Financial Policies Workshop for Student Organizations Spring 2012

1. Financial Policies Workshopfor Student OrganizationsSpring 2012

2. Purchasing Find vendors with best prices Fill out Purchase Requisition http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940641 Submit Requisition to Old Main 206 Contact Person: Rob Waksdahl, Old Main 206

3. Purchasing If Bringing Entertainer or Speaker, fill out Contract Paperwork For Assistance, contact Allison Gerland, YU 155 Allison Gerland must sign-you cannot signany agreements, contracts, memos of understanding http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940915 For Honorariums, use Payment to Individual http://www.uwsa.edu/fadmin/payforms.htm

4. Some Approved Vendors for Common Items • Food: SUFAC funding may be used for meals or refreshments if org has obtained approval as part of SUFAC budget prior to event.*fundraised money is exception. • Use pre-approved vendors. In YU, less than $100. http://www.uwsuper.edu/business/policies/food-refreshments.cfm http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940898 • For Aviands: Fill out Catering Request form http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940906 • Purchase requisition/field order must be done for the food items through approved vendors • Printing: Superior Print, Screen Graphics (local companies) • Office Supplies: Staples/Corporate Express • For any other Items, Consult Rob Waksdahl in Old Main 206

5. Travel • Plan Ahead: Set up an Appointment http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940660 • Driver’s Authorization http://www.uwsuper.edu/parking/forms/loader.cfm?csModule=security/getfile&PageID=1232927 • Travel Advance http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940658 • Travel Expense Report: filled out after trip http://www.uwsuper.edu/business/forms/index.cfm • Contact person: Suzie Bednar-Munsell, Old Main 206 • Remember to: collect emergency information, fill out trip responsibility, release and authorization form, and if needed, recognition of agency statement (if advisor not traveling with group)

6. Accounts & Fundraising • Set up Cost Center Account http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=939843 • Fundraisers http://www.uwsuper.edu/budget/forms/index.cfm • Bake Sale – use non-food items or pre-packaged/bakery items; not “hot” food or from deli • Raffles Review Cash Handling Policy http://www.uwsuper.edu/business/policies/cashhandling.cfm • Department Deposit Form: Don’t forget to deposit money after the event http://www.uwsuper.edu/business/forms/index.cfm • Contact Person: Jeff Kahler, Old Main 206

7. Other Services • Ticket Sales: • Review Cash Handling Policy http://www.uwsuper.edu/business/policies/cashhandling.cfm • Obtain Cash Box and Receipt Book from Cashier’s Office • Starting Cash: Contact Suzie Bednar-Munsell http://www.uwsuper.edu/business/forms/loader.cfm?csModule=security/getfile&PageID=940645 • Movie Rental: Contact Allison Gerland, YU 155 • Order from Swank with “discount” or get written permission from producer for public showing • More Financial Policy forms can be found at: http://www.uwsuper.edu/business/forms/index.cfm

8. Don’t Wait Until Last Minute. • Give Adequate time for Business Office to process your request. • Remember: The Sooner the Better!

9. Thank you for Attending. Questions?