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  • Organization Handbook

    Financial Procedures

    Account Numbers

    Student organizations have two separate accounts with the Business Office – Operating and Fundraising.

    When you request funds from the Student Involvement Allocation Board for expenses for an event or activity, they are transferred into your Operating account. This account number begins with 10-1414-XXXXXX [excluding organizations which receive their funding directly from the University and Student Involvement]. Funds in this account do not carry over from year to year.

    A Fundraising account can be requested if your organization is coordinating fundraisers and collecting money. These funds can be used to help with the expenses for an event or activity. This account number begins with 10-0000-XXXXXX. Funds in this account carry over from year to year.

    Funds received from the Student Involvement Allocations Board or any University department cannot be transferred into the Fundraising account.

    If an organization is deactivated, all money remaining in the Fundraising account will be forfeited and absorbed into the Student Involvement Allocation Board Annual Budget.

    Monthly financial statements will be emailed to the organization’s Treasurer. It is the responsibility of the Treasurer to confirm accuracy and to contact the Director of Student Involvement to rectify errors.

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    General Purchasing Information

    It is a good idea to review all the purchasing methods before making any purchases. It is a lot of information and it is important that you understand it.

    Maintain good records! Make copies of all forms completed and submitted for your records.

    The University holds tax-exempt status with the State of Ohio. When making purchases for your organization, you should not pay the state sales tax. You will need to show the vendor the University’s tax-exempt certificate as proof of our status. You can pick up a copy of the tax-exempt certificate in the Student Involvement Office. You will not be reimbursed for tax if you pay tax on your purchases.

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    Contracts

    A contract is sometimes necessary when your student organization is paying a service provider. Purchases requiring a contract include venue rentals, catering (with off campus company), DJ services, and entertainers. If you are not sure you need a contract, ask the Student Involvement Office.

    Do not sign a contract yourself! All contracts must be given to the Student Involvement Office to be signed by the Associate Vice President for Finance & Administration. Students may not sign contracts or otherwise authorize expenses on behalf of the University without prior approval from the Student Involvement Office.

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    Fundraising/Collecting Money

    If your organization has held a fundraiser or collected money to benefit a third-party organization (i.e., a non-profit organization), the following guidelines and procedures should be followed:

    Cash Donations
    All cash donations should be deposited in your organization Fundraising account. To remove the funds to give to the benefiting organization, submit a check request, with supporting documentation (i.e., letter explaining why donation is being made and how funds were collected), payable to the benefiting organization.

    Check Donations
    If the donor would like to receive the tax benefit, checks should be made payable directly to the benefiting organization. Your organization can collect these checks and send on to the benefiting organization. Checks made payable to the benefiting organization cannot be deposited into your organization accounts.

    If the donor would not like to receive the tax benefit, checks should be made payable to Ohio Dominican University. These check donations can then be deposited into your organization Fundraising account. To remove the funds to give to the benefiting organization, submit a check request, with supporting documentation (i.e., letter explaining why donation is being made and how funds were collected), payable to the benefiting organization.

    Student organizations are responsible for being familiar with the complete University Fundraising Policy.

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    Deposits

    If your organization has held a fundraiser or collected money to benefit your organization, you will need to deposit the money into your organization’s account. Deposits can be made in the Business Office in 133 Erskine.

    Any money collected to help cover the cost of your organization’s activities should be deposited into your Operating account. This would include funds raised from ticket sales, shirt sales, and dues.

    Any money collected as a fundraiser or any profits from event sales (after expenses are paid) can be deposited into your Fundraising account.

    Cash and checks are accepted. Please have checks made out to Ohio Dominican University.

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    Student Organization Spending Options

    Student organizations may use the following methods of spending (for operational and fundraising accounts): Check Requests, Reimbursements, Advance Requests, and Purchase Orders.

    All financial spending forms will now require the approval of the Director of Student Involvement, who is the budget officer for all student organizations and must sign all financial forms.

    All completed and correct financial forms must be turned into the Student Involvement Office by 4 pm on Fridays to make the weekly check run. Once the completed and correct forms are approved by the Director of Student Involvement, they will be turned into the Business Office. Checks will be processed on the following Thursday. Be sure to plan ahead to have your check when you need it.

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    Picking Up Organization Checks

    Checks for organization members can be sent to your mailbox in the Student Involvement Office or picked up directly from the Business Office.

    To have your check delivered to your mailbox in the Student Involvement Office - select “Return Check To”, write in “Student Involvement /Your Org Name”.

    To pick up your check directly from the Business Office – select “Will Pick Up Check”. This will allow you to pick up your check from the Business Office on Thursdays or Fridays.

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    Check Request Form

    A Check Request Form is used when a payment needs to be made to a vendor or service provider.

    If the check is payable to a company, you will need their Federal Tax ID number. If the check is payable to an individual, you will need their social security number and complete address.

    The contract or invoice must be attached to the Check Request Form. All documentation needs to be itemized. If you selected the “mail attached with check” option, attach two copies of the documentation so one can be sent out.

    The Check Request Form must be signed by the organization Treasurer.

    The Check Request Form must include the account number to be charged and be approved by the Director of Student Involvement.

    If you would like the check to be returned to your mailbox in the Student Involvement Office, select “Return Check to:” and write in “Student Involvement /Your Organization Name”. If you would like to pick up the check directly from the Business Office, select “Will Pick Up Check”.

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    Reimbursements

    Reimbursement requests are made by completing the Expense Report Form. Complete the form by stating each expense along with its concise business purpose and attach all receipts. Only original receipts will be accepted and they must be itemized (credit card statements will not be accepted).

    The Expense Report Form must be typed and printed for approval. Electronic versions of the Expense Report Form can be obtained from the Student Involvement Office website.

    All receipts must be taped to sheet(s) of blank white paper and attached to the Expense Report Form.

    The Expense Report Form must be signed by the organization Treasurer.

    The Expense Report Form must include the account number to be charged and be approved by the Director of Student Involvement.

    For reimbursements totaling $50 or under, the completed and signed form will be returned to the organization’s mailbox and then can be taken to the Business Office in 133 Erskine for cash.

    For reimbursements totaling over $50, the completed form will be turned into the Business Office and a check will be issued.

    Reimbursements will not be approved for the following expenses: venue rentals and deposits, DJ services, catering (off-campus companies), and entertainers. These expenses require signing a contract in advance.

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    Advance Requests

    If you know ahead of time that you will be making purchases, you can submit an Advance Request Form. This will enable you to withdraw funds from your account to make the purchases, rather than paying for it yourself and getting reimbursed after the fact.

    The Advance Request Form must be signed by the organization Treasurer.

    All Advance Request Forms must include the account number to be charged and be approved by the Director of Student Involvement.

    Once spending is complete, the advance must be reconciled within 5 business days of the event using the Expense Report Form.

    • Complete the form by stating each expense along with its concise business purpose and attach all receipts. Only original receipts will be accepted and they must be itemized (credit card statements will not be accepted).
    • All receipts must be taped to sheet(s) of blank white paper and attached to the Expense Report Form.
    • The Expense Report Form must be typed and printed for approval. Electronic versions of the Expense Report Form can be obtained from the Student Involvement Office website.
    • Attach any unused funds that are remaining.
    • Enter the amount of your cash advance in the “less cash advance received” space. Subtract the total spent from the amount of cash advance and enter in the “amount of unused advance returned” space.

    If the cash advance is not reconciled within 5 business days of the event, the individual and organization will be subject to the following repercussions:

    • The individual will have a payroll deduction for the amount of the cash advance.
    • The organization will be subject to the procedures outlined in Article IV. Section 5. Misappropriation of Funds of the Student Involvement Allocation Board Bylaws.

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    Purchase Orders

    A purchase order is an agreement between Ohio Dominican University and a vendor that promises your organization will pay a bill after services are rendered. A purchase order is a good method of payment for large purchases when a vendor wants assurance that an invoice will be paid. A purchase order is required when purchasing screen printed apparel.

    To get a purchase order, pick up a Purchase Requisition Form from the Purchasing Office. Complete the form with your order information and attach any applicable invoices. The Purchase Requisition Form must include the account number to be charged and be approved by the Director of Student Involvement. The completed form will then be turned into the Purchasing Office.

    You will then receive a copy of the purchase order and the vendor will be mailed a copy. It is a good idea to contact the vendor with the number as well. The vendor must include the purchase order number on any billing invoices.

    Once you receive all the items purchased, you must inform the Purchasing Office that the items were received to your satisfaction. You will do this by completing the form attached to the purchase order.

    Billing will be completed after you receive your purchased items. If the vendor sends you the invoice, turn in the invoice to the Business Office, referencing the purchase order number. The vendor can send the invoice directly to the Business Office but they must include the purchase order on the invoice.

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    Spending Deadline

    All student organization spending must be completed by the deadline. If necessary, student organizations can request an extension. Requests must be submitted to the Director of Student Involvement, by the deadline in order to be considered. After the spending deadline has passed, student organization accounts will be closed and unused funds will be returned to the Student Involvement Allocation Board.

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    Move to next section: Fundraising Policy