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Transcript of Treasurers Training
I Can Never...
-Sign on behalf of the university
-Donate directly from your club account
-Buy from vendors like craigslist
-Purchase drug, guns, or illegal paraphernalia
The appropriateness of expenditures (on the right) is filled out for purchases over $50 and can be done online when you fill out the borrowers agreement
Three OneCards available for checkout
We want to help you spend appropriately !
I've Got Money!
Where do I go?
Gift card purchases will need to be requested though Orgsync at least a week in advance. The Student Activities Office will purchase the card and hold it there to be picked up by the winner. The card can be exchanged for a Gift Card Prize Voucher available to clubs at the Student Activities Office.
How would you like to pay?
-OneCard (formerly the Pcard)
Learn The Lingo
Index Number= the number used to identify you club
Account= Where we keep track of what was purchased
-Savings Account- roll over money and deposited money (fundraising, dues, etc.)
Account Code= A code to classify the type of purchase
Orgsync= How we manage and communicate with clubs.
When using school trademarks (Mines, Blaster, etc. ) you must keep in mind the following
You must use a licensed vendor
The artwork must be approved by Lisa Goberis
The logos cannot be altered
A PR must be filled out before placing the order
Allow extra time for the order
Student Activities Office
Student consultants- Ask them for help
USG Treasurer- Detailed advice, allocations
-if you can, USE THE OneCard!!
-VISA Cards available for check out
Make purchases over the phone, internet, or at the location of purchase
You must reserve the OneCard in advance by filling out the request form on the orgsync in the treasures portal
Online and over the phone still require an orgsync reservation
We will print out this paperwork once you come to the office to make the purchase
All purchases with the OneCard are tax exempt and must have an itemized tax exempt receipt
Sign the receipt and use your name
Tips cannot exceed 20%
Return the OneCard with the original receipt to the Student Activities office in a timely manner
THE P-CARD IS ALWAYS IN HIGH USE! KEEP IN MIND THAT OTHERS WANT TO USE THE CARD. WHEN CHECKING IT OUT, TRY NOT TO KEEP THE CARD OUT FOR VERY LONG. ALSO RESERVE YOUR TIME FAR IN ADVANCED ESPECIALLY DURING HIGH USE TIMES (CELEBRATION OF MINES, HOLIDAYS, ETC.)
When you can't use the
Do NOT sign any forms!
If money is spent out of your own pocket there is no guarantee that you will be reimbursed. Try to use the schools money first.
Purchase Requisition (PR)
Completed before the purchase is made
Takes about three weeks
Internal Sales and Services Voucher
Selling/buying items from other campus offices
Good for buying movie tickets, renting green center, etc.
Can be completed after a purchase is made
Reimbursement if money is spent on behalf of the club by someone else
Allows for a check to be written and sent to an individual
Guggenheim Copy Center- Form in the SAO and online
Copier code for the copier outside of the SAO may be requested
Donation under $1000 may be deposited into the club account as long as there are no restrictions as to what the money can be used for
If the donation is more than $1000 or has restrictions we will create a foundation account to deposit the money
Depositing money to the foundation account requires the checks to be made out to CSM -Foundation
Use the computer in the SAO to complete a deposit form- not on orgsync so must be done in office
Organized by bills, coins, and checks
Print your deposit slip and take the money and form to Nanci for deposit
If the money is meant for another group, like a charity, never deposit it into your club account.
If you are depositing money from the sale of good you must charge sales tax
Sales tax is 7.5% in golden
Student consultants can help figure out how to ensure that tax is paid when appropriate and that forms are done correctly
The OneCard cannot be used for travel including parking, gas, airfare, hotel, etc.
If you wish to travel, set up a meeting with Kayla Boster to discuss the details. You will need to fill out a form when traveling >50 miles or using club funds within 60 days of return.
If your club is planning to hire a coach or employee please set up a meeting with Travis to determine the best way to pay the individual. Further paperwork might have to be completed with human resources.
If your planing a large or complicated fundraiser please talk with the SAO and Jaime Han in the Controllers Office before you begin advertising
Any questions about this presentation or your club in general please stop by the Student Activities Office and talk to one of our student consultants!
Your index number is found in the SAO binder and orsync
Use caution with some vendors
Student consultants like to know where you are taking the card because some vendors are difficult to work with
-King Soopers Requires an additional form
-Santiago's will not take our pcard
-Mannie and Bo's charges tax always
-Costco requires cash
There are others so tell the consultants where you are headed!!
Tax with Fundraisers
Don't forget! Fundraisers still require the group to pay tax. For example, if your club purchases items like t-shirts and sells them to group members they will have to pay tax when they deposit the profits. Keep this in mind when you are setting prices for items you sell.
Deposit Process Suggestions
After receiving money make sure two members of the club (preferably the treasurer and the president) should count the money together.
If the office is closed the day of the event the treasurer or the president should hold on to the money until the next business day.
Two club representatives (one being the treasurer) should come to the Student Activities Office to deposit the money.
Checks made out the CSM must be deposited 2 days after receipt, but you should try to make all deposits immediately.
Print your deposit slip and take the money and form to Nanci for deposit.
If you want to walk the deposit over to the cashier, let us know! You will get your money into your account faster.