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Student Organization Mass Funding Orientation 2015-2016

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NON-ITEMIZED RECEIPTS Itemized= Items and price Date Business name Total ASK FOR! ... Budget Amendment Request Form If you are only changing location, speaker name, ... – PowerPoint PPT presentation

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Title: Student Organization Mass Funding Orientation 2015-2016


1
Student Organization Mass Funding Orientation
2015-2016
  • MSU Office of Activities Engagement

2
Who are we?
  • Office of Activities Engagement (OAE)
  • Mandy St. Aubyn, Funding Board Advisor OAE
    Staff
  • amanda.staubyn_at_montana.edu
  • 994-6902
  • 222 SUB
  • Kelsi Slingsby, Funding Assistant
  • clubs_at_montana.edu
  • 222 SUB
  • Main OAE Office 222 SUB, across from Ask-Us
  • Student Organization Funding Board
  • 3 ASMSU senators
  • 3 students at-large
  • One still open!

3
Funding Allocations 2015-2016
  • Mass Funding
  • 52 clubs applied
  • 301,665 requested
  • 34 clubs awarded money
  • 78,353 allocated
  • Average allocation2,300 per club
  • Club Sports Funding
  • 47,490 requested
  • 24,050 allocated to 16 Club Sports
  • Congratulations on receiving funding!

4
Register your student organization for 2015-2016
  • Deadline Sept. 30th
  • If not recognized in 2015-2016, cannot spend
    money.
  • Register online www.montana.edu/engagement

5
DSR Selections
  • NO longer a requirement!

6
Student Organization Leadership ConferenceOct.
3rd, 10am-5pm, SUB
  • Each club must send AT LEAST one leader
  • Free to all registered clubs
  • Breakfast and lunch provided
  • Register montana.edu/engagement

7
Budgets
  • From your application
  • If you proposed in your application, eligible to
    spend money on up to allocated amount
  • You pick what you will spend money on within that
    application
  • OAE responsible for carrying out Funding Boards
    decisions
  • If need a copy of application, email us at
    clubs_at_montana.edu

8
Request for Payment Form
9
(No Transcript)
10
Reimbursements
  • An individual or the club pays, we reimburse.
  • Turn in receipts to OAE within 30 days of
    purchase-the sooner the better!
  • Must be an ITEMIZED original receipt (no photo
    copies).
  • Exception when an online order or received
    receipt via email.
  • Made to your student organization name, NOT to
    an individual.
  • Up to your Treasurer or signers on bank account
    to reimburse the individual once the funds are in
    your account
  • Set-up for direct deposit
  • W-9 ONCE, unless club name changes
  • Least preferred method
  • Can take up to 6 weeks for check.
  • Paperwork needed
  • Itemized original receipt
  • Request for Payment Form

11
Itemized vs. Non-Itemized Receipts
  • Itemized
  • Items and price
  • Date
  • Business name
  • Total
  • ASK FOR!
  • Sub-total or circle club items
  • Non-itemized
  • Credit Card receipts
  • Total and no individual items
  • Need ORIGINAL Receipts!

12
Paying Bills
  • OAE pays bills on your behalf.
  • Examples Paying a vendor, speaker, someone who
    provided services to your group,
    equipment/materials purchased from a business,
    etc.
  • Speakers/Professional Services
  • If want to pay them before or on the date of
    their service, must submit invoice to us AT LEAST
    6 weeks before event.
  • Often need a w-9 from them.
  • Submit bill/invoice to us ASAP to avoid any late
    fees.
  • Money will NOT go to your club first, directly to
    vendor.
  • Paperwork needed
  • Detailed invoice from vendor
  • W-9 from vendor (check with us first)
  • Request for Payment Form

13
Receipt vs. invoice
  • Receipt
  • If your club has ALREADY paid for the
    service/goods
  • MUST say paid or balance due 0
  • Reimbursement will go to student organization
  • Invoice
  • If your club has NOT paid for the service/goods
    and want OAE to pay directly to vendor
  • MUST say balance due___
  • Payment will go to vendor

14
On-Campus Vendors who do NOT Auto-Bill
  • These MSU Offices DO NOT Auto Bill
  • Conference Services/SUB
  • ASMSU (Campus Entertainment, Productions, etc.)
  • Catering
  • Sports Facilities
  • Other MSU services
  • Expenses incurred will be billed to your
    on-campus address
  • BRING invoice into our office, does NOT
    automatically get sent to OAE!
  • OAE will pay on your behalf, DO NOT pay
  • Paperwork needed
  • Detailed invoice from vendor
  • Request for Payment Form

15
Copy Cats (Lower level of SUB)
  • Auto-billed to OAE
  • DO NOT pay directly!
  • Will NOT have an allowable amount on there
    anymore
  • CLUB responsibility to make sure enough in
    budget to cover
  • Request a copy of bill after making chargewill
    make a free copy
  • Monthly bill
  • A few days where the sheets are pulled and we
    have to replacecome to our office in 222 SUB if
    a sheet is not on file for you.
  • DO NOT need to bring us receipts
  • Will fill out Copy Cats form at end today

16
University Printing (Culbertson Hall)
  • Auto-billed
  • Need to arrange with us ahead of time, will need
    the index number and pre-approval
  • Do not pay them there
  • Bring receipt to us

17
OAE Credit Card Use
  • If can be ordered online or over the phone
  • MUST prearrange with OAE
  • Examples
  • Pre-ordering off-campus food
  • Transportation (Enterprise, flights, etc.)
  • Hotel
  • Conference registration fees
  • Online orders
  • Paying a bill on your behalf if vendor has credit
    card capability
  • Advantages
  • Avoid money out of your pocket up front!
  • Vendors are paid immediately, no waiting on a
    check!
  • Paperwork needed
  • Itemized AND Credit Card Receipts MUST be turned
    in within 24 hours of purchase
  • Request for Payment Form

18
Costco
  • Orders over 75
  • Prearrange with us to receive a charge form
  • Form must be returned within 24 hours of purchase
  • Orders under 75
  • Reimbursement basis

19
Travel
  • Fill out OAE Travel Forms within 10 days before
    travel
  • www.montana.edu/engagement/organizations/travel
  • Enterprise
  • If funded for transportation, must reserve
    through OAE.
  • Tip If use university funds (these funds),
    automatically have Collision Damage Waiver (CDW)
    and 1 Million Combined Single Limit (CSL)
    Liability.
  • Fill out online form.
  • Gas Cards
  • If available
  • Are able to use for personal or rented vehicles
  • Fill out online form.
  • Flights
  • If funded for transportation, must reserve on
    university credit card.

20
Food
  • Hospitality Form
  • Purchase of food or drink
  • Additional Information Needed
  • If event is open to the public we need a flyer
    for the event
  • If it is for a club meeting we need a sign-in
    sheet with members present or a list of names
  • MSU Catering-SUB Rules
  • If hosted by your registered student
    organization and is under 40 people, not
    mandatory to use catering
  • If over 40 people and/or open to the public,
    must use catering
  • Tips cannot be over 18, per university policy.

21
Department Connection
  • If club has a connection to a campus office or
    department, Do NOT have them pay a bill first,
    bring to us!
  • If splitting costs with an on-campus department
    or office, please communicate with us so we can
    coordinate.

22
Bank Account First Interstate
  • First Interstate Bank 268 SUB, 406-586-0757
  • What is required to open an account for a Student
    Organization with First Interstate?
  • MSU Office of Activities and Engagement Recognitio
    n letter
  • Tax Identification Number/Entity Identification
    Number(EIN)-obtained from the IRS.
    1-800-829-4933 or www.irs.gov (SS-4 form
    required).
  • Two organization representatives must be signers,
    one of whom MUST be an advisor.
  • Minutes from a recent meeting stating who the
    current officers are, that a bank account at
    First Interstate will be opened, and who the
    authorized signers on the account will be.
  • All signers information is required before the
    account can be opened (Name, date of birth,
    social security number, physical address, and 2
    forms of identification)
  • Initial deposit of 100.00
  • Please allow at least 30-45 minutes for the
    account opening process

23
First interstate Changing signers
  • What to bring
  • At least ONE individual who is currently on the
    account must be present.
  • Account Number
  • Who will be
  • Remaining on account
  • Staying on account
  • Removed from account
  • Copy of meeting minutes, memo or email stating
    the changes above to the members of the
    organization
  • All signers will need to provide this personal
    information
  • 2 forms of Government-Issued ID (DL, Passport,
    etc.)
  • Social Security

24
Employer Identification Number (EIN)/Tax ID Number
  • www.irs.gov
  • Free service
  • Request a number
  • Find lost EIN number
  • Step-by-Step instructions are posted on OAE
    website under Funded Organizations
  • Name must match what you wish to have on your
    bank account
  • NOTE DO NOT put MSU in front of your name

25
Spending Cheat Sheet
  • Notes
  • If food, provide flyer or sign-in sheet

26
Matching Funding
  • Eligible to apply for up to 500
  • NOT eligible for Rolling
  • Apps open on OAE website

27
FAQs
  • What if we need to change our budget?
  • Cannot request more
  • Budget Amendment Request Form
  • PLEASE CONTACT OAE BEFORE FILLING OUT!
  • What if we need to change or cancel an
    event/program we were funded for?
  • Budget Amendment Request Form
  • If you are only changing location, speaker name,
    etc. but the event/need is essentially the same,
    DO NOT NEED TO FILL OUT FORM!
  • How do we check our balance?
  • Please have a mechanism to track your expenses,
    or you can contact us.
  • What if we go over budget?
  • Plan ahead! Your group is responsible!
  • Where do I find forms and information?
  • Funded Orgs section on OAE website
  • http//www.montana.edu/engagement/organizations/fu
    ndedorgs.php

28
FAQcontd
  • When do we have to spend the money by?
  • June 17th, 2016
  • Who can purchase items?
  • Prefer club leadership or advisor
  • How do we turn in receipts?
  • Bring all receipts and paperwork to our main
    office, 222 SUB, anytime between 8am-5pm.
  • Allot time to fill out necessary paperwork
  • What if we have questions?
  • Contact Mandy or Kelsi

29
COMMUNICATE!
  • Please use OAE as a resource, we are here to
    help!
  • Funded Orgs webpage
  • http//www.montana.edu/engagement/organizations/f
    unded-orgs.html

30
Paperwork
  • Copy Cats
  • Only fill out authorized signer(s) names Club
    Name
  • Minimum of two signers
  • Direct Deposit (ACH Form)
  • Key is on back of form
  • Attach Voided Check
  • W-9
  • Key is on back of form

31
STUDENT ORGANIZATION W9 NEEDED DIRECT DEPOSIT NEEDED
1000 New Gardens   x
Alpine Ski Club   x
Aoide Chamber Singers   x
Bozo Trout Bums   x
Ceramics Guild   x
Earth Sciences Colloquium x x
Ecology Club x x
EMAP x x
Engineers Without Borders   x
Health Professions Club   x
Management Club   x
Pre-Vet Club   x
SAE Automotive Interest Club   x
Student Alumni Association   x
Students Against Sexual Assault (SASA)   x
Tactical Action Gaming (TAG)   x
Taekwando Club   x
Technology Education Club   x
Triathlon Club at MSU   x
Womens Lacrosse Club at MSU   x
Womens Soccer   x
Wrestling Club   x
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