Funding

Financial Services (SDA) Overview

The division of Financial Services in the Office of Student Development and Activities is the financial management arm of the office. Financial Services charged with managing all student organizations and vendor accounts totaling over 2 million dollars annually. In addition, financial services hosts annual Treasurer’s Training workshops for organization leaders that promote fiscal responsibility and management

Checks: After paperwork has been processed and entered into the system it is then sent to the Accounts Payable department. Checks are generally issued within a 2-3 week period and can be picked up daily after 2pm in Financial Services.

Forms: In the Financial Services office, we used the following forms:

1. E-Forms( President or Treasurer and SDA Advisor sign off approval. Additionally, you must have your ABC Event Approval # and copy of email to process paperwork)
2. W-9 (Tax purposes for reimbursements and payments)
3. Travel & Business forms for Reimbursements( list of items that was purchased)
4. Vendor List
5. Petty Cash/Cash Bag form
6. Tax Exempt forms

General Services:

• We offer petty cash to a student organization. Up to $25 with ABC approval.
• Cash bags for various purposes can be issued upon request.
• Print up monthly financial statements of club accounts.

Gift Accounts: These accounts are created by request when an organization will receive outside donations and when the donor requests documentation for tax purposes. The organization must request a gift account to be created with and demonstrate a need for the account. An 8% fee is charged to this account each time funds are withdrawn.

Processing Payments: To ensure proper payment and disbursement of funds to vendors/or reimbursements to students, certain procedures are must be followed.

1. All requests must have ABC and SDA advisor approval.
2. Inquire with Financial Services to check if vendor/or person is in the system to be reimbursed. (If not w-9 will need to be filled out and it will take from 2-3 weeks to be put into the system.)
3. All paperwork must be correctly filled out with legible receipts and submitted to Financial Services in a timely manner.

Receipts:

1. Make sure that receipts are legible. They must indicate the name, address, phone number of the business/company.
2. Receipt should also have the price of the item as well as a description of the item purchased.
3. Receipt will need to show how the item was purchased (i.e. cash or credit card.) If paid by credit
   card, please submit corresponding credit card statements.

Selling Tickets: Tickets are sold in the Lerner Box office. When selling tickets, please see financial services to pick up petty cash that will be needed for change as well as a cash bag (that will be assigned to you). After each day of ticket sales, you can drop $ and remaining tickets along with proper work in the drop safe in the box office.

Using a Tax Exempt Form: We use this form for when purchasing items due to the fact we are a non-profit organization. Please ensure t at you always have this form with you when making purchases.