2014-2015 eagle source

TheEagleSource

Treasurer’sHandbook

2014‐2015 TheEagleSourcehasbeenprovidedby:TheStudentGovernmentAssociation

AGuideforStudentTreasurers

Meredith Honeycutt Business Manager email: [email protected] ph.: 404‐727‐3513 Laura Rogers Reece Administrative Assistant email: [email protected] ph.: 404‐727‐6179

Scott Wile Office Assistant, Sr. Email: [email protected] Ph: 404‐727‐9918

Matt Garrett Director email: [email protected] ph.: 404‐727‐6169 Jill Camper Associate Director (Student Leadership and Programming) email: [email protected] ph.: 404‐727‐6169 Aysha Daniels Assistant Director for New Student Programs email: [email protected] ph.: 404‐727‐6169

Lisa Kendall Associate Director, Civic Engagement email: [email protected] ph.: 404‐727‐6169 Natasha Hopkins Assistant Director for Student Organizations email: [email protected] ph.: 404‐727‐6169 Carla Sanders Administrative Assistant email: [email protected] ph.: 404‐727‐6169

Procurement and Payment Services 1599 Clifton Road e‐[email protected] – Emory Express Procurement [email protected] – Compass/Payment Services/Emory Express check status

All Financial Paperwork MUST be submitted to SGA in the semester that the transaction occurred:

Fall 2014 Deadline: Friday, December 5th 5pm Spring 2015 Deadline: Friday, April 24th 5pm

SGA DEADLINES

OSLS STAFF

PROCUREMENT & PAYMENT SERVICES

SGA STAFF

Student Leaders,

Welcome to the Eagle Source. The Office of Student Leadership & Service (OSLS) and the Student Government Association (SGA) have designed the Eagle Source to serve as a comprehensive guide for running your student organization. It is also our hope that this guide will help our student leaders to become proactive in spotting difficulties that may arise with each event.

We have divided the Eagle Source into 2 booklets: the Program & Event Management section for President’s and Programmers (which contains descriptions of University, local and state policies and procedures relevant to planning programs at Emory University) and the Treasurer’s Handbook section (which contains information vital to any student organization treasurer.) It is our hope this will increase the likelihood that you will be able to easily find the information that you need.

A small number of Eagle Source for Treasurers booklets are printed at the start of each year and handed out at treasurers’ training. Should any changes or corrections be made to the policies or guidelines contained in either section of the Eagle Source, the most up to date version can always be found on the OSLS website: http://www.osls.emory.edu/student_orgs/eagle_source/index.html.

We are here to answer your questions! Please stop by the SGA and/OSLS offices at any time. Please stop by the SGA and/OSLS offices at any time. Keep in mind, the OSLS offers Advisor of the Day open sessions where you are guaranteed to find an OSLS staff person on hand. OSLS open office hours found at http://osls.emory.edu/programs/advisor_of_the_day.html. You can also chat with a member of the OSLS peer consulting team, STEER, who are typically around between 8:30am and 6pm M‐F, excluding the summer break and holidays. The SGA office is open 7:30am‐5:30pm Monday‐Friday.

If you are unable to find what you are looking for in the Eagle Source or on our website, please contact us. We will be in touch with you throughout the year as well, using Community. Please visit www.osls.emory.edu and verify that your club registration in Community is accurate with the current officer information. Contact Natasha Hopkins in OSLS if you should have trouble with your Community registration.

The Office of Student Leadership & Service Dobbs University Center 340 Drawer C Atlanta, GA 30322 404‐727‐6169 (phone), 404‐727‐2066 (fax) www.osls.emory.edu (Contact OSLS about event planning)

The Student Government Association Dobbs University Center 211 Drawer AM Atlanta, GA 30322 404‐727‐6179 (phone), 404‐727‐7367 (fax) www.emory.edu/SGA (Contact SGA about financial questions)

See the Entire Eagle Source, including the Program & Event Management section (Eagle Source for

Presidents and Programmers), and Other Useful Forms Online at www.osls.emory.edu

*Make sure to adhere to SGA deadlines!Expenses must be reimbursed during the same semester they were incurred. We will not reimburse expenses from the fall

semester in the spring or vice versa.

Fall 2014 Deadline: Friday, December 5th 5pm Spring 2015 Deadline: Friday, April 24th 5pm

Contents‐ Treasurer’s Handbook (printed and online) o The Student Activity Fee ....................................................................................................................................... 1 o Duties of Student Treasurers ................................................................................................................................ 1 o Allocated and Self‐Generated Funds ..................................................................................................................... 2 o Deposits ................................................................................................................................................... 4 o Accounts ................................................................................................................................................... 5 o Event Planning – The Treasurer’s Role ................................................................................................................... 7 o Preferred Vendors ................................................................................................................................................. 8 o How to Pay ................................................................................................................................................. 11 o Small Dollar Reimbursement Vouchers ............................................................................................................... 13 o Expense Reports (Reimbursements over $75) .................................................................................................... 14 o Payment Requests (Paying an Individual for Services) ........................................................................................ 16 o Emory Express (Ordering and Paying a Company for Products/Services) ............................................................ 18 o Contracts ................................................................................................................................................. 19 o Travel Policy ................................................................................................................................................. 20 o Charging Directly to Your Smartkey .................................................................................................................... 21 o Special Purchasing and Rental Issues .................................................................................................................. 23 o Bookkeeping Issues ............................................................................................................................................. 24

Relines Transfers

Forms in the Eagle Source for Treasurers o Food Co sponsorships .......................................................................................................................................... 25 o Request for Payment Form (reimbursements, pay requests, vendor payments) ................................................ 28 o Financial Action Form for Relines ......................................................................................................................... 29 o Internal Transfer Forms ........................................................................................................................................ 30 o SGA Enterprise Form ........................................................................................................................................... 31 o SGA Bookstore Charge Form ............................................................................................................................... 32 o Student Air Travel ................................................................................................................................................. 33 o W‐9 ................................................................................................................................................. 34 o Deposit Slip ................................................................................................................................................. 35 o Partial Reimbursement Form ............................................................................................................................... 36 o Example Small Dollar ............................................................................................................................................ 37

Additional Forms/Policies Online at www.osls.emory.edu For Treasurers

o Fee Split o SGA Finance Code o Emory W‐9 o 501c3 letter o GA tax letter o SGA Supplier Directory o Blank Small Dollar o Example of Small Dollar Reimbursement Form o Compass Access Form o Express Access Form o Instructions for Compass Proxy/Profile Setup o Instructions for Express Profile Setup o In Kind Donation Forms o GTF Gift Receipt Form for Tax‐Deductible Donations

See the Entire Eagle Source including the Program & Event Management section

(Eagle Source for Presidents and Programmers), and Other Useful Forms

Online at www.osls.emory.edu

The Eagle Source for Presidents

includes helpful information on

Chartering, Reserving Space on

Campus, Securing Co‐sponsorships,

Contracts, Booking Artists,

Advertising Events, Alcohol Policies,

and much more, including lots of

helpful forms.

Dear Treasurers, Congratulations on being selected as your organization’s treasurer for the upcoming school year! The rest of the SGA Office and I would like to enthusiastically welcome you to our team. As I am sure you understand, being an organizational treasurer is no small task. The position requires a substantial amount of time, effort, and commitment, so let me be the first to thank you in advance for your dedication. As a treasurer, you are a vitally important part of ensuring the proper function of your club and SGA Finance. Our SGA Business Manager, Meredith Honeycutt, and our SGA Administrative Assistant, Laura Reece, have worked hard to compile this year’s Eagle Source to guide you through all of the policies and procedures for which you are responsible this year. By following the guidelines enumerated within, you will be able to more easily fulfill your duty as a treasurer, and help us to ensure that everyone is able to make full use of their organization’s financial resources. Should you ever feel as though you need guidance as you navigate your duties and your question is not answered in the Eagle Source, there are many people to whom you may turn for guidance or practical assistance. Every club is a member of a Division, with a Divisional treasurer who is responsible for the finances of that Division’s Council. This Divisional Treasurer oversees the finances of each club chartered under his/her division so please do not hesitate to contact them should you have any questions. They are ready and able to help. Currently, the Divisional Treasurers are: Division Treasurer Contact BBA (Undergraduate Business) Griffin Sears [email protected]

C3‐ Candler Coordinating Council Jessica Beverstein [email protected]

Club Sports Council Liz Pinkerton [email protected]

College Council Jason Yu [email protected]

ESNA (Undergraduate Nursing) Brian Sestrich [email protected]

Graduate Business Katarina Chiscop [email protected]

Graduate Nursing Council Amber Oglesby [email protected]

GSC‐ Graduate Student Council Gina Lenzi [email protected]

Graduate SGA (GSGA) TBA

Media Council Shalina Grover [email protected]

MSS – Medical School Senate Christian Mustroph [email protected]

OEO‐ Outdoor Emory Brandon Grant [email protected]

Rollins SGA (Public Health) Kathryn Surbey [email protected]

SBA (Law School) Seth Park [email protected]

SPC Wyatt McGuire [email protected]

Please note, however, that since several of the Divisional Treasurers are relatively new, they may not have the answers to your questions right away. If they are unable to answer your question, please do not hesitate to contact either the SGA VP for Finance or someone in the SGA Office, which is located in Eagle's Landing on the 2nd floor of the DUC. Meredith may be contacted at [email protected], and Laura may be reached at [email protected]. Finally, you may also contact me at [email protected]. I will do my best to answer your questions promptly and accurately, and I hope that you will find these resources helpful. Again, on behalf of SGA, we are looking forward to working with you and can’t wait to meet you all! Regards, Patrick O’Leary SGA Vice President for Finance [email protected]

The Eagle Source: A Guide for Student Organizations

P a g e | 1

The Student Government Association is responsible for distributing the Student Activity Fee (SAF) among the various divisions. The fee, currently $89 per semester, is collected with tuition and divided between the divisions of the University based on the percentages in the Fee Split, a formula created and updated by the SGA. Each division then allocates SAF money among the organizations charter under that particular division. Budgeting occurs each spring; only groups with an allocated charter may apply for a budget. You can see a copy of the Fee Split and the SGA Finance Code at the SGA website.

All organizations approved for an allocated charter through SGA also have the privilege to request supplemental SAF funds, but the funds cannot be exclusive to your organization. Supplemental funds are to be used for programming, whereas budgets (requested each spring for the next academic year) should cover the club’s operational expenses. The division under which your club is chartered should be the first stop for requesting

supplemental funds. Depending on the program and your target audience, supplemental funds can be requested from your divisional council, another division, and/or the SGA. Make sure to allow plenty of time when requesting supplemental funding; funds requested from SGA must be requested at least

20 business days in advance. Submit your requests early and give as many details as possible. For more information on requesting supplemental funds go to the SGA website.

*Any event held using SAF money must be open to the entire student body and SAF funds should only be spent on Emory students. The only exception is graduate school sponsored events with alcohol cannot include undergraduates who are under 21.

All Student Activity Fee money must be kept in your allocated smartkey. If you choose to co‐sponsor an event with a university department (or anyone other than another chartered student organization), you cannot transfer SAF money into their smartkey. All payments related to such an event should be paid for out of your funds and all paperwork should go through the SGA office. Do not have your school, advisor, or department process anything for you club.

Student organizations cannot make money off the Student Activity Fee. This means that groups receiving funding from their division, a different division, and/or SGA (SAF funds) for the event must deposit all ticket sale (ticket sales require approval from the SGA treasurer) money into their allocated Smartkey. Once the amount given (in SAF funds) from these sources has been deposited into your allocated fund, then and only then can you begin to deposit the additional funds into your self‐generated fund. For example, if your club is granted $500 from your division and collects $2000 in ticket sales, then you would deposit $500 into your allocated Smartkey and $1500 into your self‐generated Smartkey. The same applies for CD sales, car washes, etc.

Student organizations have a lot of autonomy when it comes to planning their events and spending their money. Treasurers are in charge for ensuring that funds are handled responsibly. We have high expectations of our student treasurers and hope that you will take the job seriously. The following list is to help you understand our expectations and your responsibilities. A treasurer is/should be:

1. The liaison between the SGA business office and your club members. Treasurers must communicate all policies and procedures to their club’s members. Make sure to be involved in the programming for your club so that SGA/university policies are followed. Share your Eagle source and the information it contains.

2. The liaison for your organization to the Divisional treasurer. Make sure you are following the divisional policies/procedures and meeting all deadlines.

THE STUDENT ACTIVITY FEE

DUTIES OF CLUB TREASURERS

Clubs cannot make money off the SAF.

SAF money may only go into allocated Smartkeys.


P a g e | 2

3. Responsible for submitting reimbursements and payments in a timely manner on behalf of the organization.

SGA requires that reimbursement receipts be submitted within 3 weeks of the purchase; we will NOT allow expenses from one semester to be reimbursed the following semester.

4. Obtain or submit all budget material (operational budget requests, relines, supplemental funding, and transfers) for your organization to the divisional treasurer. Stay in communication with your division to make sure these are being passed on to SGA.

5. Keep funds (allocated and Self‐generated) positive and balanced with the SGA ledger kept by the SGA Business Manager.

6. Obtain copies of your financial ledgers from the SGA VP for Finance or the SGA Administrative Assistant (e‐mail [email protected]) and address any discrepancies with the SGA Business Manager ([email protected])

7. Make sure all expenditures within your organization adhere to the SGA Finance Code. 8. Make sure all deposits are brought to the SGA Administrative Assistant within 48 hours of the fundraiser.

SGA counts on the divisional treasurers to communicate with the treasurers of the organizations chartered under their division; this includes training new treasurers throughout the year, handling questions about the process, and making sure that all deadlines are met. Since divisions are responsible for managing their portion of the student activity fee, divisional treasurers are accountable for a large amount of money. Hence, we have high expectations of divisional treasurers and rely on them to be effective partners. The following list is to help you understand our expectations and your responsibilities. A divisional treasurer is/should:

1. The liaison for your division to the SGA VP for Finance 2. Approve reimbursements, payments, relines, supplemental funding, transfers, and budgeting within your

division; answers any pertinent questions; makes sure clubs are spending their funds according to their budgets

3. The organizational treasurer for your divisional council, adhering to all the rules in the above section. 4. Divisional Treasurers attend GSGA Finance committee meetings as well as the SGA Finance Committee

Meetings. Divisional Treasurers chair the budget committee of their own division. 5. Enforce the SGA Finance Code among the organizations in your division 6. Approve fundraisers for organizations within your division 7. Review the account ledgers of clubs in your division (especially necessary when club is applying for funding). 8. Assist SGA in enforcing deadlines for paperwork. Communicate to your clubs that SGA has a 3 week rule for

submission of reimbursement receipts and will NOT reimburse receipts from fall semester during the spring and vice versa. Send reminders near the end of each semester that all paperwork for that semester is due ‐NO EXCEPTIONS to the semester rule.

Smartkeys are 10 digits long but almost always require a 5 digit account at the end making it a 15 digit number. Accounts tell the University what you are doing with the funds. For example 48010 indicates that you are depositing money into your SmartKey while 53200 indicates that you are purchasing office supplies (more on accounts on page 5). You are responsible for your club’s money; do not share your Smartkey number(s) with anyone. Your smartkey number is listed at the top of the spreadsheet provided by SGA‐ make sure you are using the correct number. Your organization may have one or two Smartkeys, based on your charter. Once you have been granted a self‐generated charter (a charter without funding) by your division and SGA, then you are eligible for a self‐generated smartkey. At this point you can begin fundraising and should bring all deposits to the SGA Administrative Assistant (more information on deposits on page 4). Once you bring funds to the SGA office, your smartkey number will be

DUTIES OF DIVISIONAL TREASURERS

ALLOCATED & SELF‐GENERATED SMARTKEYS


P a g e | 3

ordered. You are NOT eligible for a budget or supplemental funding with this type of charter. Once you have been granted an allocated charter (charter with funding), you will receive an allocated smartkey where all Student Activity Fee money you receive will be kept (this includes budgets and supplemental funding). IT IS YOUR RESPONSIBILITY TO KNOW THE DIFFERENCE BETWEEN YOUR ALLOCATED AND SELF‐GENERATED SMARTKEYS.

Allocated Funds 1. Allocated funds have a different Smartkey number than the Self‐generated fund 2. Only for organizations with an allocated charter. 3. This is Student Activity Fee Money. Funds are granted by the division

(budgets or supplemental) 4. Budgeting takes place during Spring semester (late Feb‐March) 5. Funds can be used between September and May, and with special

approval (usually graduate divisions) through July of the following year. 6. Funds DO NOT roll‐over for use the following school year. 7. All purchases and outlays must adhere to Finance Code of SGA and the

division. 8. When making transfers to other student groups from your allocated

funds, you must transfer the money into their allocated (not self‐generated) Smartkey.

9. All SAF money must be kept in your allocated Smartkey. We will not transfer allocated funds to a university school/department. When a school/department sponsors an event that received SGA/divisional funding, the department must make the transfer to the allocated (not self‐generated) smartkey. See details on co‐sponsoring events under “The Student Activity Fee” on page 1.

10. You cannot make money off the Student Activity Fee. See details on page 1.

Self‐Generated Funds 1. Self‐generated funds have a different Smartkey number than Allocated funds. 2. Given to chartered organizations only when your organization has funds to be deposited and a plan for

smartkey use (not automatically issued). 3. Funds roll over every year 4. All funds collected by an organization (dues and self‐generating events) are deposited here except when SAF

money was used to put on an event that the club then makes money from (see next point). 5. You cannot make money off the Student Activity Fee. See details on page 1. 6. Funds can be used freely by the organizations as long as spending complies with University and SGA policies

and procedures (no tobacco, live animals, and no alcohol for clubs chartered under College Council, etc.). All events with alcohol (even when paid from self‐gen) must be registered through OSLS.

7. Self‐generated Smartkeys that sit dormant (no expenditures) for 2 years will be forfeited. SGA will transfer any funds left in the forfeited Smartkey to the club’s divisional council.

As treasurer, it is important to keep accurate ledgers of your Smartkeys and to make sure your ledgers balance with the ledgers in the SGA office which can be obtained from the SGA VP for Finance or Administrative Assistant, Laura Reece ([email protected]). Address any discrepancies with the SGA Business Manager, Meredith Honeycutt. Keep in mind that some direct charges made on campus, such as photocopies, phone, Sodexho, and bookstore purchases will be debited on the SGA ledger (although they may not show up right away). All direct charge receipts/invoices

should be brought to the SGA office and added to your club file. The University does NOT allow off campus accounts (this includes commercial bank accounts and PayPal accounts) and SGA does not allow chartered student groups to hold an account with another department. If your group has any funds outside of SGA, close that/those accounts immediately or you could lose your charter.

Remember to get a copy of your club’s spreadsheet(s) from Laura each month.

Allocated Funds: Use it or lose it!

Any money left in an allocated Smartkey at the end of the year will

be cleared and no longer available for the

club to use.


P a g e | 4

A Note on Overdrawn Smartkeys We expect treasurers to keep funds (allocated and self‐generated) positive and balanced with the SGA ledger. If a student group does overdraw a smartkey, all financial accounts of the student group shall be frozen until the student group repays the overdrawn amount and receives clearance from the divisional treasurer and/or the SGA VP of Finance. If a student group ends the academic year in debt, the group must repay the debt by December 1st of the following academic year. Overdrawn accounts, if not repaid, may result in the loss of the group’s charter.

Now that you understand which money goes into which Smartkey, you are ready to make deposits for your organization. To deposit money into your Smartkey(s) bring the funds (cash and checks only) to the SGA office in DUC 211. Before you arrive, be sure to separate your cash from your checks and put all bills and checks of the same dollar value together with the heads facing up and facing the same direction. You will also need to fill out a deposit form, available in the SGA Office in DUC 211 or on page 35. Remember, if you are charging students to attend an event (you must get permission to do so) and you have paid for the event with Student Activity Fee funds, deposits must first be made into your allocated Smartkey. Only after you have repaid the funded amount can you begin to deposit into the self‐generated smartkey. Also, we can only accept cash and checks; we cannot accept credit cards and PAYPAL is not an option.

Filling out the form: Top to bottom 1. Fill in your Club Name 2. Your ten digit Smartkey number (usually self‐generated) with account 48010 (deposit) added to the end

goes in the first box where it says “Smartkey number” 3. The description field should explain how you get these funds‐ ticket sales, donations, car wash, dues, etc. If

the donor is expecting a tax‐ letter, you must make note of that and file a separate deposit slip. 4. There is no need to fill out a separate line in that box for each individual check. There is also no need to fill

out a separate line for cash and checks. Simply total all the money (cash and checks) and fill in your total amount on the line beside the box where you entered your Smartkey number.

5. If you are making a deposit into your allocated and self‐generated Smartkeys, then you would use two lines in the box where you enter your Smartkey number(s).

6. In the next section (under the box we have been discussing), you will need to indicate how much money you have in checks and how much money you have in cash. Good thing you had already organized your deposit, separating cash from checks and putting all funds in ascending order facing the same direction. Messy money= miscounts

7. Make sure the amount you have recorded for cash and check add up to the total amount you have recorded.

8. Print your name, contact information, and the dates in the prepared by box at the bottom of the page 9. Hand the form and all funds to Laura Reece, the SGA Administrative Assistant in DUC 211. 10. Be sure to tell Laura if your donor is expecting a recognition letter from the university for tax purposes. The

process for depositing such donations is completely different (for Laura; you just still use this form) and a tax letter is not a possibility after a regular deposit has been made. Any donations requiring the tax letter must be separated out and recorded on a separate deposit slip than your regular deposit (dues, ticket sales, regular donations, etc.)

Brinks Security Service picks deposits up from the SGA Administrative Assistant every Wednesday morning, so deposits must be in the office by Tuesday at noon (12:00 p.m.) in order to be recorded that week.

*See Example on next page

DEPOSITS

SGA only accepts cash and checks. No credit cards or PayPal.

Student groups may not have accounts outside of SGA.


P a g e | 5

EXAMPLE SGA DEPOSIT SLIP Club Name Emory XXXXXX_Club________________________ Amount Smartkey Number 0 0 0 0 0 X X X X X 4 8 0 10

Description The first 5 numbers These 5 change This account code means $ 125.37 are zeros for each different club deposit this money

Smartkey Number _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ $ Description Here, you will usually put “dues” or sometimes you will describe your fundraiser (ie bakesale, carwash, T-shirt money)

Smartkey Number _ _ _ _ _ XXXXX _ _ _ _ _ $ 50.00 if you wanted to deposit into your allocated and self generated then you would change Description 5 numbers and use a 2nd line in this box

Total Deposit 175.37

Total Checks 150

Total Cash 25.37

Prepared By Name Date Laura Emory 9/15/2014 E-mail [email protected] Phone 404-727-6179

Accounts indicate what kinds of purchases you are making with your funds. These five digit codes are to be added to all paperwork following your Smartkey number. The account you choose should represent what you are buying (and not necessarily indicate how you are using it). For example if you plan to advertise your event by chalking the walkway outside the DUC, you would still code the purchase of the chalk 53200 (chalk is an office supply) and not 62490 (even though you are using it to advertise).

The following are the most frequently used accounts. If, for some reason, you are unable to find an account category that you need, call the SGA Business Manager at 727‐3513 or email [email protected].

ACCOUNTS


P a g e | 6

Advertising (Wheel ads & t‐shirts only) 62490 Alcohol (no college council clubs) 56510 Audio Visual Services 52720 Awards and Prizes 58030 Books & Periodicals 57400 Camera/ Developing/Printing (not copies) 62470 Copies/ Duplicating (not printing) 62460 Deposits (fundraising credits to your Smartkey) 48010 Donations & Contributions (from you) 55010 Entertainment 56500 Equipment Under $1400 (banners, costumes, calculators, staplers) 53800 Equipment $1400 and above (computers) 75200 Food ‐Catering (preferred vendor‐ no tax exemptions) 56515 Food‐ Business Meal 56505 (food/alcohol purchases limited to $20 per person per event) Honoraria &Other Professional Fees 52190 Licensing Fees 58235 Maintenance and Repair 72510 Membership Dues 58210 Miscellaneous Supplies (Paper plates, Decorations, Flowers) 53600 Office Supplies (pens, paper, staples, ink cartridges) 53200 Phone Services 82411 Parking 56190 Postage Stamps 62443 Metered Postage 62440 Shipping Costs 62430 Publication Costs and Printing (not copies) 62470 Registration Fees 58212 Registration Fees‐ Conference 56410 Rentals‐ Equipment 78120 Rentals‐ Space 78130 Travel 56100 Travel‐ Auto Rental 56103 Travel‐ Gas (only for university owned or leased vehicles) 56104 Travel‐ Lodging 56115 Travel‐ Mileage (in personal vehicles) 56105 Travel‐ Taxi, Shuttle, Parking 56106

Occasionally your budget will not reflect the detail that the account code list does. For example, all travel funds are given to you as 56100 regardless of whether they are for auto rental, airfare, or hotel. This is fine. You should be as detailed as possible, choosing the most appropriate account code, when filing your reimbursement request. In these instances, however, a reline form will not be required. The same is true of food, which is budgeted to you as 56515 but may be paid/reimbursed as 56515 (catering) or 56505 (meal‐ business group) without filing a reline. Relines should be submitted and approved before you spend money in a category/ account code area that is not in your budget at all. See more on relines on page 24 and the form on page 29.


P a g e | 7

It is very important that you, as treasurer, work with the individuals in your group responsible for event planning. You are the organization’s expert on all things financial. You have been trained on the applicable policies and procedures, so make sure to share this information. Your president should attend training with OSLS and go over much of this, but here is a list of suggested items to discuss with your club as it plans an event:

Monetary policy for SGA and your division‐ your organization must follow SGA Finance Code and ignorance on the subject is not a good defense.

Your budget‐ Make sure your group knows that you have a limited amount of money that can be spent in each account and for the event as a whole.

Supplemental Funding‐ Make sure your group understands where to go to request supplemental funding. Your own division should be the first stop and you should know their policy and procedures for requesting funds. In some cases other divisions and/or SGA may be an option. Make sure your programmers understand if any restrictions were placed on your supplemental funding. Remember, this is SAF money and, therefore, it will always be in your allocated Smartkey.

SGA Funding‐ Bill must be submitted at least 20 business days prior to the event. If supplemental funding is granted by SGA (after divisional funding is granted), the sponsoring organization must display the SGA logo on all promotional material and contact the SGA VP for Communications to advertise the program through the SGA newsletter and/or other SGA marketing channels. The sponsoring organization must also contact representative of each division to help advertise. (Section 10.1 to 10.3 of Finance Code)

Collaboration‐ Encourage your group to seek co‐sponsorships. Look to other clubs, divisions, and to University departments for possibilities of collaboration. Your group does not have to shoulder the entire event on its own.

More on Co‐sponsoring‐ all Student Activity Fee money must be kept in your allocated fund. If you choose to co‐sponsor an event with a University department (or anyone other than another chartered student organization), you cannot transfer SAF money into their Smartkey. All payments related to such an event should be paid from your Smartkey. Furthermore, the department should be transferring their co‐sponsorship funds to your ALLOCATED smartkey.

Contracts‐ make sure your event planners know when a contract will be necessary and that they understand the procedure for signing contracts (that students are NOT allowed to do so) and the time frame for contracts (6 weeks). Student groups must ensure that there are sufficient funds before proceeding to OSLS. See section on Contracts on page 19 and in the online Eagle Source for Presidents and Programmers for more information.

Tax Exemptions‐ make sure anyone making purchases for your group understands what items are (and are NOT) tax exempt (and in which states). Tax emptions generally require payment directly from the university (a check requested through Emory Express). For more information, read the section on “tax exemptions” at the Finance Division website.

Deadlines‐ make sure your group is on top of any deadlines for purchases and payment requests. Requests that involve a contract generally take about 6 weeks to get processed while general requests take 2‐3 weeks. SGA requires reimbursement receipts to be submitted within 3 weeks of the purchase and only allow for reimbursement during the same semester that the charges were incurred.

Fundraising/ Ticket Sales‐ groups must obtain permission from their divisional treasurer and the SGA treasurer. If tickets sales are approved, the student group cannot provide free tickets to any attendants. If SGA funding is granted and tickets are being sold, there must be equal access to tickets across all the divisions of the university, with a reasonable number of tickets reserved for each division. (Section 10.1.3.6 of Finance Code)

EVENT PLANNING – THE TREASURER’S ROLE


P a g e | 8

Fundraising/Corporate Sponsorships Fundraising is generally deposited into your SG account, but fundraising to cover a portion of the cost of an event or program must be deposited into the allocated smartkey. Off campus fundraisers and corporate sponsorship or in‐kind donations from for‐profit companies or businesses are allowed in limited situations. If your group is interested in contacting corporations for support, please contact Jessi Arnidis at (404) 712‐4682 or [email protected]. Jessi can also help you set up (tax letter) donations for your group through www.emory.edu/give.

Fundraising/ Donations to Charity‐ The SAF cannot be donated. SAF can only be used to host the event.

Fundraising/ Making money off the SAF‐ student organizations cannot make money off the Student Activity Fee. This means that groups receiving funding from their division, a different division, and/or SGA (SAF funds) for the event must deposit all proceeds (sale of tickets must be approved by SGA treasurer prior to sale) into their allocated fund. Once the amount given (in SAF funds) from these sources has been deposited into your allocated Smartkey, then and only then can you begin to deposit the additional money into your self‐generated fund. For example, if your club is granted $500 from your division and then sell $2000 in tickets, then you would deposit $500 into your allocated Smartkey and $1500 into your self‐generated Smartkey. Likewise, when events are sponsored through the SAF and co‐sponsored by university departments, ALL FUNDS must be kept in your ALLOCATED smartkey. You may not give university departments your SG smartkey for event co‐sponsorship transfers.

Raffles‐ Raffles are NOT allowed. Small door prizes may be give (generally from the SG smartkey).

Travel/Defensive Driving‐ ALL travel must be registered and expenses related to renting vehicles will only be reimbursed for individuals who complete the defensive driving process. Go to the online Eagle Source for Presidents and Programmers for more information, including liability issues with using your own vehicle for club trips. Additionally, International Travel must be registered and itineraries must be reviewed with OSLS before departure. You must also use Emory’s approved travel agencies when booking your trip, ensuring you are also registered with ISOS (the university’s 3rd party emergency evacuation service provider). You must comply with the travel policy on page 20 for all trips.

FOOD‐ For on campus events, you must use Emory Catering (Sodexo) or Emory’s online catering ordering system “America To Go” available through Emory Express. ATG and Procurement will screen the local market of restaurants and caterers selecting reliable, certified, insured, and sustainable food providers for your online ordering. See the Finance division website. Also remember you must include a list of attendees names if less than 10 people are at an event with food. Additionally, the SGA Finance Code sets a limit that SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event (large events may be exempt with Divisional/SGA approval). ALCOHOL‐ must always be separated out from food and coded 56510. Clubs chartered through College Council are NOT allowed to have alcohol. All events with alcohol must be registered through OSLS and age verification processes (found on the OSLS website) must be adhered to, including an alcohol specific training video that must be completed before the event.

The University requires that student groups choose from an approved list of vendors for certain purchases. You can read more about how to make these purchases and about the vendors in each category by visiting the procurement website. The areas of particular interest to student groups are Catering, Office Supplies, Printing, and Promotional Items. Many of the vendors that student groups have used in the past are not on the list of approved vendors. Club members may be reimbursed when using a vendor outside this list, but the process may be involved and reimbursement is not guaranteed.

PREFERRED VENDORS: HOW TO BUY

Use a preferred vendor or the check request will NOT be approved.


P a g e | 9

When making the decision to buy, always refer to the finance division website (https://www.finance.emory.edu/) first. Click on Procure & Pay and then click on Buying in the Marketplace. Select the category you are interested in for a list of approved suppliers. If you are unable to locate your supply need from our contract suppliers, you may then use the SGA Supplier Directory. You must still place your order through Emory Express (Scott will key the order into Express for you) and have a PO from payment services before the business provides the merchandise.

If you are still unable to locate a supplier after using the Emory Marketplace and SGA Supplier Directory, please contact the SGA Business Manager and she will help you work with the Commodity Manager or Buyer responsible for that commodity. All orders must be pre‐approved through Purchasing by obtaining a quote and entering it in Express. So, if you know the quantity of the item you are purchasing, then you should enter the order (through Scott) on the non‐catalog form on Emory Express and NOT wait until your product is delivered to submit the check request.

These are Emory's current preferred/contracted suppliers for the categories most relevant to student groups. For a complete and updated list visit the Buying in the Marketplace website. These suppliers have University negotiated pricing contracts and they must be used for your club’s purchases:

Commodity/Service Phone Number

Audio Visual

AVYVE; To obtain AVYVE quote, contact the Emory Procurement Buyer, Pamala Phelps.

404-727-1951

Glenn Memorial Sound, AV needs 404-727-9200

Emory Graphic Design Services 404-727-5665

Awards/ Picture Frames/Trophies

Suburban Custom Awards & Framing 404-373-3544

Catering Services

Emory Catering America To Go (ATG)‐ online ordering system available through Emory Express that includes a variety of food providers and must be used for all on campus events. SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event.

404-712-8948 866-ATG-TOGO (866-284-8646) [email protected]

Computers/Digital Copiers

Contact Meredith Honeycutt (Business Manager SGA) 404-727-3513

Emory Computing Resources

Helpdesk 404-727-7777

Software/Periphrals

Software Distribution Microsoft (MAC & PC)/OS Upgrades 404-727-4741

CDWG (Adobe software, computer peripherals) 800-696-1727 ext. 7275

Brochures & Publications (Emory only)

Emory Marketing 404-727-9998

Floral

Emory Village Flowers and Gifts 404-378-3900

Maud Baker Florist 404-614-0598

Furniture


P a g e | 10

Contact Meredith Honeycutt (Business Manager SGA) 404-727-3513

Lab Supplies see vendors listed as punch‐outs in Express

Newspapers

The Emory Report 404-727-5546

The Emory Wheel 404-727-6178

USA Today 800-872-0001

Office Supplies

Staples Business Advantage interim rep 678.234.1256

Photo/Video Services

Emory Graphic Design Services 404-727-5665

Emory Photo/Video Services 404-727-6227

Printing & Document Services *A PURCHASE ORDER MUST be issued through Emory Express

BEFORE the vendor PRINTS

AlphaGraphics (Business card, letterhead, and all stationary needs) 770-279-8882

Bennett Graphics* 770-696-2623

Canterbury Press* 770-952-8309 ext. 27

Colour One O One* 404-350-1700 ext. 31

Emory Document Services 404-727-6859

Emory Graphic Design Services (Poster, Signs & Banners, Video, AV needs) 404-727-5665

FedEx Kinkos (off campus and after‐hours document services) 404-321-3990

Geographics, Inc* 404-762-3824

Offset Atlanta* 770-448-2765 ext. 257

ProGraphics* 678-597-1059

Sauers Group* 770-621-8880

Standard Press* 404-351-6780

Wallace Graphics* 770-723-0202

Walton Press* 770-267-2596

Promotional Items‐ Express Punchouts

Pinnacle Promotions 678-990-8158

PromoVersity‐ http://www.emoryuniversitypromos.com 877‐737‐7137/404‐727‐6222

Reserving Space at Emory Campus

Academic Buildings (after 6 PM); Anthropology, Callaway, Candler Library, Glenn Church School Building, North Decatur Building, Rich Building, and White Hall

404-727-5354

DUC Meeting Rooms 404-727-1706

DUC/Cox Dining Rooms/Glenn Reservations/ McDonough Field 404-727-1706

Miller Ward Alumni House Reservations 404-727-6400

Res Life Residence Hall Commons Areas 404-727-4144

SAAC Reservations, Pool, Tennis Courts 404-712-2430

Woodruff PE Center Reservations 404-727-6733

Emory Services


P a g e | 11

Emory Campus Services 404-727-7463

Emory Recycles 404-712-0093

Emory Surplus Property 404-727-7463

Shipping & Mail Services

FedEx 800-463-3339

Emory Mail Services 404-727-6172 Vehicle Rental/Charter Bus/Ground Transportation

American Coach 770-449-1806

Buckhead Coach 404-296-2923

Carey Executive Limousine 404-223-2000

Chariots of Fire Transportation Services 404-392-0237

Emory Transportation and Parking 404-727-1829

Enterprise ‐ Buckhead Location 404-355-8242

Enterprise ‐ Capital Avenue Location 404-222-0664

Enterprise ‐ Dunwoody Location 770-394-2279 Enterprise ‐ Emory Location 404-728-9911

Greene Classic Limousines 404-875-3866

Hertz‐ if renting outside Atlanta 1-800-654-2200

National Car Rental‐ if renting outside Atlanta 1-800-CAR-RENT

There is also a list of non‐contracted vendors that have been approved for student clubs to use. All suppliers listed in this directory have previously conducted business with SGA and have been informed of Emory's Procurement policies and procedures. You may contact these suppliers directly to obtain information, however you must place the order through Emory Express. These suppliers have been informed that they are only to accept orders accompanied with a formal Emory University purchase order number. Personal funds should not be used to buy these goods and services. Categories include but are not limited to: event spaces, sports equipment, web/technical services, entertainment needs (sound, lighting, DJ), and rentals (tents, tables, portable toilets)

ALL paperwork MUST go through SGA. Do not have staff at your respective schools or departments deal with contracts or payments for your club.

Once you have attended a SGA training session, you are ready to start processing small dollar reimbursement vouchers and working with Scott to process payments through Compass and Emory Express systems. You must complete (must be typed) the Compass Access Form for Students and submit it to [email protected] to be set up as a payee in Compass. Use the chart below to determine how to pay your particular expenditure.

Small Dollar Reimbursement Vouchers

Used to reimburse club members who spent personal funds, totaling $75 or less, to make a purchase for your club

Process using the Small Dollar Reimbursement Voucher. You can find a pdf of the voucher at www.finance.emory.edu by clicking the “Procure & Pay” tab and then the “forms” link on the left side of the page. For further instructions see page 13

Expense Reports (Reimbursements )

HOW TO PAY?

Start early: it usually takes 2‐3 weeks to cut a check.


P a g e | 12

Used to reimburse club members or advisors who spent personal funds, totaling $75 or more, to make a purchase for the club (non‐travel)

Process by submitting the Request for Payment Form to the SGA office. Must attach original itemized receipts.

Used to reimburse club members for club related travel expenses (note special rules on airfare; page 20)

NOTE: Travel Expenses can NOT be reimbursed until after the travel is complete. SGA Finance Code sets limit of $89 per person per trip and $12 per person for retreats. See travel policy on page 20 for more info

Used to reimburse guests for travel and/or other expenses

NOTE: Airfare must be charged through TBiz if Emory books on behalf guest. Guest may purchase airfare through any airline and be reimbursed after the trip.

Payment Requests (payments to Individuals)

Used to process taxable income payments (honoraria) to individuals for services rendered. This includes guest speakers, musicians, study participants, coaches, and referees.

Process by submitting the Request for Payment Form to the SGA office. Must have invoice/contract and W9

Emory Express

PUNCH‐OUT: Generally used to order and pay for merchandise when one of the University’s preferred (contracted) vendors (see page 8) is used.

Process by submitting the Request for Payment Form to the SGA office. May require a meeting with Scott Wile so you can place the order together.

NON‐CATALOG FORM: Used to order from and pay certain preferred vendors (printers) and SGA approved vendor

Process by submitting the Request for Payment Form to the SGA office. Must have quote and W9. All supplies (physical items) should be ordered on this form through Express.

CHECK REQUEST: Used to pay vendors (companies only; individuals are paid through payment request) for merchandise where a pre‐determined number could not be gained. This includes caterers/restaurants for off campus events. This also includes making donations to charities.

Process by submitting the Request for Payment Form to the SGA office. Must have invoice/contract and W9.

The check request process (reimbursements and payments) generally takes 2 weeks. You should let us know if payments are due at a specific time, since

Emory will otherwise assume a net 30 agreement with all vendors.

Emory Express is the preferred method for purchasing supplies. Should a member

purchase supplies directly with a supplier without an Emory University issued Purchase Order, Emory may not be held responsible for payment. Reimbursement would be the only option in those cases. Some examples of supplies ordered through Emory Express are:

Office supplies (paper, pens, etc.) Sports equipment and uniforms Promotional Supplies (give aways, t‐shirts, caps, etc.) On campus Food delivery (ordered through ATG) Printing (brochures, publications, mailings, etc.)

Remember to email Payment Services [email protected] to inquire if your check has been cut. If the check is keyed for Pick‐Up you should call 1599 Reception at 404‐778‐1599 to make sure the check is ready for you. Have your Purchase Order or Voucher number ready when you call.

All paperwork must go through the SGA office


P a g e | 13

Expense Report requests to reimburse students or employees under $75 will not be accepted; students must use the small dollar reimbursement voucher. This process will allow students to get small reimbursements right away by submitting the small dollar reimbursement voucher directly to SGA and then walking it to the Cashier’s Office to receive the cash reimbursement. The $75 limit is per person not per receipt/event. Follow these steps:

1. Go to Finance Webpage. 2. Click the Procure & Pay Tab. 3. At bottom left click “Forms” and then “Small Dollar Reimbursement Form”. 4. Fill out the form electronically. Department Name should be SGA‐ Your

Club Name (Allocated or Self‐Generated). Your Department number and Smartkey can be found on your Excel spreadsheet. You can only list one Smartkey and one account code on a single small dollar form but multiple receipts can be combined as long as they total under $75. If receipts total more than $75, file an expense report through Compass.

5. If you have one receipt that includes different accounts, it is generally fine (except when alcohol is involved) to just use the account corresponding to the majority of the purchase. For example, if you purchased $45 worth of food (56515) and $8 in paper goods (53600) you would code the entire voucher 56515. You MUST have a separate receipt for alcohol and code it as such (56510).

6. If you have one $25 receipt that is food (56515) and one $30 that is copies (62460), filling out two forms would be proper. The cashier’s office will not accept more than two forms at a time per person, regardless of the dollar amount. SGA can only sign up to $75/person per day.

7. Make sure you fill in ALL blanks including a phone number where you can be reached at the bottom (remember all receipts/forms cannot add up to more than $75 for a single person).

8. After filling out the form completely, print the form. The Club treasurer must sign at the bottom right corner. If reimbursing the treasurer have the president sign off. The person reimbursed signs at B Jones.

9. Bring forms to the SGA office between the hours of 7.30am‐5:30pm for the authorized signature. Be sure to attach ORIGINAL receipts by taping them down to a piece of paper (or the back of the form). You may tape as many receipts to one piece of paper as will fit as long as they go with a single form. If you have more than one form, then you will need more than one backup sheet with receipts taped down. We will not sign off on more than $75 for one person.

10. After the form has been signed by the SGA staff, make a copy of the form and the receipts and give them to the SGA staff so they can be added to your organization’s file folder.

11. Finally, the payee must walk the original form and receipts to the Cashier's Office, located on the bottom floor of the B Jones building. You will need your Emory ID and remember NOT to sign the form until you get to B. Jones. They will give you cash immediately. The cashier’s office will not accept more than two forms at a time per person.

Remember, all receipts must be itemized and if your receipts total more than $75, you must do a regular expense report as outlined in the next section. Also, remember to specify the number of people when reimbursing for food and if less than 10 people, you must include their names. Additionally, SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event. See an example small dollar on page 37 or at www.osls.emory.edu

SMALL DOLLAR REIMBURSEMENT VOUCHERS

For reimbursements totaling $75 and

under


P a g e | 14

The reimbursement process has been simplified! Students will no longer key reimbursements into Compass. Instead, students will fill out the simple Request for Payment Form below and bring it to the SGA office (Laura will collect these). Remember, if the receipts total $75 or less, then you must use the Small Dollar Reimbursement Voucher described in the previous section.

Before Scott can complete an expense report for your group, he will need to have your club members grant him proxy by filling out the form at the

finance website. Submit the completed forms to Laura Reece in the SGA Business office. Setup usually takes about one week. Student employees who do have access to Compass through a job on campus may assign proxy electronically. Contact Laura if you want to do this and have questions about the process. If you attempt online proxy, you must also check with Scott to confirm that it worked.

*You must always include an original itemized receipt (not just the credit card slip) or paid invoice, so that what you are paying for is clear. If you are using an invoice that has not been marked paid and updated to show a balance of zero, then you will need to include proof of payment in the form of a credit card slip/statement or canceled check/bank statement when submitting this form.

Today’s Date: 9/3/2014

Name: expense report must be filed in the name of the actual payee Student ID Number: of payee

Expenses to be paid on behalf of a foreign national: YES or NO

Club: ______enter full club name Division: which division charters you?

Smart Key(s): list smartkey number plus (A) for allocated or (SG) for self-generated . If more than one smartkey is being used make sure you are clear on the break down

Club Treasurer Signature: President must sign if report is for the club treasurer

ReceiptNumber

PurchaseDate

Smartkey

(#plusAorSG)ExpenseType(Acctcode) BriefDescription Amount

1

Date from receipt

Use codes from

page 6

enter the amount you

wish to reimburse

REIMBURSEMENTS: ONLINE EXPENSE REPORTS

SGA has a 3 week deadline for reimbursements.

Receipts from one semester will NOT be reimbursed the

next semester

Getting proxy from your club members is still the first step.

Do it now!


P a g e | 15

2 list each receipt on a separate line

*Gas receipts from a personal auto require google/mapquest proof of distance traveled

3

must be submitted within 3 weeks of date on receipt

You must specify the number of people when reimbursing food. If

less than 10 people, you must include names.

Include tax and tip if they are

shown on the receipt

and you wish to reimburse

them

4

Lost Receipts: if original itemized receipt is lost, provide detail as to why and provide the credit card statement showing the charge. NOTE: airfare, lodging and rental car receipts are always required

5

If you are not reimbursing the total amount of the receipt(s), include a partial reimbursement form (page 36)

You must show proof of payment

for an amount

equal to or greater than the amount

you are choosing to reimburse

Business Purpose: explain the purchase; include who, what, when, where, and why (i.e. Yoga Club Allocated- team travel to Hot Yoga October conference in Miami and reimbursement for purchase of 25 mats for upcoming November Open House at the WoodPEC). If for food, put number of people here as well. Be thorough and explain each expense line on the form.

PLEASE ATTACH ORIGINAL ITEMIZED RECEIPTS, INVOICES, CONTRACTS, W‐9S, OR OTHER PAPERWORK TO THIS FORM *TAPE (do not staple!) original, itemized receipts to back of this form and (if needed) to additional 8 ½ X 11 sheets of paper Other things to remember when filing an expense report:

See SGA Travel Policy on page 20 o Max limit of $89 per person per trip of SAF funding reimbursed for travel (including transportation and

lodging) per person per trip. SAF funding for retreats shall not exceed $12 per person per retreat. o Student air travel, when sponsored by Emory, can be charged directly to the Smartkey. This process is

handled through TBiz. Please talk to Laura or Meredith BEFORE you book your airfare. For specific instructions for booking travel, go the Student Travel website found at www.travel.emory.edu

SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event.


P a g e | 16

It generally takes 2‐3 weeks to get a check cut.

You are welcome to use the SGA copier and computers for your financial business.

RECEIPTS FROM 1 SEMESTER WILL NOT BE REIMBURSED THE NEXT SEMESTER. YOU MUST MEET THE SEMESTER DEADLINE OR YOU FORFIET THE REIMBURSEMENT.

Scott will key these payments into Compass for you as well so bring them to the SDGA Business Office! Use the Request for Payment Form and follow these instructions below for paying an unincorporated company or an individual for services rendered (e.g. Party D.J., speaker at an event, or musician). Please note: that you should never pay this type of payment out of pocket and hope to get reimbursed. Because this payment is taxable income for the person performing the service, we will not be able to reimburse anyone who paid out of pocket. Checks must be cut directly to the individual performing the service.

This request will include an itemized invoice or (most likely) a contract (signed by OSLS) instead of an itemized receipt. If the person/vendor is not in the system (has not been paid by Emory in the past year) then you will need to include a W‐9 (page 34). Keep your deadline in mind; contracts can take several weeks to be approved (see page 19).

If you are paying an Emory faculty or staff member or student employee, make sure to tell the SGA business office since this requires a different process. When paying an Emory employee, you will be charged for fringe benefits. Be sure to adjust your budget for this extra expense.

More tips on paying an artist/performer Start early. It generally takes 2‐3 weeks to get a check cut but when contracts are involved you should count

on the request taking at least 6 weeks.

Follow the contracts procedure and allow plenty of time. *NOTE: Students are NOT allowed to sign contracts (see section on contracts on page 19 and in the online Eagle Source for Presidents and Programmers). It is your responsibility to follow up with the OSLS office on the contract. You should pick the contract up from that office once it has been signed and make sure the completed payment request makes it to SGA.

Submit the Request for Payment Form as soon as you have the signed contract and signed W‐9.

Don’t forget to pick up the check if you coded them for Pickup! Checks coded for pick up will be available at the 1599 building, but you should email [email protected] to verify that the check has cut and call 404‐778‐1599 to ensure that it is ready for pick up. NOTE: Payment Services is restricting check pickup so you must enter an acceptable reason (Example: According to contract, check to be handed to speaker end of lecture).

Do not pay a performer until after they have completed their performance and NEVER pay them out of pocket.


Let the SGA office know if Emory will pay the vendor’s expenses (ie. A performers hotel, food, mileage, etc)

NOTE: Remember, we can reimburse guests for airfare. But if Emory handles the travel arrangements, airfare must be booked through TBiz and charged directly to your smartkey.

PAYING FOR SERVICES: PAYMENT REQUESTS

Taxable Income‐do not pay out of pocket.


P a g e | 17

Today’s Date:

Name: Name of individual vendor_____________________ Student ID Number: N/A

Expenses to be paid on behalf of a foreign national: YES or NO N/A

Club: enter full name of club_________________ Division: who charters/funds you?

Smart Key: _______enter number(s)________________ A or SG? Be clear if you are splitting between smartkeys

Club Treasurer Signature: __________________________________________________________

ReceiptNumber

PurchaseDate

Smartkey

(#plusAorSG)ExpenseType(Acctcode)

BriefDescription Amount

1

Date on contract or

invoice

Let us know when the check is

needed

2

3

Business Purpose: enter all the details: who, what, when, where, why, and how many!

_______________________________________________________________________________________________

_______________________________________________________________________________________________

PLEASE ATTACH ORIGINAL ITEMIZED RECEIPTS, INVOICES, CONTRACTS, W‐9S, OR OTHER PAPERWORK TO THIS FORM *PAPERCLIP PAPERS TOGETHER


P a g e | 18

Once again Scott will key your Express orders and Requests for Payment. Emory Express allows you (with Scott’s help) to shop for and purchase your supplies and equipment. When deciding which vendors to buy from, consult the "Emory Marketplace"section of the Finance Division website. Most purchases require the creation of a Purchase Order (done through Scott in Express) before payments to the supplier can be issued. You will need an itemized quote, invoice, or contract before the process can be initiated online. If the vendor is not in the system (has not been paid by Emory in the past year) then you will need to include a signed W‐9 (page 34). Keep your deadline in mind; contracts can take several weeks to be approved (see the online Eagle Source for Presidents and Programmers for more information on contracts).

When you are ready to place your order or initiate your payment, you will need to contact Scott Wile in the SGA office. Scott (or Laura) can decide whether you are using a Punch‐out (for placing orders with most of the preferred/contracted vendors), the Non‐Catalog Form (for many SGA approved vendors and preferred printers), or the Check Request option (for initiating payment to non‐preferred vendors, charities, or some preferred vendors that do not have Punch outs available) and work with you to make sure you have all the required information. Remember you are required to use a preferred vendor or an approved vendor in many categories (page 8) to ensure payment.

Remember:

Donation checks are processed through Emory Express; reimbursements for donations will not be issued since this is a tax deductible expense.

Start early. It generally takes 2‐3 weeks to get a check cut but when contracts are involved you should count on the request taking at least 6 weeks.

Follow the contracts procedure and allow plenty of time. *NOTE: Students are NOT allowed to sign contracts (see next section on contracts). It is your responsibility to follow up with the Office of Student Leadership and Service. You must pick the contract up once it has been signed and make sure the request makes it to SGA.

Bring the Request for Payment Form to the SGA office as soon as you have the itemized invoice or the signed contract and W‐9 (if needed).


Make sure your divisional treasurer is in the loop. We will check with him/her before approving your purchase.

Today’s Date:

Name: Name of vendor (company)___________________ Student ID Number: _______N/A_____

Expenses to be paid on behalf of a foreign national: YES or NO N/A

Club: enter full name of club___________________ Division: who charters/funds you?

Smart Key: enter number(s)_______________A or SG? Be clear if you are splitting between smartkeys

Club Treasurer Signature: __________________________________________________________

PAYING VENDORS: EMORY EXPRESS


P a g e | 19

ReceiptNumber

PurchaseDate

Smartkey

(#plusAorSG)ExpenseType(Acctcode)

BriefDescription Amount

1

Date on contract or

invoice

Let us know when the check is

needed

2

You must specify the number of people when there is food. If less than 10 people, you must include

their names.

3

All invoices must be itemized

Remember, SAF funding for food and beverages shall not exceed $20/person per event.

Business Purpose: ______________________________________________________________________________

_______________________________________________________________________________________________

PLEASE ATTACH ORIGINAL ITEMIZED RECEIPTS, INVOICES, CONTRACTS, W‐9S, OR OTHER PAPERWORK TO THIS FORM

A signed contract will be necessary to process many of your Payment Requests on Compass and Check Request on Express. All events at Emory University that require contracts must have fully executed contracts BEFORE the event. ‘Fully executed’ is defined as all documents bearing the signatures of both the artist's and the appropriate University designees (an Emory contract is available at www.osls.emory.edu/).

What is a contract? A contract is a legally binding agreement between 2 or more parties in which a

service is exchanged for compensation of some kind.

Why are contracts important? Contracts enable responsibilities and entitlements to be very clear. Everyone knows their responsibilities, the venue info, time, place, fees, etc. Contracts also protect both parties and they provide remedies when problems arise.

What is the difference between an Invoice and a Contract? An invoice is simply a business document detailing goods or services provided and requesting payment. It is a bill, essentially. Treasurers should bring them to the SGA Office to find out if they should be processed by the OSLS or if they can just be submitted for payment. Students should not sign invoices either.

How do I get my contract signed? All chartered student organizations MUST use The Office of Student Leadership & Service to get contracts signed.

Contracts must be dropped off at OSLS at least 6 weeks prior to your event, and must be accompanied by a Contract Coversheet.

What do I bring with me? When you have a contract that is ready to be signed, you need to bring:

CONTRACTS

Students CANNOT sign Contracts. Contracts must

be signed by OSLS.

Start Early‐ Contracts and the associated

payments can take up to 6 weeks to process.


P a g e | 20

Cover Sheet (see online Eagle Source): It Requires President, Treasurer, and Event Organizer Signatures, along with other information so give yourself a day or so to get all the appropriate information filled out.

Printed & Clean Copy of the Contract with NO student organization markings – do not fill out anything, or write anything on it.

W9 – the vendor/artist/or speaker can usually provide you with a W9, however if they do not have one they you can print one from the Eagle Source website and you can find one at the back of the Eagle Source for Treasurers. A signed W9 is required to be able to make a payment.

Proof of funds‐ Funding for the event should be in place before bringing the contract to OSLS

Any other materials you have that may help us see how good the event planning is going (a budget, for example).

What is the process? Bring your contracts in at least 6 weeks prior to your event. Expect a 3‐4 week turnaround time on contracts, and then another 2‐3 week turn around for checks and payments. Be ready to answer questions that we may have when you turn in a contract. We are the liaison for you between Risk Management and General Counsel. We usually consult with the University's General Counsel for legal support and guidance pertaining to these documents. You should not contact General Counsel or the Office of Risk Management for events – work with the OSLS to do that.

During this time, you should also get a signed W‐9 (page 34) if you will be paying an individual or company that the university has not paid within the previous year.

When the contract is finished, OSLS will notify you to come pick it up so you can take it to the SGA office for processing.

Checks and payment can take an additional two weeks, which is why a total of 6 weeks is suggested.

SEE MORE on CONTRACTS and the ASP form in the ONLINE EAGLE SOURCE

Risk Management and General Counsel require certain activities that involve travel by student groups be registered through the OSLS office. The policy also addresses both the use of PERSONAL vehicles and University‐owned, rented, or leased vehicles in connection with University‐sponsored or student‐organization sponsored activities and programs. See the online Eagle Source for Presidents for more information. If you ever travel, think about traveling, or drive for any reason related to your organization, you should read www.osls.emory.edu/studenttravel.php in its entirety. If you choose not to comply, you will not be covered by Emory’s liability insurance.

Rules for Travel: 1. The current per person SAF (now $89) shall be the maximum amount of SAF funding for travel (including

transportation and lodging) per person per trip. Larger scale events (Mock Trial, team sports, etc.) may be exempt with permission from the Division/SGA

2. Before you book your airfare, please see specific instructions for booking air travel by going to www.travel.emory.edu and clicking on the “SGA‐ Student Air Travel” tab and then contact Meredith Honeycutt at 404‐727‐3513 or [email protected] . If the full amount of the airfare is being paid by the club, you MUST book tickets through TBiz Travel. If the club is only paying a portion of the ticket, then airfare can be booked with any provider and reimbursed after the travel has occurred. You will, however, need to include a business letter explaining that the airfare was only subsidized by the club with your online expense report.

3. Travel for Emory guests‐ Airfare must be booked directly through TBiz Travel if Emory is paying for the airfare on behalf of the guests. It is recommended that the guests arrange and pay for the airfare

TRAVEL POLICY

Make sure you have funds in place before getting your contract

signed.


P a g e | 21

themselves so that Emory is not out any funds should the guest cancel. If they pay for it themselves, guests may purchase their tickets directly through the airline or agency of their choice and submit their tickets for reimbursement after the trip. Guests must follow Emory travel policies for reimbursement.

4. Retreats‐ only $12/person of SAF funding is allowed by SGA Finance Code. In special circumstances, clubs may petition for an exemption from the Division and SGA.

5. Reimbursement (Expense Reports) requests must be submitted within 10 days after travel. 6. Original itemized receipts for all expenses must be included with request forms. Emory requires the zero

balance due hotel folio for reimbursement. 7. Meals are generally only reimbursed by self‐generated funds. 8. Costs from failure to complete plans will not be reimbursed. 9. In order to pay registration fees in advance, an itemized invoice must be submitted to your divisional

treasurer. He or she can then charge those fees to the divisional P‐card. Or if the vendor prefers a check, get the invoice to Scott Wile so he can key on Emory Express

10. No reimbursements will be made until after travel occurs. 11. Travel in a private car will be reimbursed at the current IRS rate as determined by an Internet mapping

program. This must be submitted on a travel expense form. 12. If your travel will require using university owned or leased vehicles, please see the section entitled

“Defensive Driving” in the online Eagle Source for Presidents and Programmers. Vehicle reimbursements will not go through without proof that defensive driving has been completed.

13. International Travel must also be registered with OSLS and itineraries must be reviewed before departure. You must also use Emory’s approved travel agencies when booking your trip, ensuring you are also registered with ISOS (the university’s 3rd party emergency evacuation service provider).

To read the University travel policy see: https://www.finance.emory.edu/ and click the travel tab.

One advantage to using services within the University is direct billing. Emory will not cut a check to an Emory entity so you use the direct billing method to pay Emory. Charging directly to your club’s Smartkey is allowed at Campus Services, Campus Printing, Emory University Bookstore, Emory Post Office, Emory Travel Agencies, Network Communications, The Emory Conference Center, and Campus Dining Services (Sodexo). Still, all receipts should be submitted to SGA so they can be audited and added to your club file.

Barnes and Noble at Emory Bookstore Presidents and treasurers will be the only members allowed to charge at the bookstore. They will need to set up an account with the bookstore by filling out The Barnes and Noble Smartkey Charge Form through the SGA office (see form on page 32). Once that form is on file, they will be able to charge throughout the year by taking purchases to the register and telling the clerk that it is a departmental charge. You MUST take your Emory ID with you and bring the receipts to the SGA office for your file. This form will need to be filed with the bookstore each year. Department charges, either to smartkey or p‐card, receive a 20% discount (other than computer hardware, convenience items, and textbooks). Students may be personally responsible for bookstore charges if an itemized receipts is not submitted to SGA.

Campus Dining Services Food may be charged through Campus Dining if it is ordered in person at Campus Dining Services in Cox Hall at least 48 hours in advance or a week in advance through Emory Catering (404‐712‐8948). Orders from other Campus food locations (Highland Bakery, Dunkin Doughnuts, etc.) may also be charged. Again, you MUST take your Emory ID with you. Additionally, SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event (larger events may be exempt with permission from the Division/SGA).

CHARGING DIRECTLY TO A SMARTKEY


P a g e | 22

Campus Services Work done by Campus Services (formerly known as FMD) during normal business hours (Monday‐Friday, 9am‐5pm) will generally not be charged if you identify yourself as a student organization. Work done on weekends and after hours will be charged to your Smartkey after you fill out a Work Request, which can be found at http://www.fm.emory.edu/. Look for the special student organizations work request and choose your group name from the drop down menu.

Emory Document Services Emory's Document Services offers a full range of services including fast photocopying in black and white or color up to 11x17 in size, Letterhead, Business Cards, Stuffing, Labels and Labeling, Flyers, and many other specialty jobs. Contact them at 404‐727‐6859 (DUC Terraces). Receipts MUST be submitted to SGA for review. Students may be personally responsible for bookstore charges if an itemized receipt is not submitted to SGA.

Emory Post Office In order to charge at the Post Office, you must fill out a postal charge form that can be picked up at the Post Office window. The SGA Business Manager must sign this.

Enterprise Van Rental Emory University has a contract with Enterprise. Enterprise will have cars and 12 passenger vans on site at the Emory Conference Center. Per Emory policy, no 15 passenger vans are allowed. Do not purchase the additional insurance when renting a vehicle; the university will not allow that to be reimbursed. Enterprise hours of operation are 7:30am‐6pm Monday‐Friday and 9am‐noon on Saturday. If you have questions or wish to reserve a vehicle please contact 404‐728‐9911. Drivers must be at least 18 years old.

*Remember, charging directly to your Smartkey is the best way to pay for your van rental, but requires the Enterprise Van Rental for SGA form be filled out and approved by the SGA business manager (see page 31).

Also see the section on the Defensive Driving Program in the online Eagle Source for Presidents and Programmers. Turn in Proof of Defensive Driving with your Enterprise Van Rental form and/or with your receipt

Business Use Account 03E0600 is available for student groups to use and includes a discount.

Personal Use Account 03E0601 will allow for students, not renting for their club, to also get a discount.

Network Communications Phone lines, voice‐mail, data connections, and other services provided by Network Communications will be charged directly to student organization Smartkeys.

*Please be aware that your club may have an ongoing network communications charge. Many groups are not aware that they have services through NetCom (i.e. voice‐mail) or that they are being charged for them (even in the summer). If your club is being charged for voice mail or network services and you are NOT using them, please let NetCom know so they can discontinue the service and you won’t be charged for services you are not utilizing.

Parking Validation Tickets If you plan ahead, you can arrange to have a parking validation ticket for your guest. Fill out the Parking Validation Form to request the ticket(s) and have them charged directly to your smartkey.

Emory Conference Center/ Emory Inn Reservations can be made by calling 404‐935‐6449 and letting them know that it will be a department charge to a university smartkey.

ALL vehicle rentals (in or out of Atlanta; by Enterprise or any

other provider) paid for through student accounts MUST have student driver who has completed

Defensive Driving.


P a g e | 23

Travel Student travel, when sponsored by Emory, can be charged directly to the Smartkey. This process is handled by the president or treasurer through one of the Emory Travel Agencies, TBiz Travel. For specific instructions for booking airfare, go the Student Travel website found at www.travel.emory.edu and see page 20 as well as the form on page 33. Contact Meredith Honeycutt at 404‐727‐3515 or [email protected] before making travel arrangements.

Gifts, Gift Cards, Flowers, and Prizes The Divisional and SGA VP for Finance must approve the purchase of flowers and gifts with the student activity fee. Self‐generated money may be used without permission for these purposes. Flowers may be purchased for decoration and prizes may be purchased for contests/door prizes. Because of tax policies, you must provide the Finance Division with the names and Emory ID numbers of the recipients if they are affiliated with Emory in anyway using the online Gift Reporting system (Laura will key). This policy does not include guest speakers who are not affiliated with Emory. If you are giving cash or gift cards/certificates, you have to submit the receiver’s information regardless of the gift amount and should use the National Gift Card Corporation in Emory Express. If you are giving a tangible gift (Emory blanket, iPod), you have to report it if the value is $75 or more. Be aware, students who purchase gift cards may be required to pay taxes on the gift card purchase amounts if you do not properly report to whom the gift card was given and a valid business purpose. Student groups that choose to purchase gift cards to use for club purchases WILL be taxed. Club purchases should either be made through Emory Express or reimbursed through Compass. The Gift Report generally must be keyed (by Laura) before your reimbursement or Express order can go through.

Audiovisual and Computer Equipment Rental To rent audiovisual equipment contact Classroom Technologies at 727‐5147. Reservations are subject to valid Smartkey numbers and all equipment must be picked up and returned by the organization. Equipment is rented on a first‐come first‐serve basis and can only be used for academic and non‐commercial activities. Computer equipment is available through the Cox Hall Computer lab.

Video Rental It is illegal to show a rented movie in a public setting. Because of this, films cannot be rented with University money and will not be reimbursed. See section on “movies and copyrighted materials” in the online Eagle Source for Presidents and Programmers. You must pay a licensing fee when showing a movie in a public setting.

Equipment Equipment purchased with the SAF belongs to SGA, and the club/division shall ensure upkeep. Inventory checks will be done during operational budgeting, and the student groups must disclose the status of all equipment purchased in the previous 3 years. Alcohol/ Tobacco SGA and College Council do not allow clubs chartered under the College Council to purchase alcohol with club money (allocated or self‐generated) and will not approve any reimbursement requests that include alcohol. All clubs must follow the alcohol policy. All reimbursements including alcohol must always be separated out from food and coded 56510. All events with alcohol must be registered through OSLS and age verification processes (found on the OSLS website) must be adhered to, including an alcohol specific training video that must be completed before the event. Additionally, SAF funding for food and beverages (including alcohol) shall not exceed $20/person per event.

SPECIAL ISSUES – GIFTS, EQUIPMENT, RENTALS & MORE

Be aware‐ Gift card purchases may be taxed

NO MOVIE RENTALS


P a g e | 24

No university funds (allocated or self‐gen) may be used to purchase tobacco.

Food You must turn in itemized receipts and specify the number of people when reimbursing food. If less than 10 people, you must include their names. If Emory is paying directly for food brought onto campus, you must use Emory Catering or ATG. SAF funding for food and beverage (including alcohol) shall not exceed $20/person per event (large events may be exempt with permission from the Division/SGA). Relines

Relines reallocate money that had been dedicated for one purpose to another. Use the reline form to move money from one account to another. The divisional treasurers and the SGA coordinate/approve relines. See page 29.

Transfers Transfers occur when one organization agrees to pay an expense of another organization. Transfers move money from one student organization’s fund to another group’s fund. Internal Transfer forms must be filled out in order to transfer money. See page 30 and remember you cannot move allocated funds into a self‐gen Smartkey nor can SAF money be transferred to a university department.

Going in the Red If your organization goes into debt at the end of the academic year, it will be required to self‐generate all overused funds by the end of the following fall semester. If the refund is not met, the organization’s charter may be revoked. Plan well‐ Do not Ever go into the Red!

Rush Checks Payment Services will no longer rush a check.

Most Finance forms can be found at

https://www.finance.emory.edu

Most every other form, including many finance forms, can be found electronically at www.osls.emory.edu

where you can also find the entire Eagle Source online (the Program and Event Management Section as well

as the Treasurer Handbook section)

FORMS

BOOKKEEPING ISSUES


P a g e | 25

August 20, 2013

TO: Student Organization Presidents/Treasurers RE: Sodexo Food Sponsorships We have good news to share with you! Our colleagues at Sodexo have agreed to continue their increased level of co-sponsorships on food related charges! Based on your application, we will distribute up to a $1000.00 credit for food purchases to chartered student organizations for programming within the University community. Each student organization may apply once per semester. Applications will be considered until the $20,000 fund has been exhausted. The application form is attached; contact Catering directly at least one week before your event to place the order. There is one hitch, PLEASE NOTE: YOU MUST PROVIDE THE EVALUATION COMMITTEE 3 WEEKS TO CONSIDER YOUR PROPOSAL. If it comes to us with less time, it will not be considered. This is an exciting opportunity provided by our food service provider (Sodexo) to assist student organizations in planning outstanding programs that benefit student organizations and the entire University by covering some of the associated costs. Simply submit your application and, if approved, catering will credit you with your co-sponsorship amount when you place your order by calling 404-712-8948. Student groups may also contact catering by emailing the catering sales manager, at [email protected]. Remember Emory Catering requires a seven (7) day notice to fulfill your catering order. Co-sponsorship levels are as follows:

CLUB: Up to $250 for programming for your club. This is for small (mainly club members) events that are directly relevant to the mission of your student organization.

CO-SPONSORED: Up to $500 for co-sponsored programs. These events must be sponsored by 2 or more chartered student organizations and fit the mission of participating clubs.

UNIVERSITY WIDE: Up to $1000 for university wide programming. Programs must be applicable, open, and advertised to all students, graduate and undergraduate, without limitations on who can attend. Funding for a university wide event is more likely to be granted if you show co-sponsorship across several schools.

These programs should promote the mission/vision of the university (http://www.emory.edu/president/governance/vision_statement.html).

Please make sure that your student organizations are aware of this wonderful new service! Send applications or questions to Laura Reece ([email protected]) in the Student Government Association office.

*Student groups may not apply for/receive both this grant and the Late Night at Emory food grant for the same event. Each event is only eligible for one food co-sponsorship.

Sodexo Co-sponsorships for Student Organizations


P a g e | 26

These funds are only available for events that are sponsored by University recognized student organizations. The funds can only be used for purchases from Emory Catering and cannot be used for alcohol purchases. You must submit this application at least three (3) weeks prior to your event or it will not be considered. Please provide detailed information for each question and submit your application by e-mail to [email protected] or in person at the Student Government Association office room 211W on the 2nd floor of the DUC. If you have any questions please call (404) 727-6179. Organization(s) sponsoring event: Primary Contact’s Name: Contact Phone: Primary Contact’s E-mail Name of Event: Location of Event: Event Date and Time: Has your organization held this event or activity at Emory before yes no Please describe the event (include purpose of the event and how that relates to the mission of your group as well as how many are expected to attend): Please describe your marketing plan and attach a flyer to your submission. Be sure to explain in detail how you are reaching out to the entire university community if you are applying for the university wide event co-sponsorship level: Co-sponsorship Level: Amount Requested CLUB: Up to $250 for programming for your club. This is for small (mainly club members) events that are directly relevant to the mission of your student organization.

CO-SPONSORED: Up to $500 for co-sponsored programs. These events must be sponsored by 2 or more chartered student organizations and fit the mission of participating clubs. UNIVERSITY WIDE: Up to $1000 for university wide programming. Programs must be applicable, open, and advertised to all students, graduate and undergraduate, without limitations on who can attend. Funding for a university wide event is more likely to be granted if you show co-sponsorship across several schools. These programs should promote the mission/vision of the university (http://www.emory.edu/president/governance/vision_statement.html).

Proposed Budget: How do you plan to use these funds? Please also attach a copy of your detailed budget .


P a g e | 27

Anything else we should know? . Checklist:

Form filled out completely Event more than 3 weeks away Attached Publicity Flyer Attached Detailed Budget Proposal Contact Catering at least one week before event

Date submitted: Requestor’s signature: We also require the president and or treasurer of each sponsoring club sign off in the space below: Print Name Club and Position Signature Do not write below this line Received by: Approved Denied Notes: May 24, 2012

Thanks to Sodexo for providing the funds for this Co-Sponsorship *Student groups may only apply once per semester *Student groups may not apply for/receive both this grant and the Late Night at Emory food grant for the same event. Each event is only eligible for one food co-sponsorship.


P a g e | 28

Today’s Date:

Name: _________________________________________________ Student ID Number: _______________

Expenses to be paid on behalf of a foreign national: YES or NO

Club: _________________________________________Division:_______________________________

Smart Key:___________________________________________A or SG?___________________________

Club Treasurer Signature:_________________________________________________________________

ReceiptNumber

PurchaseDate

Smartkey

(#plusAorSG)ExpenseType(Acctcode) BriefDescription Amount

1

2

3

4

5

Business Purpose: ______________________________________________________________________________

_______________________________________________________________________________________________ _______________________________________________________________________________________________

PLEASE ATTACH ORIGINAL ITEMIZED RECEIPTS, INVOICES, CONTRACTS, W‐9S, OR OTHER PAPERWORK TO THIS FORM


P a g e | 29

FINANCIAL ACTION FORM FOR RELINES

Organization Name____________________________________Smartkey #____________________

Name and Title of Person Representing_________________________________________________

Email ___________________________________ Phone #_____________________________

Date________________________________Total Amount________________________

To Account# ___________________

From Account# ___________________

Amount to Reline___________________

To Account# ___________________

From Account# ___________________


To Account# ___________________

From Account# ___________________


To Account# ___________________

From Account# ___________________


Reason for Reline: _______________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Signature of Club Treasurer_____________________________________________________Date_________

Signature of Divisional Treasurer_________________________________________________Date_________

Signature of SGA VP for Finance__________________________________________________Date_________


P a g e | 30

Internal Transfer Form

Requesting Organization (providing the funding)_______________________________________________________

Smartkey Number to Debit ____________________________________________________________________

Administrator of Debiting Smartkey_________________________________________________________________

Receiving Organization ___________________________________________________________________________

Smartkey Number to Credit (receiving the funding)_____________________________________________________

Administrator of Receiving Smartkey ______________________________________________________________

Amount of Transfer $______________________________

_______________________________________________________________________ Organizational Treasurer’s Signature Date

________________________________________________________________________ Divisional Treasurer’s Signature Date ________________________________________________________________________ SGA Treasurer’s Signature Date ________________________________________________________________________ SGA Business Manager’s Signature Date

Reason For Transfer [Print Below]: Please be specific. If charges are to offset another organizational or departmental Smartkey, we will need financial data from their ledgers.

Date on Excel___________ Date on PS___________

Emory University Student Government Association 2010


P a g e | 31

SGA Reservation Rental Form Enterprise Rent -A-Car

(Van Rental & Vehicle Rental)

STUDENT COMPLETE THIS SECTION

DEPARTMENT: ______________________ STUDENT ORGANIZATION: ___________________________________

EVENT: ______________________________SMARTKEY/ NUMBER: ______________________________________

TYPE OF VEHICLE: _______________________ NUMBER OF VEHICLES NEEDED: _____________________________

DATE NEEDED: _________________________ TIME OF DAY: ____________ RETURN DATE: ___________________

DESTINATION: ___________________________________________________________________________________ (List all states the Vehicle(s) will travel through)

VEHICLE TO BE PICKED UP AT (LOCATION) _____________________________________________________________

VEHICLE TO BE RETURNED TO (LOCATION) _____________________________________________________________

PRIMARY DRIVER: _____________________ STATE/LICENSE#: _______________STUDENT ID#: ______________ (All drivers must be at minimum 19 years of age or older)

ALTERNATE DRIVER: ___________________ STATE/LICENSE #: ________________ STUDENT ID#:_______________

EMORY AUTHORIZED EMPLOYEE COMPLETE THIS SECTION

(P‐CARD NUMBER ON‐FILE WITH ENTERPRISE)

Account to Use: 03EMOR1 (Meredith) or 03EMOR2 (Laura) or 03EMOR3 (Andre Moore)

NAME ON CARD: ___________________________________________ (Same as authorized Emory employee)

I AUTHORIZE THE USE OF MY EMORY P‐CARD NUMBER AS PAYMENT FOR ANY AND ALL CHARGES THAT RESULT FROM THE RENTAL(S) REQUESTED ON THIS RESERVATION FORM. SIGNATURE OF EMORY AUTHORIZED EMPLOYEE: ______________________________________________________

This form must be signed by Emory Authorized Employee before it is presented to Enterprise Rent‐a‐Car

at the Emory Conference Center location or Oxford Campus location

*include a confirmation of your defensive driving when you submit this form


P a g e | 32

SmartKey Purchasing Form for Student Organizations First Name _________________________________________ Last Name ___________________________________ University ID _______________________________________ Phone Number________________________________ Department/Club_______________________________________ Position in Club ____________________________ SmartKey _________________________________ Fund Amount _________________ Account Date Start_________________ Account Date End_________________ Authorized Signature _____________________________________________________________________________ Explain purchase(s):

This form can be completed for the president and/or treasurer of student organizations and approved by the SGA Business Manager to allow for direct charge at the Emory Bookstore. Form must be on file at the bookstore, and

renewed annually, for purchase to be processed. Student listed on form must present their Emory ID at the time of purchase. Itemized receipts from Bookstore purchases MUST be submitted to the SGA office. Students may be

personally responsible for bookstore charges if an itemized receipt is not submitted to SGA.


P a g e | 33

Form for Student Air Travel

If your airfare is going to be 100% paid for by your SGA organization(use this form):

Your tickets will need to be purchased via one of Emory's preferred travel agencies, Tbiz Travel

(formerly known as "Travelocity Business"), and charged directly to your Smartkey. This process will

allow you, the Treasurer, the convenience of booking your club’s student traveler's air online and not having to utilize

personal funds and then wait for reimbursement. Should your trip happen to be on Delta Air Lines, you will be pleased

to find better pricing due to Emory's negotiated rates with Delta.

If your airfare is only going to be subsidized by your SGA organization (don not use this form):

If your organization is paying for anything less than 100% of your airfare ticket, you will need to book your ticket on

your own (not using Tbiz Travel) and apply for partial reimbursement. After your trip, print out the itinerary and proof of

payment and submit for reimbursement.

Next step: please fill out this "Student Air Travel" form and bring it to the SGA Office to discuss with Laura or Meredith.

Student Organization: __________________________________ Date Submitted: ____________

Payment from allocated or self‐generated: ________________Estimated dates of travel: __________________

Number of tickets purchasing: __________Estimated Cost per Ticket________________

Name of Traveler(s): ______________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

Signature of organization treasurer: _______________________________

Signature of SGA Business Manager: ________________________ Date ____________

Divisional Treasurer should fill out this section Total amount not to exceed _________________ Signature of divisional treasurer: ____________________________ Date ____________


P a g e | 34


P a g e | 35

SGA DEPOSIT SLIP Club Name _________________________________________ Amount

Smartkey Number _ _ _ _ _ _ _ _ _ _ _ _ _ _ Description $

Smartkey Number _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ $ Description



Total Deposit Total Checks Total Cash

Prepared By Name Date E-mail Phone

Tax letter required for donations ____Yes ____No


P a g e | 36

To Payment Services: This student is not being reimbursed the full amount of what appears on the receipt for this purchase. Please reimburse them only $_______________. Thanks,


P a g e | 37


P a g e | 38

NOTES

1. Make sure to adhere to SGA deadlines! Expenses must be reimbursed during the same semester they were

incurred. We will NOT reimburse expenses from the fall semester in the spring or vice versa. Fall 2014

Deadline: Friday, December 5th 5pm; Spring 2015 Deadline: Friday, April 24th 5pm

2. Inform your club members on policy/procedures/deadline! You are the liaison between the SGA Business

office and your club. Make sure you are involved with programming decisions and train your members on

SGA policies and procedures.

3. Student Activity Fee may ONLY go into your allocated smartkey! You may not transfer SAF/Allocated funds

to a department outside of SGA. Herein, if a campus department sponsors an event that your club is putting

on, they must transfer their sponsorship funds into your Allocated smartkey. Page 3

4. You may NOT make money off the Student Activity Fee! If you receive allocated money for an event, you

must deposit all profits from that event into your allocated smartkey until the funded amount is repaid.

Page 1

5. Budgets/ Allocated funds DO NOT roll over from year to year! Clubs apply for an annual budget each spring

semester (Feb‐April). If funding is granted, money becomes available Sept 1st and rolls back to your division

the day after graduation (year round graduate programs may apply to have their accounts stay open

through Aug 1st but all accounts are closed Aug 1st‐Sept 1st for fiscal year close out). If you do not use your

allocated funds you lose them. Page 3

6. Self Generated Smartkeys are NOT Savings Accounts: SG smartkeys allow for more flexibility than your

allocated account and they do roll over year after year, but SG accounts are intended for your use and are

not meant for hoarding of funds. The SGA Business Office will automatically transfer funds from SG accounts

that have been inactive for 2 years. Go ahead and spend (responsibly). Page 3

7. You MUST use Preferred Vendors! See the categories/list of preferred vendors on the University Finance

website. Payment Services will not pay your vendor if they are not on this list. Page 8

8. Small Dollar limit is $75! This is a per person limit; not a per receipt, per event, or per form limit. This means

that the receipts you have for any one person may not add up to more than $75 if you are using the small

dollar voucher. We cannot sign 2 vouchers (totaling more than $75) for the same person on the same day.

Page 13

9. Contracts MUST be signed by OSLS‐ Students/Advisors CANNOT sign contracts. Only the Office of Student

Leadership and Services is authorized to sign contracts on behalf of student organizations. Contracts should

be submitted to OSLS 6 weeks prior to your event. Contracts must be fully executed (signed by both parties)

before Payment Requests (on Compass) or Vendor Check Requests (on Express) can be submitted.

Remember, it takes a minimum of 2 weeks to cut a check. Page 19

10. Keep track of your accounts‐ Get spreadsheets regularly! Get copies of your spreadsheet from Laura and

make sure your records match our records. Address any discrepancies right away with Meredith.

TREASURER’S TOP 10

2014-2015 eagle source

Documents