Fiscal Management Workshop

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Fiscal Management Workshop

• Office of Student Activities
• Fall 2008

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Agenda

• Fiscal Management Workshop
• Purpose of the Workshop
• Key Players in Fiscal Management
• Forms
• Purchase Order, W-9, Check Request, Contract
• Purchase Requisition, Food Beverage, Cash
  Receipt
• Transfers, Travel Related Documents
• Tips
• Q A

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Purpose

• The Fiscal Management Workshop was designed to
  inform student organization members/leaders of
  the necessary forms needed for fiscal activities.
  
• Through the FMW, orgs will know what is needed to
  obtain various items with their funding.
• Each organization must send at least two members
  to attend the fiscal management workshop in order
  to have access to funds.

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Key Players in FM
Rosalynn
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RSO Leaders
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Student Org Leaders

• Recognized Student Organizations
• Aline Sandouk
• Deidre Bailey
• Fraternity Sorority Life Councils
• Kevin Hartley (IFC)
• Nkeiruka Nikky Ononiwu (MGC)
• Marc Moore (NPHC)
• Jamie Brown (PHC)

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Purchase Order Request Form

• The Purchase Order form is used as payment for
  goods or services costing less than 2,000 when a
  vendor accepts a George Mason University Purchase
  Order. An electronic purchase order will be
  created to present to vendor.
• It takes 30 days to process Purchase Orders
  (beginning with the date created to after goods
  are received)

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Completing the Purchase Order

• Vendor
• Name, Address, Soc Sec (if individual)
• Federal ID (if corp.)
• Contact Person, Telephone, Fax
• Student Organization
• Organization Name
• Contact Person Member with Signature Authority
• Street 4400 University Dr., MSN 2D6
• Bldg SUB I Room 101
• Telephone (your contact number)

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More on the Purchase Order

• Description/Event Info
• General description of event and date of event
• Be somewhat detailed so it is easy to decipher
• Total Amount
• Dollar amount
• Type of funds
• SFB, SGR, or SPF
• Charge to
• Org number
• Signature Requirements
• Org Member with Signature Authority

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Final notes on Purchase Orders

• GMU does NOT approve reimbursements
• There is one time where reimbursements are
  feasible
• Take the electronic version with you and give to
  vendor as proof of payment
• Keep track of your ORIGINAL receipts
• ORIGINAL receipts are submitted to Sara or
  Rosalynn within 72 hours of event

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W-9 Request for Taxpayer ID s

• The Vendor completes this form and can be faxed
  to A/P
• Needed
• For anyone who receives payment from GMU
• Anytime vendor being paid for the 1st time (from
  GMU)
• Sometimes needed for students or fac/staff
• Kept on file 36 months from the last date paid

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Check Request

• The Check Request form should be used for
  INVOICED expenditures of less than 2,000 when
  the vendor will not accept a George Mason
  University Purchase Order.
• Please submit check request along with invoice
  and food and beverage authorization form if
  purchasing food.
• Prior planning is necessary if checks are needed
  by a specific date and time, as checks can take
  as long as a month to be processed. Check
  Requests submitted after the event will take a
  minimum of 30 days to be processed.

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Completing Check Requests

• Vendor
• Name Address (will be printed on check)
• Soc Sec (if individual), Federal ID (if
  corp.), G (university employee or
  student)
• Dates Submitted and Required Be SPECIFIC (No
  ASAP)
• Requesting Dept/Org
• Dept Name Org Name
• Contact Person Org Member with Signature
  Authority MSN 2D6 Tel Full telephone
• Charge to Org number 610

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More on the Check Requests

• Description
• General Description Be somewhat detailed so it
  is easy to decipher
• Funds used SFB, SGR, SPF (include title listed
  on Summary)
• Can write Please call for pick-up if you want
  to pick-up check, also highlight your telephone
  number in org section
• Amount
• Dollar Amount xx.xx
• Check boxes
• Can attach forms that need to accompany check
• Check any of the boxes that apply

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And, more on Check Requests

• Signature Requirements (in order)
• Line 1 Org Member completing form AND Org Member
  with Signature Authority
• Line 3 RSO Leader (when available)
• Line 2 Rosalynn/Sara (RSO Leader obtains)
• Attach Original Invoice/Receipt
• Please see example invoice in packet
• Check Requests cannot be submitted without proof
  to support cost
• Check Request Copies
• Make a copy of the Check Request and
  invoice/receipt submitted for your records
• Original goes to AP (I will send to AP)

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Check Request Exercise

• Lets take a minute and fill out a check request
  together

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Contracts

• George Mason University Contracts are used to pay
  for
• A group or individual providing a service
• DJ
• Speaker
• Artist
• The Contract should be attached with a check
  request if the cost is less that 2,000 or a
  purchase requisition if the cost is more than
  2,000

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Purchases over 2,000

• For purchases of 2,000 or more, the
  department/organization must complete a Purchase
  Requisition form and submit to Purchasing
• Purchases over 2,000 must be processed through
  the Purchasing Department, submit to SA office
  first
• Please speak with Rosalynn Holder or Sara
  Morrisroe prior to making any purchases/orders
  over 2,000

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FB Authorizations

• State Funds cant be used for Food, but the U
  has exception, which means we use Food Beverage
  Authorizations whenever food is purchased

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More with FBs

• Two types
• For any vendor general
• For Sodexho (university catering) only
• Sodexho orders can be submitted electronically
  therefore a hard copy of the food and beverage
  authorization form is not needed
• Orders can be placed at http//catering.gmu.edu/
• Major differences
• General Vendor always submitted with a PO or
  Check Request
• Sodexho doesnt need a PO or Check Request

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More with FBs

• Vendor/Payee Information
• Vendor Name, Address, FIN or G
• Phone, Fax, and Contact Person
• Department Information
• Organization Name
• Phone and Fax
• Org number to be charged
• Contact Person
• Event Info
• of Persons Approximate
• Always check Box 3 Student Club Function
• Purpose
• A description of your event,
• Funds used SFB, SPF (include title listed on
  Summary) or SGR
• Note items for which GMU will not pay
• Signatures
• Approving Official Org Member with Signature
  Authority
• Senior Approving Rosalynn /Sara

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Receipt Book

• Receipt books will be available at the student
  activities office for organizations that collect
  funds.
• Receipt books must be returned to the student
  activities office within 72 hours after your
  event has taken place.
• All organizations that collect funds must give
  the individual a receipt (ex. dues).

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Cash Receipt

• Similar to your own bank accounts Deposit Slip,
  this document is used for orgs to deposit money
  into their University account.
• Copies of the Cash Receipt can be obtained from
  Student Activities Office on the Wall of Forms.
• Use separate cash receipt form for cash and
  checks.

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Completing a Cash Receipt

• Bank Number Is always 01
• Date Use current date
• Org number Organizations number
• (610)
• 4. Account No. Use the account code that
  applies from the list in your packet. (If those
  dont apply, consult the Cash Office.)
• Description Be specific Chess Club fall
  membership dues, raffle tickets, etc. If you are
  a new organization or do not have individual org
  always list org name in description section

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More on deposits

• 6. Dollar amount (for each line item, includes
  cash and checks)
• 7. Total for Cash / Checks should equal Cash
  Receipt Total line of the deposit (bottom right)
• All Checks must be made payable to 1) GMU Org
  Name, or 2) GMU
• All Checks must be endorsed with for deposit
  only Org , Account Code
• There is a 25 bounced check fee (make sure your
  members know this)

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Still talking about deposits

• 8. Total amount of the deposit
• 9. Prepared by
• Name should be of the person making the deposit,
• Complete deposit date,
• Dept Org name. Unless the organization has its
  own office space, the MSN is 2D6,
• Ext Full Phone , Email address persons
  completing deposit
• 10. Cashier Validation The cashier will fill in
  this portion before giving you the yellow copy.
  DO NOT leave until this is done.

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Transfers

• Journal Voucher Transfer
• Used for Co-sponsorship, to transfer funds or
  charges to departments/other organizations
• Can only be used with like-accounts
• Signed by Org Member with Signature Authority and
  Rosalynn/Sara

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Motor Pool, Rebecca Stone 3-2442

• SA Addendum (Please contact motor pool for
  vehicle availability first)
• 15 passenger vans (Require training)
• 7 passenger vans
• Cars
• Gas Cards
• Price 0.40/mile (cars) 0.45(minivans) with 20
  base w/ minimum mileage
• List ALL Anticipated Drivers with GMU ID
• 1st of 3 forms signed by Faculty Advisor

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More on Motor Pool

• Vehicle Request Form-Submit form to Motor Pool at
  least 5 days prior to requested date with
• Requester Name
• Department Org name, ext., fax, msn, and
  e-mail address
• Org number 610
• List of Drivers
• Type of vehicle requested
• Destination Info.
• Approved Signed by Rosalynn or Sara

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Request and Authorization to Travel

• Found online and MUST be TYPED handwritten will
  not be accepted.
• Purpose of form Where are you going? Why? Whats
  the Estimated Cost?
• Used for Commercial Travel mainly for conferences
• Need one form for EACH TRAVELER
• 2nd of 3 forms signed by Faculty Advisor (as
  Supervisor)

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More on the Request to Travel

• Be sure to complete all sections Traveler Info,
  Trip Info, and Estimated Expenses
• When estimating, estimate reasonably so you can
  cover your ticket PLEASE KEEP BOARDING PASSES
  (for air and rail travel)
• Travel Authorization Forms must be completed and
  on file two weeks before the travel date and
  before any arrangements or purchases can be made.
• VP for University Life signs this form

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Travel Waivers

• Risk Assessment Release form needed when
  traveling
• This form is used as a Liability waiver to remove
  the University from responsibility
• The Liability waiver is found on the Graduate
  Student Travel Fund site (linked from the SA
  site) http//www.gmu.edu/org/gstf/pdfs/risk.pdf

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Travel Expense Reimbursement Voucher

• Found online and PLEASE TYPE FORM
• Completed after you return from the conference to
  receive reimbursement of money spent
• Please complete all sections Traveler
  Information,Trip Information, Expenses, and
  Purpose of Trip
• Attach ORIGINAL receipts credit card statement
• 3rd of 3 forms signed by Faculty Advisor (as
  supervisor)

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Location of Forms

• The following are on fiscal.gmu.edu/forms/index.ht
  mlPurchasing
• Check Request
• Food Beverages Authorization
• Journal Voucher Transfer
• Travel Expense Reimbursement Voucher (Must be
  TYPED)
• Request and Authorization to Travel (Must be
  TYPED)
• W-9 Tax Form
• Must be completed in hard copy format
• Cash Receipt Form
• Purchase Order Request Form
• Motor Pool Request
• George Mason University Contract

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Tips for a Successful Year

• Get to know the Student Activities staff
• Establish a working relationship with your
  Faculty Advisor
• Always follow proper procedures (to avoid delays)
• Fill out forms completely with as much info as
  you can
• PLAN AHEAD and conduct business in timely manner
• Check your EMAIL on a regular basis
• If you have one, check org mailbox at least once
  a week
• SHARE what you learn with your organization
  members. This helps to avoid future problems.
• COMMIT yourself to learning as much as possible
  about the procedures and policies

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QA

• General Questions?
• ?
• Questions on specific forms?
• Thank you..

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SA Contacts, 993-2909

• Rosalynn Holder
• Assistant Director for Fiscal Management
• Sara Morrisroe
• Assistant Director for Organizations
• Student Org Leaders
• (See Contact List for contact information)