CAL ST AT E L A ST UDE NT ORGANIZAT ION F UNDS ADMINIST - - PowerPoint PPT Presentation

CAL ST AT E L A ST UDE NT ORGANIZAT ION F UNDS ADMINIST RAT ION

Org a niza tio na l De ve lo pme nt Co nfe re nc e

ONL INE RE F E RE NCE S:

F

• llo w a lo ng a nd re vie w fo rms b y visiting :

http:/ / b it.ly/ CSI F

• rms

OUT L INE

 CSU AND CAL

ST AT E L A POL ICIE S

 CSU Administra tive Po lic y 3141.01  Ca l Sta te L

A Stude nt Org a niza tio n F unds Administra tio n Po lic y

 Stude nt Club a nd Org a niza tio n Priva te E

xte rna l F und Ra ising Ac tivitie s

 HOW T

O SE T UP YOUR ST UDE NT ORGANIZAT ION ACCOUNT

 HOW T

O ST ART USING YOUR ST UDE NT ORGANIZAT ION ACCOUNT

 De po sits  Che c k Re q uisitio ns

 QUE

ST IONS

CSU ADMINIST RAT IVE POL ICY 3141.01

 Any a nd a ll b a nk a c c o unts fo r re c o g nize d stude nt o rg a niza tio ns

must b a nk thro ug h the Unive r

sity- Stude nt Union (U-SU) pro c e ss a s

re q uire d b y CSU Administr

ative Polic y 3141.01 and the Cal State L A Stude nt Or ganization F unds Administr ation Polic y.

 Any o rg a niza tio n a c c o unts a t o the r fina nc ia l institutio ns must b e

c lo se d a nd the funds de po site d in a ne w a c c o unt thro ug h U-SU

imme diate ly.

 Org a niza tio ns c a n a pply fo r a n e xe mption fro m this re q uire me nt.  F

a ilure to c o mply with the se po lic ie s c a n ultima te ly a ffe c t yo ur stude nt o rg a niza tio n’ s r

e c ognition a t Ca l Sta te L

A.

CAL ST AT E L A ST UDE NT ORGANIZAT ION F UNDS ADMINIST RAT ION POL ICY

 T

his the Unive rsity’ s po lic y tha t c o rre spo nds to the CSU Administra tive Po lic y 3141.01

 I

t is a utho rize d b y the fo llo wing divisio ns:

Vic e Pre side nt Administra tio n F

ina nc e

Vic e Pre side nt o f Stude nt L

ife

 I

t e sta b lishe s:

F

unds Administra tio n thro ug h the Unive rsity-Stude nt Unio n Ca sh Ha ndling Po lic ie s T

a x De duc tib le Do na tio n Po lic ie s

ST UDE NT CL UB AND ORGANIZAT ION PRIVAT E E XT E RNAL F UND RAISING ACT IVIT IE S

 Unive rsity Adva nc e me nt is re spo nsib le fo r o ve rse e ing the

so lic ita tio n, a c c e pta nc e a nd re c e ipting o f a ll pr

ivate e xte r nal tax de duc tible donations o n c a mpus.

 I

f a stude nt c lub o r o rg a niza tio n is inte re ste d in do ing e xte r

nal pr ivate fund r aising the y will first ne e d to c o mple te the CSIE

ve nt Re g istra tio n F

• rm, a t le a st 10 b usine ss da ys prio r to the e ve nt.

 T

he e ve nt will b e pro visio na lly re g iste re d, pe nding a ppro va l fro m the Offic e o f Annua l Giving . T he c lub o r o rg a niza tio n re pre se nta tive will b e dire c te d to me e t with T

he Dir e c tor

• f Annual Giving in the

Offic e o f Annua l Giving in U-SU 102.

QUE ST IONS?

HOW T O SE T UP YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

HOW T O SE T UP YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

 I

n o rde r to se tup yo ur a c c o unt yo ur

• rg a niza tio n will ne e d to c o mple te

a nd sub mit the Stude nt Or

ganization Ac c ount Applic ation to CSI

, U-SU Ro o m 204.

 Ple a se no te tha t yo ur o rg a niza tio n

must me e t all r

e c ognition r e quir e me nts b e fo re this fo rm c a n b e

pro c e sse d.

HOW T O SE T UP YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

 Re quir

e d signatur e s o n the fo rm inc lude :

Adviso r(s), the pre side nt, tre a sure r, a nd

• the r a utho rize d sig no rs yo ur
• rg a niza tio n c ho o se s.

 Upo n sub missio n o f this fo rm yo u will b e

pro vide d a n ac c ount numbe r

fo r yo ur

• rg a niza tio n’ s a c c o unt o nc e it’ s b e e n

fully pro c e sse d.

 Ple a se no te tha t the re is no c ost

a sso c ia te d with c re a ting a nd utilizing this unive rsity a c c o unt.

HOW T O ST ART USING YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

HOW T O ST ART USING YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

 Yo ur o rg a niza tio n will b e a b le to ma ke use o f this a c c o unt thro ug h

the o n-c a mpus b a nking syste m a fte r fo llo wing the se ste ps:

1. Onc e yo ur a c c o unt ha s b e e n se tup yo u will re c e ive c onfir

mation via e mail.

2. Onc e yo u’ ve b e e n instruc te d to via e ma il, pic k up a c opy of your

applic ation with yo ur ne w a c c o unt numb e r fro m the U-SU

Administra tio n o ffic e , at U- SU Room 306. Yo u sho uld ma inta in a c o py

• f this a pplic a tio n.

3. I f yo u ha ve a c urre nt a c c o unt a t a n o ff-c a mpus b a nking institutio n yo u sho uld c lo se tha t a c c o unt in o rde r to tra nsitio n to yo ur o n-c a mpus a c c o unt. All o ff c a mpus a c c o unts sho uld b e c lose d imme diate ly. 4. Be fo re yo u c lo se tha t a c c o unt, yo ur o rg a niza tio n sho uld re q ue st a c o py o f the last month’s financ ial/ bank state me nt a nd sub mit the sta te me nt to U- SU 306 whe n ma king yo ur initia l de po sit.

HOW T O ST ART USING YOUR CAL ST AT E L A ST UDE NT ORGANIZAT ION ACCOUNT

 Ple a se no te tha t o nly the author

ize d signe r s a s indic a te d o n the

a pplic a tio n fo rm yo u sub mitte d c a n ma ke this de po sit a nd ha ve a c c e ss to yo ur a c c o unt.

 I

f yo ur o rg a niza tio n ha s e le c te d ne w offic e r

s, yo u will ne e d to

upda te yo ur o ffic e rs b y sub mitting a nd upda te d Offic e r

Infor mation F

• r

m a nd a n upda te d Stude nt Or ganization Ac c ount Applic ation to

CSI .

 T

he Stude nt Org a niza tio n Ac c o unt Applic a tio n must b e c o mple te d

annually at minimum (a lo ng with the Offic e r I

nfo rma tio n F

• rm) a nd

if the pre side nt, tre a sure r, a dditio na l o ffic e r(s), a nd/ o r a dviso r(s) c ha ng e thro ug ho ut the a c a de mic ye a r.

 Autho rize d sig ne rs c a n re q ue st a c c o unt b a la nc e a nd sta te me nts in

U-SU 306.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT INST RUCT IONS

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT INST RUCT IONS

1. F ill in yo ur o rg a niza tio n na me a nd yo ur U- SU

Stude nt Org a niza tion Ac c ount numbe r.

2. De sc rib e the type o f de po sit(s) in the de sc riptio n se c tio n. 3. F ill in de po sito r na me a nd pho ne numb e r.

1. Can be any me mbe r liste d as author ize d signe r

4. Cho o se whic h Re ve nue Ac c o unt tha t b e st de sc rib e s yo ur de po sit:

1. 503860: Donations (tax de duc tible ) 2. 503867: ASI Awar d 3. 580090: Ope r ating Re ve nue (pr

• c e e ds to be ne fit)

4. 580922: Me mbe r ship Due s

5. E nte r the a mo unt pe r c a sh/ mo ne y o rde r a nd/ o r c he c ks in the a ppro pria te re ve nue a c c o unt(s).

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT INST RUCT IONS

6. L ist e a c h c he c k se pa ra te ly a s to c he c k numb e r, pa yo r, a nd c he c k a mo unt fo r up to five c he c ks. 7. E nte r yo ur U- SU Stude nt Or

ganization Ac c ount numbe ro n the c he c ks to b e

de po site d. 8. Add a ll de po sit a mo unts fo r the to ta l de po sit.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT INST RUCT IONS

9. Atta c h suppo rting do c ume nta tio n fo r e a c h de po sit. T his c o uld inc lude :

 Ba nk Sta te me nt (initia l de po sit o nly)  Sa le s Re c e ipt L

• g

 Co py o f Stude nt Org a niza tio n E

ve nt Re g istra tio n F

• rm fo r e ve nts

 Co py o f ASI

funding a wa rd le tte r/ e ma il, o r

 Co py o f ASI

Re q ue st fo r Pa yme nt

 Co py o f re c o rd fo r me mb e rship due s c o lle c te d

10. T he o rg a niza tio n’ s pre side nt a nd tre a sure r must sig n a nd da te the c lub a nd

• rg a niza tio n de po sit slip, a nd sub mit it to

U-SU 306. 11. U-SU b usine ss o ffic e will ve rify the de po sit a mo unt a nd fo llo w Ca l Sta te L A Ca sh Ha ndling Guide line s whe n pro c e ssing the de po sit.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT PROCE DURE

De posit Pr

• c e dur

e s: 1. Stude nt o rg a niza tio ns must sub mit a c o mple te d Stude nt Org a niza tio n De po sit Slip in

• rde r to ma ke de po sits into the ir U-SU Stude nt Org a niza tio n Ac c o unt.

2. Ca sh/ c he c ks c o lle c te d a nd to b e de po site d must b e a tta c he d. 3. Appro pria te suppo rting do c ume nt(s) must a lso b e a tta c he d a nd inc lude :  Ba nk Sta te me nt (initia l de posit only)  Sa le s Re c e ipt L

• g

 Copy of Stude nt Or

g a niza tion E ve nt Re g istr a tion F

• r

m for e ve nts

 Copy of ASI funding a wa r

d le tte r / e ma il, or

 Copy of ASI Re que st for

Pa yme nt

 Copy of r

e c or d for me mbe r ship due s c olle c te d

4. All re q uire d ite ms a b o ve (ste ps 1 thro ug h 3) sho uld b e ha nd-de live re d to U-SU 306.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT DE POSIT PROCE DURE

De posit Proc e dure s:

5. A U-SU b usine ss sta ff me mb e r must ve rify a ll c a sh de po sits in the pre se nc e o f the stude nt

• rg a niza tio n me mb e r.

6. A c o py o f the ve rifie d Stude nt Org a niza tio n De po sit Slip will b e e ma ile d to the stude nt

• rg a niza tio n me mb e r a t the U-SU a dministra tio n fro nt de sk.

7. All de po sits witho ut a tta c he d c a sh, c he c ks a nd a ppro pria te suppo rting do c ume nts will no t b e a c c e pte d b y U-SU a nd a re re turne d imme dia te ly. 8. Upo n de po sit ve rific a tio n, the e nve lo pe will b e de po site d into a sa fe dro p b o x a t the fro nt de sk b y a U-SU b usine ss sta ff me mb e r. 9. T he U-SU will the n fo llo w CAL ST AT E L A Ca sh Ha ndling Guide line fo r sa te llite lo c a tio n to pro c e e d.

QUE ST IONS?

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION F ORM INST RUCT IONS

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION F ORM INST RUCT IONS

1. F ill in yo ur Or

ganization Name a nd Date

2. F ill in the Payable to se c tio n with the full na me , a ddre ss, a nd te le pho ne numb e r

• f the pe rso n/ o rg a niza tio n yo u a re

pa ying . 3. Se le c t whe the r yo u wa nt to Mail the

Che c k o r Pic kup the Che c k whe n it’ s

b e e n c ut. 4. Se le c t the T

ype of E xpe nse fro m the

fo llo wing o ptio ns:

 Pa yme nt with I

nvo ic e

 Re imb urse me nt with Orig ina l Re c e ipts  Othe r

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION F ORM INST RUCT IONS

5. F ill in the F

und se c tio n with yo ur (U- SU Stude nt Or ganization ac c ount numbe r,

e x. BCxxx o r BE

xxx)

6. T he Budge t Ye ar sho uld b e the sa me ye a r a s F a ll se me ste r o f e a c h sc ho o l ye a r 7. F ill in the Amount a nd ma ke sure the b o x c o rre spo nds to the c o rre c t e xpe nse a c c o unt 8. Ca lc ula te a nd fill in the T

• tal Amount

Re que ste d.

9. F ill o ut the Pur

pose of Re que st.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION F ORM INST RUCT IONS

• 10. Atta c h a ppro pria te suppo rting do c ume nta tio n whic h c a n inc lude :

 Co py o f stude nt o rg a niza tio n e ve nt r

e gistr ation for m fo r e ve nt

 Orig ina l sa le s re c e ipt

 Orig ina l re c e ipts must be ta pe d onto 8.5” x 11” bla nk pa pe r

 A flie r, if it is fo r a n e ve nt  Co py o f a sig n-in she e t fo r the e ve nt (if a pplic a b le )  A Co mple te d W- 9 F

• r

m if it is a ne w ve ndo r yo u will b e pa ying fo r the first time

 T

he o rig ina l invo ic e .

 I

f it is a c o py, sta te , “T his I nvo ic e Co py Se rve s a s a n Orig ina l I nvo ic e ”, justify why yo u do n’ t ha ve the o rig ina l, initia l a nd da te

 F

• r missing doc ume ntation, yo u will ne e d to pro vide a me mo sig ne d b y yo ur stude nt
• rg a niza tio n a dviso r sta ting why the suppo rting do c ume nt wa s no t a va ila b le

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION F ORM INST RUCT IONS

• 11. Bo th the o rg a niza tio n pr

e side nt and tr e asur e r must sig n a nd da te the

Che c k Re q uisitio n (Sig na ture s must ma tc h the sig na ture fo rm o n file in U-SU 306)

 Yo ur a dviso r’ s sig na ture is re q uire d if

the re imb urse me nt is fo r the pre side nt

• r the tre a sure r.

 T

he individua l to who m the c he c k is b e ing ma de o ut to ma y no t sig n the sa me c he c k re q uisitio n

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION PROCE DURE S

Disbur se me nt Pr

• c e dur

e :

1. Stude nt Org a niza tio ns must c o mple te a nd sub mit the Stude nt Org a niza tio n Che c k Re q uisitio n F

• rm

2. Appro pria te suppo rting do c ume nt(s) must b e a tta c he d a nd inc lude :

 Copy of Stude nt Organization E

ve nt Re gistration F

• rm for e ve nts

 Original sale s re c e ipt  Ve ndor/ me rc hant invoic e (s)  F

• r a ny missing doc ume ntation, a sig ne d me mo b y the a dviso r must

b e writte n with a n e xpla na tio n a s to why the suppo rting do c ume nt wa s no t turne d in

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION PROCE DURE S

Disbur se me nt Pr

• c e dur

e :

3. T he c o mple te d Stude nt Org a niza tio n Che c k Re q uisitio n F

• rm (with a ppro pria te suppo rting do c ume nts) sho uld b e

sub mitte d to the U-SU a dministra tio n o ffic e , ro o m 306 o n the third flo o r o f Stude nt Unio n. 4. A U-SU b usine ss sta ff me mb e r will ve rify the pa pe rwo rk fo r c o mple te ne ss in the pre se nc e o f the stude nt o rg a niza tio n me mb e r. 5. T he U-SU will the n fo llo w Unive rsity e xpe nditure g uide line s to pro c e e d.

U- SU ST UDE NT ORGANIZAT ION ACCOUNT CHE CK RE QUISIT ION PROCE DURE S

 Che c ks a re c ut e ve ry T

ue sday a nd T hur sday.

 I

t will ta ke Unive rsity a c c o unting a b o ut 10 busine ss days to pro c e ss a nd issue a c he c k.

 Ne w Ve ndo rs (first time pa ye e ) AL

WAYS re q uire a c o mple te d W- 9 F

• rm.

 Ple a se ta ke the se pro c e ssing time line into a c c o unt whe n sub mitting

yo ur o rg a niza tio n’ s c he c k re q uisitio ns.

QUE ST IONS?

U- SU ST UDE NT ORGANIZAT ION ACCOUNT

CASH HANDL I NG

All stude nt o rg a niza tio ns must fo llo w c a sh ha ndling inte rna l c o ntro l o f the U-SU a c c o rding to the Unive rsity’ s c a sh ha ndling po lic ie s.

Re spo nsib ilitie s

Stude nt o rg a niza tio n pre side nt/ de sig ne e (s) is re spo nsib le :

 Autho rize / De sig na te c a sh ha ndle r re spo nsib le fo r ha ndling c a sh  E

nsure sig na ture s in a c c o unt a pplic a tio n a re c urre nt, a nd sub mitte d to CSI

 E

nsure tha t a ll sig ne rs/ c a sh ha ndle rs a tte nd the ma nda to ry ODC

 E

nsure tha t c a sh ha ndling is o pe ra te d in a c c o rda nc e with U-SU a nd Unive rsity c a sh ha ndling po lic ie s a nd pro c e dure s.

Se gr e gation of dutie s

 No sing le pe rso n ha s c o mple te c o ntro l whe n c a sh is re c e ive d o r pa yme nt is

ma de .

 Mitig a ting c o ntro ls b e imple me nte d to pre ve nt a nd de te c t lo ss fro m fra ud

• r ne g lig e nc e if stude nt o rg a niza tio ns a re una b le to c o mply with a stric t

se g re g a tio n o f dutie s due to la c k o f re so urc e s.

 All c a sh/ c he c k de po sits o r pa yme nt re q ue sts re q uire dua l a utho riza tio n

sig na ture s b y the c lub ’ s pre side nt a nd tre a sure r o r a dviso r.

Che c k Re quir e me nts

 T

• b e a c c e pte d fo r de po sit, e a c h c he c k pre se nte d must b e pa ya b le to

Cal State L A- Stude nt Or ganization Name, Stude nt Or ganization Name at Cal State L A, o r Unive r sity- Stude nt Union- Stude nt Or ganization Name

 Be re c e ntly da te d (no mo re tha n 180 da ys o ld)  Be le gibly wr

itte n in ink or type d

 Ha ve F

e de ra l Re se rve ro uting c o de s printe d a s pa rt o f the Ma g ne tic I nk Cha ra c te r Re c o g nitio n Co de (MI CR)

 Che c ks b e a ring the le g e nd “Pa ya b le / Pa id in F

ull” a re no t a c c e pte d

 Che c ks dra wn o n fo re ig n b a nk a c c o unts a re no t a c c e pte d a t fa c e va lue

What’s wr

• ng with this pic tur

e ?

Cash or Cash E quivale nts

 Only U.S. c urre nc y a nd c o ins, no fo re ig n c urre nc ie s  Ca sh e q uiva le nts inc lude c he c ks, mo ne y o rde rs  I

n c irc umsta nc e s whe re it is no t pra c tic a l to pro c e ss a re c e ipt (e .g . c lub b a ke sa le s, tic ke t sa le s), o the r mitig a ting c o ntro ls must b e imple me nte d, suc h a s c a sh re c e ipt lo g , sa le s lo g , pre -numb e ring o f tic ke ts, tic ke t inve nto ry re c o nc ilia tio n, a nd tic ke t c o unt re c o nc ilia tio ns a g a inst c a sh c o lle c te d

 Ca sh re c e ipts sho uld b e re c o nc ile d a nd re vie we d b y so me o ne o the r tha n

the c a sh ha ndle r re spo nsib le fo r the c o lle c tio n

 Ca sh diffe re nc e s (o ve ra g e s a nd sho rta g e s) must b e do c ume nte d a nd

re vie we d

Re c e iving & De positing F unds with U- SU

 Stude nt c lub s a nd o rg a niza tio ns a re a c c o unta b le fo r c o lle c tio n

a nd de po sit o f c a sh a nd c he c ks re c e ive d

 T

he c a sh re c e ipt a nd daily r

e c e iving log must b e sig ne d b y a n

a utho rize d sig no r

 Upo n re c e ipt o f a c he c k, a n a utho rize d sig no r fo r the stude nt

c lub o r o rg a niza tio n sha ll e ndo rse the b a c k o f the c he c k.

 At no time shall stude nt c lubs and or

ganizations ac c e pt c r e dit or de bit c ar ds, inc luding online payme nt via Ve nmo, Squar e Cash, Ze lle , e tc .

 Co mple te the “U- SU De posit Slip”  De po sits must b e ta ke n to the U-SU within 5 busine ss days of

r e c e ipt o r da ily if a c c umula te d c a sh is g re a te r tha n $300 o r if

to ta l o f c he c ks is g re a te r tha n $2,000

Re tur ne d Che c k Pr

• c e ssing

It is the stude nt org a niza tion’s re sponsibility to c olle c t the fund (c he c k a mount a nd the NSF fe e ) from the pa yor

QUE ST IONS?

 F

• r mo re info rma tio n o n the po lic ie s c o ve re d to da y ple a se c o nta c t/ visit the

Ce nte r fo r Stude nt I nvo lve me nt, a t U-SU ro o m 204.

 Po lic ie s a re a lso fo und o nline in the Stude nt Org a niza tio n Ha ndb o o k:

http:/ / www.c a lsta te la .e du/ stude ntse rvic e s/ stude nt- org a niza tion- ha ndbook

 F

• r mo re info rma tio n o n the pro c e dure s a nd fo rms c o ve re d to da y ple a se

c o nta c t/ visit the U-SU Busine ss Offic e a t U-SU ro o m 306.

 F

• rms c a n b e fo und o nline a t the CSI

we b site :

https:/ / www.c a lsta te la usu.org / c si- forms