - Penn State Erie - Penn State University
Treasury Training - Penn State Erie - Penn State University
Treasury Training - Penn State Erie - Penn State University
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SGA<br />
<strong>Treasury</strong> <strong>Training</strong> for<br />
Student Organizations<br />
2012/2013
Who We Are:<br />
Nicole Fedders<br />
Assistant Director of Clubs<br />
and Organizations<br />
naf13@psu.edu<br />
Christa Morris<br />
RUB Info Desk Manager<br />
SAF Coordinator<br />
cdb120@psu.edu<br />
Maya Pillay<br />
Student Activities Staff<br />
Assistant<br />
SGA Financial Advisor<br />
mip11@psu.edu<br />
These are your contacts for questions about any<br />
information provided in this PowerPoint<br />
program.<br />
Justin Wheeler<br />
SGA President<br />
jaw5376@psu.edu<br />
Jen Slane<br />
SGA Vice President<br />
jls6024@psu.edu<br />
Kyle Stephan<br />
SGA Treasurer<br />
kds5231@psu.edu<br />
Megan Kuntz<br />
SGA Secretary<br />
mdk5161@psu.edu
What you need to know as<br />
Treasurer…<br />
Understand the<br />
different accounts and<br />
what they are used<br />
for.<br />
Keep the Check Book<br />
and Dues updated on<br />
OrgSync.<br />
Use the Account<br />
Memo forms placed in<br />
the club mailbox to<br />
track your money<br />
The difference between<br />
SGA and SAF funding.<br />
How to request to spend<br />
money on the club’s<br />
behalf<br />
Understand the SGA<br />
Budget process.<br />
Know how to complete<br />
various forms regarding<br />
depositing / requesting<br />
money
Student Organization Accounts<br />
Each student organization at Behrend has up to four accounts that<br />
are administered by the SGA in the office at the RUB Info Desk in<br />
the Reed Union Building. These accounts contain your money that<br />
you can access for club purchases and events. These accounts are:<br />
Administrative:<br />
(Allocated)<br />
Every Club is<br />
given $35 by<br />
SGA each<br />
semester<br />
It must be<br />
spent that<br />
semester<br />
This money<br />
does not roll<br />
over<br />
Can be used for<br />
office supplies,<br />
copies,<br />
mailings,<br />
poster, or<br />
banners<br />
Need TRF<br />
Contact: Maya<br />
Pillay<br />
Recruitment:<br />
(Allocated)<br />
If the Club is open<br />
to ALL students<br />
they receive $50<br />
from SGA each<br />
semester<br />
It must be spent<br />
that semester<br />
This money does<br />
not roll over<br />
It can be used for<br />
giveaways, food<br />
or anything to<br />
entice new<br />
members that<br />
follow PSU policy<br />
and procedure<br />
Need TRF<br />
Contact: Maya<br />
Pillay<br />
Non-Allocated:<br />
Club receives these<br />
funds through<br />
fundraising, dues,<br />
donations, etc.<br />
All money raised on<br />
campus must be<br />
deposited at the RUB<br />
Info Desk<br />
Can be used for any<br />
purpose, as long as it<br />
follows policies<br />
Rolls over from<br />
semester to semester<br />
Balances as of July<br />
2012 put onto your<br />
OrgSync Checkbook –<br />
Club Treasurer is<br />
responsible for<br />
balancing throughout<br />
the year<br />
Contact: Kyle Stephan<br />
for balances<br />
Contact: Maya Pillay to<br />
spend it<br />
Allocated:<br />
Club receives<br />
these funds by<br />
submitting a<br />
proposal and<br />
going through<br />
the budget<br />
process<br />
Must be used<br />
for its specific<br />
purpose<br />
Pulled back if<br />
unused by<br />
specified<br />
program<br />
completion<br />
date<br />
SGA Contact:<br />
Maya Pillay<br />
SAF Contact<br />
Christa Morris
Checking Accounts<br />
<strong>Penn</strong> <strong>State</strong> <strong>University</strong> policy states that<br />
all recognized clubs and organizations<br />
can only have on campus accounts.
OrgSync Checkbooks<br />
OrgSync has the<br />
ability to record<br />
financial transactions.<br />
This will be another<br />
duty of the treasurer.<br />
This feature will be<br />
very beneficial and will<br />
allow clubs to view<br />
and track their<br />
financial spending and<br />
growth.
Steps to Access the Checkbook<br />
First go to<br />
organizations you<br />
are managing<br />
On the left hand<br />
side of the screen,<br />
you will select<br />
<strong>Treasury</strong> and then<br />
Check Books.<br />
Select Check Books
This page shows all of the<br />
clubs different accounts<br />
and the balances for each.<br />
By selecting Create Entry<br />
you can see all previous<br />
transactions that have led<br />
to the current balance.<br />
This is also where you will<br />
go to add or deduct funds<br />
to/from the account.
Put in a (negative) number<br />
for payments and positive<br />
numbers for deposits.<br />
This previous Payment is<br />
recorded under<br />
transactions.<br />
This is where you will put a<br />
description for the event<br />
and transaction. Make sure<br />
you do this to know why<br />
money is coming or going.
Granting Access to the Checkbooks<br />
Different levels of access can be granted to<br />
the members of the club.<br />
For example, it can be set up that only the<br />
president and treasurer add or deduct from<br />
the accounts, while all other members can<br />
only see the balances.<br />
It is up to the individual E-Board to decide.<br />
Go to Settings then <strong>Treasury</strong>
Financial Account Memos<br />
• SGA keeps you informed of your<br />
deposits and withdrawals<br />
• This will allow the Treasurer to keep<br />
your OrgSync Check book up to<br />
date and accurate<br />
• Each club is assigned an account<br />
code, the SGA Treasurer can<br />
provide you with this code<br />
• The memos have information from<br />
multiple clubs – just pay attention to<br />
the highlighted account code for<br />
your group<br />
• Memos will be placed in club<br />
mailboxes<br />
• Take the information and track your<br />
balances<br />
These forms are put into club mailboxes from the SGA Treasurer<br />
after a deposit or a payment. Information regarding multiple clubs<br />
are on one form. Your club code will be highlighted. Your<br />
Treasurer only needs to focus on the highlighted information and<br />
record it into “Checkbooks” for accurate bookkeeping.<br />
On this form in particular, it shows a $75.00 deposit into the<br />
Beacon Account (BEA) a $300 deposit in to IEEE’s account and<br />
a $150 deposit into Lion Ambassadors’ account (LIO)
OrgSync Dues<br />
OrgSync has the<br />
ability to record<br />
member dues.<br />
This will be another<br />
duty of the treasurer.<br />
This feature will be<br />
very beneficial and will<br />
allow clubs to view<br />
and track the income<br />
of dues for all<br />
members<br />
Select Dues
OrgSync Dues<br />
Dues can be as orgainized<br />
as needed.<br />
Dues (simple) allows for an<br />
easy selection of paid or<br />
unpaid. This is better for<br />
clubs/organizations who<br />
have set, small-fee dues<br />
yearly.<br />
Regular Dues is more<br />
complex. It allows for a<br />
dollar amount to be updated<br />
throughout the semester and<br />
keep track of individual<br />
contributions. This is better<br />
for clubs/orgs who have<br />
monthly dues.
How to get allocated money for<br />
your club from SGA and/or SAF<br />
Write a proposal for both SGA & SAF<br />
Links to proposal applications can be<br />
found at the Club and Organization<br />
Resources Page:<br />
http://www.behrend.psu.edu/student/grou<br />
ps/ClubResources.htm<br />
See “How to Write a Proposal” Power<br />
Point on the Club and Organization<br />
Resources page for help<br />
Ask for review before the day it is due by<br />
Christa Morris or Nicole Fedders
Small budget<br />
Proposal calls<br />
approximately once per<br />
month<br />
Funds smaller events<br />
Funds events pertinent<br />
to the club’s mission<br />
Only active student<br />
organizations can<br />
access funds<br />
See Nicole Fedders,<br />
Maya Pillay or Kyle<br />
Stephan or assistance<br />
Differences between<br />
SGA and SAF?<br />
Large budget<br />
One main proposal<br />
call, five smaller calls<br />
Funds larger events<br />
On campus events<br />
are considered higher<br />
priority<br />
Anyone (students/<br />
faculty/staff) can<br />
access funds for<br />
student<br />
programming<br />
See Christa Morris or<br />
Nicole Fedders for<br />
assistance
SGA Budget Process<br />
SGA Budget proposals calls are only for active student<br />
organizations to request money for programs, events, and<br />
equipment central to their club’s mission.<br />
The budget process takes place in the Spring for August &<br />
September programming requests, and once a month beginning<br />
in September for programs throughout the academic year.<br />
Budget informational meetings will be provided by the SGA.<br />
Notification of these sessions will be made via email, club<br />
mailboxes, and the web.<br />
Budget meetings offer instruction on how to prepare a budget,<br />
as well as information on <strong>University</strong> and SGA budget<br />
restrictions.<br />
All budgets must be submitted to RUB Info Desk by the due<br />
date. The due dates are posted on the Resource page.<br />
SGA Budget Committee reviews requests, notifies clubs of<br />
decision.<br />
The budget is voted on by SGA Senate for final approval.
SGA Budget Process Cont’d.<br />
Where does our money come from?<br />
Each academic year SGA receives money from SAF<br />
to distribute to active Student Organizations during<br />
the budget process. The amount of money is<br />
requested by the SGA president and is based on<br />
availability of funds as well as the spending trends<br />
of clubs and organizations. Please spend your<br />
budgeted money!<br />
Traffic fines collected on campus are available for<br />
the SGA budget process as well.<br />
Money not spent by the programming deadline date<br />
for one funding period, is pulled back, then<br />
redistributed for the next proposal call.
SGA Budget Packet
SAF Budget Process<br />
Student Organizations may also request money<br />
from the Student Activity Fee Committee<br />
SAF stand for Student Activity Fee<br />
All students are charged this fee each semester to provide funds<br />
to improve the co-curricular environment for all students.<br />
From September to January, SAF has a proposal call once a month<br />
for activities benefitting Behrend students<br />
There is one proposal call each year in March, for the following<br />
academic year. This call is for programs/events which will occur<br />
over the summer and early in the fall semester .<br />
A reserve is available for the September – January proposal calls<br />
All budgets must be submitted to The Office of Student Affairs;<br />
Reed 2 nd Floor by the due date. The due dates are posted on the<br />
Resource page.<br />
SAF Budget Committee reviews requests, notifies clubs of decision.<br />
A committee comprised of students and staff meet to discuss the<br />
proposals and decide on allocations.<br />
More detailed information including deadlines, guidelines and<br />
forms are available on line at<br />
http://www.behrend.psu.edu/activity/saf/index.htm
SAF Budget Packet<br />
http://www.behrend.psu.edu/activity/s<br />
af/index.htm
I got funding what do I do now?<br />
As soon as you have received confirmation for funding, make an<br />
appointment in Student Activities TWO WEEKS MINIMUM (for smaller<br />
events) ONE MONTH MINIMUM (for larger events) before the event–<br />
even if the event is several months away!<br />
If you need to plan an event, get food, hire a performer, reserve space<br />
see Nicole Fedders (SAF & SGA) For all events, your first step is to<br />
meet with Nicole Fedders in the Office of Student Activities. She<br />
will help you reserve your room and guide you through the next<br />
steps in the event planning process. This initial meeting is<br />
mandatory.
I got funding what do I do now?<br />
To make an appointment with anyone stop by or call The Office of<br />
Student Activities – do not text, or e-mail<br />
You will be added to the individual’s calendar based on your<br />
availability<br />
If you are purchasing equipment with SGA funds set up an appt.<br />
with Maya Pillay in the Office of Student Activities.<br />
Please bring a list of items you want to purchase to the meeting for a quicker process<br />
If you are purchasing equipment with SAF funds, see Christa<br />
Morris at the R.U.B. Info Desk.<br />
When in doubt, call the Office of Student Activities at 898-6171.
SGA/SAF Emblem<br />
The SGA/SAF emblem should be<br />
used in all advertising for club<br />
events if it is funded through<br />
SGA or SAF.<br />
You can get the emblem from the<br />
SGA website, SGA office, RUB<br />
Information Desk<br />
If you are unable to use the<br />
graphic, the words “Sponsored by<br />
SGA” or “Sponsored by SAF”<br />
should be included in your<br />
publicity.
Having a DJ, band, or speaker?<br />
If you are having an event on campus that<br />
includes a DJ, band, performer, or<br />
speaker, you MUST have a contract!<br />
Performers must sign a PSU contract. Do<br />
not sign the vendor’s contract!<br />
Go to the Office of Student Activities to<br />
discuss contracts with Nicole Fedders who<br />
will arrange payment information.<br />
Payment takes about 3 weeks with a<br />
contract – plan early!!!<br />
When getting quotes for this type of<br />
event, please be sure that the vendor is<br />
clear about whether or not<br />
travel/lodging/food are included.
Contracts for Off Campus<br />
You are allowed to sign contracts for off<br />
campus events (off-campus formals, paintball,<br />
etc.)<br />
Make sure you have the money to pay the<br />
amount on the contract<br />
Do not sign any contracts without securing<br />
funding!!!<br />
(#LifeLesson) You are responsible as the<br />
individual once you sign the contract
Need Food for Your Event?<br />
Begin planning your event in the Office of Student Activities.<br />
If your event is in Bruno’s, Dobbins, the Clark Café, the sand<br />
volleyball court, residence halls or the Logan House, you must<br />
utilize Behrend’s Housing and Food Services for your<br />
refreshment needs.<br />
Off campus caterers must be from a list of <strong>University</strong> approved<br />
caterers.<br />
http://www.controller.psu.edu/Divisions/RiskManagement/vend<br />
ors/caterers/<br />
Off campus caterers need approved by Housing 2 ½ weeks – plan<br />
ahead<br />
Pre-packaged snacks and non-alcoholic drinks may be purchased<br />
off-campus. Please remember - Pepsi products only!<br />
Pizza may be ordered from anywhere, however, for the best<br />
prices, discounts, and no tax please order through Student<br />
Activities.<br />
Plan ahead to get the best deals and a smooth event!
Want to host a program that involves<br />
travel?<br />
Plan ahead -- reservations take time!<br />
<strong>University</strong> vehicles -- the driver of the <strong>University</strong> vehicle<br />
must have valid PA license and be an advisor or graduate<br />
assistant. No student drivers!<br />
Rental cars – the <strong>University</strong> has a corporate contract with<br />
National and Enterprise. In addition to a low rate,<br />
additional insurance is included if you book through<br />
Student Activities.<br />
Charter buses -- to charter a bus, see Christa Morris at<br />
the RUB Info Desk. Approved bus lines can be found at<br />
http://www.controller.psu.edu/Divisions/RiskManageme<br />
nt/vendors/buslines/<br />
Airline & Train – please see Christa Morris or Maya Pillay<br />
to make reservations.
Reallocations: SGA ONLY<br />
Reallocations allow you to adjust your<br />
allocated money. For example, if a student<br />
organization spent less on a program<br />
supplies than originally expected, it is<br />
before the event has occurred and they plan<br />
to use it for something else then they can<br />
fill out a reallocation form and submit it to<br />
the R.U.B. Info Desk.<br />
Forms are available at the RUB Info Desk,<br />
Suite A, or online by accessing the Club and<br />
Organization Resource page.<br />
SGA will not consider retroactive<br />
reallocations, that is, a reallocation to pay<br />
for a program that already occurred.<br />
SGA will review it at their weekly meeting<br />
and decide whether the reallocation should<br />
be approved or not based on policy and<br />
guidelines.<br />
SGA will inform the club if your reallocation<br />
request has been approved or denied<br />
Reallocations are only possible for SGA<br />
funds, NOT SAF funding.
<strong>Treasury</strong> Request Form (TRF)<br />
Purpose: to give SGA permission to<br />
spend your money<br />
Form can only be filled out by<br />
President or Treasurer!<br />
Indicate if the money being<br />
requested is from allocated or nonallocated<br />
funds.<br />
TRF can also be filled out online at<br />
OrgSync.com in the “Forms” section<br />
or you can pick up a paper copy at<br />
the RUB Desk<br />
Form must be filled out completely.<br />
FOR REIMBURSEMENTS OR ADVANCES<br />
Backup documentation is REQUIRED (e.g.<br />
invoice, receipt) to be submitted with form.<br />
TRF needs to be turned in at least 2 weeks<br />
prior to the date funds are needed. If<br />
documentations is not received your personal<br />
account can be put on hold and you will be<br />
billed, not the club
When you need to spend your<br />
organization’s money….<br />
Sometimes clubs need to purchase items out of their Administrative,<br />
Recruitment or Non-Allocated funds:<br />
Club account balances can be obtained from either Kyle Stephan or<br />
Maya Pillay or through the Check Book feature on OrgSync if you<br />
are tracking correctly.<br />
To purchase supplies or meeting refreshments, contact Maya Pillay.<br />
To set up an event, set up a meeting Nicole Fedders.<br />
In order for us to spend your money you will need to fill out a<br />
<strong>Treasury</strong> Request Form (TRF).<br />
We can order most items for you online.<br />
We are tax exempt – we can save you money.<br />
We can purchase or make reservations even for off campus events.<br />
Cash advances are available if requested 3 weeks prior to needing<br />
the advance.
Need Office Supplies?<br />
All active Student Organizations receive $35 per semester from<br />
SGA for Administrative needs, office supplies, mailing, Publicity<br />
Room & copying.<br />
If your organization needs to purchase office supplies, they can be<br />
ordered from Maya Pillay through the Staples catalog at a<br />
substantial discount.<br />
They can be shipped in as little as 2 days.<br />
We are tax exempt, so you don’t pay tax!<br />
We can use PSU purchasing card to pay for it.<br />
The President or Treasurer of your group must submit the order<br />
with a signed <strong>Treasury</strong> Request Form
Want to have a Fundraiser?<br />
When planning a fundraiser for your organization, the first place<br />
to start is the Office of Student Activities to reserve a table and<br />
fill out a cash box request form. See Maya Pillay or Christa Morris.<br />
Fundraisers must be registered at least 1 week prior to the event<br />
We will check if your fundraising ideas go along with <strong>Penn</strong> <strong>State</strong><br />
Policy<br />
If you will need to SPEND money for your fundraiser, our staff will<br />
take care of this as well. Please bring a signed <strong>Treasury</strong> Request<br />
Form or submit one on OrgSync.com<br />
ALL FUNDS RECEIVED FROM ANY FUNDRAISER<br />
ON CAMPUS MUST BE TURNED INTO THE RUB<br />
INFORMATION DESK FOR DEPOSIT! This is a<br />
<strong>University</strong> Policy.
Additional Tips for FUNDRAISING AT<br />
BEHREND<br />
Go to the RUB Information Desk for assistance with<br />
deciding what to sell.<br />
Don’t limit your fundraising table to the Reed Building.<br />
More students can be reached if you set up a table in<br />
another building.<br />
If your fundraiser involves the selling of tickets (raffle or<br />
admission) or any type of small game of chance (punch<br />
cards, ticket drawings, etc.) you will need to fill out a ticket<br />
accountability form. The tickets are free.<br />
Raffles are covered by SGA’s small games of chance license,<br />
only if you use the tickets from the RUB Info Desk.
Account Holds<br />
Your Student Organization Account could<br />
be put on hold for the following reasons:<br />
There is a negative balance in your non-allocated account.<br />
You have not turned in your Student Organization Registration Form.<br />
The President and/or Treasurer of your group has not completed<br />
<strong>Treasury</strong> <strong>Training</strong>.<br />
The President and/or Secretary of your group has not completed<br />
OrgSync <strong>Training</strong><br />
Advisor Forms are not turned in to The Office of Student Activities<br />
Your OrgSync site is not being utilized<br />
Sport Club paperwork is not complete *<br />
The constitution for your organization needs updated and uploaded<br />
If your account is placed on hold, you will not be permitted to do<br />
any of the following: reserve/utilize <strong>University</strong> space, access<br />
allocated or non-allocated funds, use club office, hold meetings,<br />
sign out keys/supplies, access web space, or use copy codes!
Virtual EMS<br />
(Event Management System)<br />
You can reserve rooms<br />
for meetings<br />
You can order pizza for<br />
your event from your<br />
recruitment or events<br />
Questions, Comments<br />
or Concerns – see Maya<br />
Pillay<br />
Behrend’s Home Page<br />
Current Student<br />
Event Management<br />
System (EMS)<br />
Click on the first link<br />
Authenticate<br />
Log In<br />
Username: entire PSU<br />
e-mail<br />
Password: your first<br />
name with the first letter<br />
capitlized<br />
i.e: Joseph
The end….<br />
Questions?
Additional Club Information
Steps to becoming an<br />
approved club/organization<br />
Returning Presidents & Treasurers complete an online <strong>Treasury</strong> <strong>Training</strong> at<br />
one of sessions session on September 8 or September 22<br />
Returning Presidents & Treasurers complete an online OrgSync Session at one<br />
of sessions session on September 8 or September 22<br />
New Officers attend and complete trainings on either September 8 or<br />
September 22<br />
COMPLETELY fill out Club Registration on OrgSync (register between August<br />
1-October 1 – OrgSync, Settings, Profile, Fill out, Submit<br />
If everything is not complete, it will be “denied” by Megan Kuntz, if she<br />
has questions or concerns, she will e-mail you, look for her e-mails!<br />
Advisor Form is filled out and returned to Nicole
OrgSync<br />
Questions about OrgSync throughout the year<br />
can be answered by the student staff in “The<br />
Drawing Board” Behrend’s Publicity Room,<br />
located in Reed 10 H (near the Mail Room)<br />
Website Development for your club can be done<br />
by contacting Brian Wilking at<br />
biw5096@psu.edu to set up an appt. Sessions<br />
will be in “The Drawing Board”<br />
Office Hours: M 10a.m. – 1p.m., T 6p.m. –8p.m.,<br />
W 10a.m. – 12:00p.m.
RUB Information Desk:<br />
Resource & Sign-up Center<br />
Coming Soon!!! Web Check Out<br />
Web Check Out services<br />
Check inventory and<br />
request items online<br />
Check out items from<br />
the RUB Desk for<br />
FREE for all of your<br />
club events<br />
Items Like<br />
games, decoration,<br />
utensils, cotton candy<br />
machines, bunny<br />
costumes and more!!!<br />
RUB Desk services<br />
Club Copy<br />
Codes/Mailboxes<br />
Club Budget<br />
Club Registration<br />
Club/Organization<br />
Directory<br />
Event Sign Up Sheets<br />
Ticket Sales<br />
Notary Service
Community Service/<br />
Philanthropy Hours<br />
The <strong>University</strong> wants to recognize clubs and<br />
organizations for their effort in creating a<br />
better, healthy community by serving others.<br />
Get CREDIT for what you are already doing!<br />
Clubs should be tracking and reporting the<br />
amount of hours they are volunteering for<br />
community service or $ donated to non-profits<br />
by their members, either as a part of your club<br />
or on their own!
How To!<br />
Community Service/<br />
Philanthropy Hours<br />
Log on to OrgSync<br />
1. Go to My Tools<br />
2. Click on Involvement<br />
3. Click on Add and Involvement Entry<br />
4. Complete Form<br />
2.<br />
1.<br />
3.
Permanent Club Office Keys<br />
Some student organizations have permanent offices. If you are interested in office<br />
space for your club, you must go to the Office of Student Activities. If your club<br />
already has office space, this is the process for obtaining keys<br />
If you currently have an office, you will need to<br />
fill out the “Office Space Renewal” Form on<br />
OrgSync by October 1 st<br />
The President of the organization indicates on the Club<br />
Registration Form who has permission to receive a key.<br />
Keys are signed out at the RUB Information Desk.<br />
Keys must be returned by specified date in order to avoid<br />
charges & personal account holds.<br />
REPORT ALL LOST KEYS TO CHRISTA MORRIS AT THE RUB<br />
INFORMATION DESK IMMEDIATELY.
Temporary Club Office Keys<br />
Temporary keys are available at the RUB<br />
Information Desk.<br />
Any student can sign out a key for a short<br />
period of time. Current PSU ID must be<br />
presented.<br />
The organization’s president may submit a<br />
list of key restrictions, but only if the office<br />
is not shared with another group.<br />
Again, report all lost keys to Christa Morris<br />
at the RUB Information Desk IMMEDIATELY.
Club/Advisor Relationship<br />
Your relationship with your club advisor is an important<br />
one. If you need an advisor, or would like advice on how<br />
to improve the relationship you have with your present<br />
advisor, please go to the Office of Student Activities for<br />
assistance.<br />
Advisors are required to complete the Advisor Approval<br />
Form once per year. Please see Nicole Fedders with any<br />
questions.<br />
Advisors and their direct supervisor will need to sign the<br />
form<br />
Forms can be obtained on the Club Resource Page:<br />
http://psbehrend.psu.edu/student-life/studentservices/rub-desk/student-organization-resources
Postage for Club Mail<br />
If you need to mail something for your organization,<br />
prepare it to be sent and drop it off at the RUB<br />
Information Desk.<br />
We will approve it and code it so that it will be<br />
billed to your club account. You must have money<br />
in your non-allocated account to send mail from the<br />
RUB Info Desk.<br />
Bulk rates are for 200+ letters. Addresses should be<br />
typed into an Excel spreadsheet and will be printed<br />
directly onto the envelopes.<br />
All bulk mail needs to be scheduled with the<br />
mailroom before mailing, and must be approved for<br />
payment at the RUB Info Desk. At least 2-weeks’<br />
notice is required for bulk mail!
Copy Codes<br />
THERE IS A COPIER FOR USE BY CLUBS AND<br />
ORGANIZATIONS IN SUITE A IN THE REED UNION<br />
BUILDING.<br />
The club President indicates who can have a copy code by<br />
listing the club member’s name on the “Club/Org.<br />
Registration Form.”<br />
Each person gets their own code at the RUB Information<br />
Desk. You may have to show student ID in order to receive<br />
it.<br />
A charge of .04 per copy is automatically billed to your club<br />
account periodically. SGA provides $35 per semester to<br />
each active student organization for copies and office<br />
supplies. After this money is used, copies will be charged to<br />
your non-allocated account.<br />
Free color paper, purchased for you by SGA, is available.<br />
Just ask at the RUB Info Desk.
The Drawing Board: Publicity Room<br />
Will allow clubs to create, banners, posters, cut outs,<br />
certificates and fundraising supplies<br />
Presidents and Treasurers will have permissions to access<br />
non-allocated, administrative and recruitment<br />
Presidents can give permission for anyone to spend money<br />
by setting permissions on the Club Registration Time<br />
Cost<br />
Most paper products are free to club members i.e.: cut outs,<br />
construction paper, bulletin board paper<br />
Posters, banners and lamination cost money and can be directly<br />
taken from your Administrative or Recruitment Money<br />
http://psbehrend.psu.edu/student-life/student-services/rubdesk/DrawingBoardPrices.pdf
Resource Page<br />
Go to the<br />
Home Page<br />
Student Life<br />
Student<br />
Activities<br />
Clubs and<br />
Organizations<br />
Organization<br />
Resources
Hazing<br />
Any registered student organization that<br />
participates in hazing is subject to<br />
disciplinary action by the appropriate<br />
registering organization. (For more<br />
information please go to the Office of<br />
Student Activities in the Reed Union<br />
Building.)<br />
http://www.stophazing.org/laws/pa_law.htm
Club Mailboxes<br />
Club mailboxes are<br />
located across from the<br />
RUB Information Desk<br />
Mailboxes should be<br />
checked weekly and<br />
information can be<br />
taken to club meetings<br />
or put on the meeting<br />
agenda by the secretary<br />
Officers/Members<br />
should be informed of<br />
upcoming events and<br />
announcements from<br />
Student Activities or<br />
other clubs<br />
This is your way to<br />
communicate with other<br />
clubs and organizations<br />
It is the Office of<br />
Student Activities’ way<br />
of keeping you informed<br />
of vital information<br />
Use it to your<br />
advantage!
Any Questions?<br />
Please contact us at any time if you<br />
have any questions, suggestions, or<br />
problems!