Finance for Registered Student Organizations (RSOs)

Introduction

If you've never balanced a checkbook or even written a check, we're here to help! Student Activities staff is committed to helping you navigate the challenges of successful financial management for your student organization.

One of the necessary tasks as Coordinator is the financial management of your RSO budget. If your group has received annual funding or Special Initiative funding through the Services and Activities Fee Allocation Boards ( S&A Board ), there are certain financial responsibilities that are inherent in your role as coordinator. You have been entrusted by your constituency to assure that all purchases conform to your organization's objectives, expenditure plan and to monitor and account for the financial health of your organization. While Student Activities Administration will provide you with resources and assistance in accomplishing this task, ultimately the management of your organization's financial resources is in your hands. Up to the challenge? There are a variety of purchasing methods so it will not be possible to explain all issues related with purchasing and money management inside this handout. Moreover, this booklet will provide you with a general understanding of the various processes. Remember that in most cases you have a budget that was approved, and you as the coordinator of the group need to be referring to the budget often and following the consensus of your group.

Step one is to know your budget number, or ORG number. For Registered Student Organizations (RSOs) they follow a predictable pattern and begin 445XXX. Your advisor can inform you of your RSO budget number.

Role of the Student Activities Advisor

If you need an additional copy of your budget, or have any questions whatsoever please see your advisor or Andy Corn. You need to see your advisor prior to purchasing. Student Activities staff is here to help you make the most of your budget. As you're preparing make sure that what the organization wishes to purchase fits in line with its budget, the organization covenant, mission statement and within the framework of state law. Above all Student Activities staff will help; come and see your advisor or Andy Corn if you have any questions. We're full of ideas to help you and your organization succeed. Now that you have an idea what your budget can be spent on, there are particular ways to spend and transfer money. It's not like taking a five dollar bill to the market - and each process takes time. It's best to start early - NOT THE WEEK YOU NEED IT!

Coordinator Learning Allotments

As your group receives funding your group can request a learning allotment for the Coordinator.

The S&A Board awards student group Coordinator stipends in order to support all students in pursuing equitable access to extra-curricular activities at the college. These stipends are disbursed twice per quarter based on the calendar provided by the Student Activities Office. Because stipends are not considered "employment", coordinators who work on campus can still work a full 19 hour student work schedule. However, stipends are considered "income" so it is required to have a current I-9 & W-4 on file with the college.

Coordinator stipends are typically awarded at three levels.

Level I: $1365 / full year
Level II: $2274 / full year
Level III: $3186 / full year
Governance: $900 / full year

New student groups are generallly onlly eligible for Level I funding. After working at Level I funding for one year, groups can approach the S&A Board for increases to their stipend allocation. By completing this first year of activity, the group will be better able to evaluate its actual needs so it can request the appropriate level of funding during the Spring allocation cycle. If there is more than one paid coordinator, the coordinators share the allocation. Each RSO can have a maximum of (3) coordinators. For more information regarding the Learning Allotment process see the S&A Board or your Advisor.

Student Money & State Money - Typical Expenses

Though Services and Activities Fee monies are often referred to as "student money", the way the state governs these funds is that each dollar is state resources and must be managed as such. What that means to student organizations is that there are legal and state policy constraints that regulate the "what, where and how" of spending S&A Fee money. As informed by state law and current allocation guildlines by the S&A Board, the following list will be helpful in understanding what a generally allowed use of state money is and what is not, but please if you are unsure please ask! Check out this list:

Expenses Generally NOT ALLOWED	Expenses Generally ALLOWED
Food Gifts Give-a-ways Hiring students (outside of learning allotments) Purchases that result in a benefit for the Student Purchaser outside of the benefit that all students may receive.	Books & Pamphlets Subscriptions Rental Films Printing & Photocopying Personal / Client Services Postage Coordinator Learning Allotments Education / Training Media Services (labor & equipment) Misc. Office Supplies (paper, etc.)

Fundraising & Special Revenue Accounts

RSOs are able to do fundraising that can be placed into a "Special Revenue" account for purchasing food or other priorities. Please see your Advisor for more information.

Spending the Budget

There are a number of ways in which your budget may be spent. Each is covered briefly, and used for different circumstances. Please see your advisor before beginning Purchasing for the first time.

Personal / Client Services Agreement

This is a legally binding contract entered into by the college (on behalf of your organization) and another party, usually an individual, but may also be an organization, non-profit, or business. The purpose of the contract is to define the services to be provided by the contracted and the compensation to be provided by the college, through your budget, in return for those services. It's essential that when receiving Personal or Client Services, DO NOT sign contacts. You must use our State Contracts. Within Student Activities, this process begins with the blank Personal / Client Services Worksheet. Please also see the Sample Worksheet for guidance. See Event Planning section for more information.

Purchase Requisition & Purchasing Card

The Purchase Requisition and Purchasing Card are two different ways of achieving the same goal…acquiring goods & services. However, they are used in different circumstances.

The Purchase Requisition is to be used to acquire authorized goods and services where:
The vendor agrees to accept a state purchase order. What this means to the vendor is that The Evergreen State College agrees to pay the vendor for goods or services purchased within 30 days of the receipt of the invoice (receipt).

1. The college will do business with this vendor on a regular basis. That is, we will be ordering from this vendor more than just a few times.
2. The purchase is travel related, for example, paying for overnight accommodations when in authorized travel status.
3. A purchase to a single vendor will not meet or exceed $3300.00.

Please Note: All purchase requisitions that meet or exceed $3,300.00 must be determined through a competitive bid process. For more information on the bid process, please see your advisor.

The Purchasing Card may be used to acquire authorized goods and services where:
The vendor will not accept a state purchase order and the purchase will not exceed $1000.00.

1. The purchase is not travel related.
2. The purchase is with a vendor that will be used infrequently.
3. For on-line purchases.
4. The purchase is time sensitive. (This consideration is not to accommodate poor planning, but rather to address last minute demands.)

Both the Purchase Requisition and Purchasing card can be initiated by the Purchase Request Form. When this form is completed, it will be submitted to your organization advisor. She or he will review the request and clarify any questions that may arise and then forward for processing.

If a Purchase Requisition is indicated, an on-line request will be forwarded to the TESC Purchasing Office to create a Purchase Order. After creation of a Purchase Order a phone call and/or a copy of the Purchase Order is faxed to the vendor. This process normally takes about two days. During very busy times for Purchasing, usually the end of the fiscal year, processing time can be extended to three or four days. When we place the requisition, you will be required to specify a delivery mode. The four delivery modes are prepay, pick-up, regular order, or site delivery. Here are the definitions of these delivery modes:

• Regular Orders: The PO is sent to the vendor and the vendor ships the item directly to the college Shipping and Receiving Department. The Shipping and Receiving Department then delivers the item to CAB 320.
• Pickup Order: The PO is hand carried to the vendor, and you select the items. The vendor will either bill the college or will give you the receipt that must be given to your advisor.
• Prepay Orders: Items such as magazines, tickets, videotapes and books are examples of prepay. This means that an order form, or subscription card must be attached to the request. When the PO is sent to the vendor, a check will also be sent paying for the items. The items will be delivered directly to CAB 320.
• Site Delivery: The PO is sent to the vendor and the vendor delivers the item directly to a specified site on campus. These deliveries require the coordination of having the coordinator of the purchasing group meet the vendor at the specified site at a predetermined time. These deliveries usually involve large, heavy items such as building materials, heavy motorized equipment and tents and canopies.

It is essential, in the cases of "pickup and site delivery" orders or purchases in which the Purchasing Card is used and you pick-up the item from the vendor, that you receive an invoice or receipt from the vendor and that the invoice be turned in to their advisor for processing. Failure to do so will delay payment to the vendor involved, and may cause that vendor to be less inclined to do business with us in the future.

Inter-organization Transfer (IOT)

The Inter-Account Transfer is the method that the college uses to bill one college department for services rendered by another college department. The IOT, as this document is known, is the way your organization will be charged for services such as hanging a banner over the Library Building entry way, some purchases or rentals, Media Services charges, Building Services (custodial) charges and so on. IOTs have the potential of throwing your budget a curve ball. The reason for this is that not all college departments initiate these documents in a timely manner. So, we may not actually be charged for the service immediately after the service is rendered. In some cases we are only charged once a month or even once a quarter. These expenses are only posted to your financial record when the IOT is processed. Therefore, it's essential to keep track of your budget carefully, as expenses can post months after receiving the good or service.

It's also possible for RSOs and other areas of the college to Co-Sponsor events. Use the Co-Sponsorship Form. See more information on Co-Sponsorships in the Event Planning Section.

Petty Cash or A-19 (Personal Reimbursement)

A form used to authorize payment where vendor receipts are provided as backup. This is the form to be used to accommodate reimbursement when authorized goods are purchased out of pocket by an individual. There are a number of things to be considered when spending funds in anticipation of reimbursement. The purchase must comply with the following:

1. Assure that all purchases conform to your organization's approved objectives and expenditure plan. Your advisor must authorize your request prior to making the purchase. It's possible to make a purchase and not be able to receive reimbursement!! Please check with your Advisor before making any purchases using reimbursement.
2. A receipt must be itemized with each item clearly labeled.
3. Reimbursement is not being claimed for unauthorized purchases.
4. No single reimbursement receipt should exceed $200.00.

For purchases over $100, reimbursement will require an A-19 (see your Advisor) and be processed in the form of a check that will be mailed to you or picked up by you in the TESC Cashier's Office five to seven working days after processing. Purchases less than $100 will be processed by a Petty Cash Voucher (see your Advisor). You will need to pick up your reimbursement at the Cashier's Office. It will not be mailed to you.

Travel

Because of the potential for misuse, using state funds for travel is a purposefully complicated process. It will be necessary for your organization to work closely with your advisor to make your organization's travel experience as problem-free as possible. Listed below is a simplified version of steps taken to accommodate travel within Student Activities:

• All travel in connection with a student organization that is being funded with S&A Funds, must be approved by the Services and Activities Fee Allocation Board ( S&A Board ).
• A TESC Travel Authority must be completed by your Advisor before any travel arrangements may be made; this includes van reservations or rental vehicle arrangements. Your Advisor will assist you with this form.
• Conference registration payments, Rental Cars, Hotel, Flights, etc... will be accomplished by means of a Purchase Request. Approprite documentation must be attached.
• Students are not authorized a travel advance.
• Individuals will not be reimbursed for air travel in excess of the state rate if one is available.
• An A-20 must be completed within 3 (three) working days of return from travel status. See your advisor for assistance.

Budget Changes/Transfers

It is inevitable that items your group budgeted for may change mid-year. And under normal group consensus and consultation with your group advisor you can make minor mid-year changes that are in the best interest of your student group. However, there are three major functional budget areas and funds cannot transfer between these three areas without approval of the S&A Board.

• Learning Allotments
• Goods/Services
• Travel

If your group desires to move money from one functional area to another within your budget you will need to speak with your advisor to construct a memo to appeal to the S&A Board.

This section is not meant to answer all of your questions, but hopefully has provided you with an overview of RSO Purchasing. Your advisor is always the best source of information when attempting to maneuver the often-complex issues surrounding the management of your organization's financial resources.