Office of Business Services
tutorials
You may
spend from your club or organization's budget in
either of the following five ways:
1) You may make purchases
out-of-pocket, save the receipts, and submit the receipts along with a
completed disbursement request to the Director of Business Services
(DBS) in WSC 210, for reimbursement. Do NOT use this method for
purchases of goods where a purchase order could have been used and
NEVER pay someone for
a service out of pocket!!!!
Examples:
Purchasing office supplies from Target for $20 is good.
Purchasing a kayak for $400 out of pocket is not good.
Paying someone to sing at an event out of pocket VERY BAD!!!
2) You may submit an invoice,
issued by a company or individual, along with a completed disbursement
request to the DBS to have the company or individual paid directly by
check for their goods or services.
Example: Hiring a
company to produce T-shirts for your group.
3) You may
request from a vendor to pay via a purchase order, the form is located
in the ASUPS office which is then submitted to the vendor and payment is
then made from the university directly to the vendor.
Example: Submit a purchase
order for a kayak from REI for $400.
4) You may
ask to use the ASUPS Visa (Programmers and Media ONLY) or Costco Card by
filling out the appropriate form with Anna Marie, save the receipts, and
submit the receipts with your Organization code written on them to the
ASUPS office in WSC 210.
Example: Purchasing food from
Costco for an event.
5) You may
purchase items from the UPS bookstore, copy center, publicity office,
dining and conference services and other on-campus entities by giving
them the proper index and account codes for the items you are buying.
For these purchases you do not need to turn in a disbursement request or
receipts as the charge will be directly deducted from your accounts.
Please note:
All purchases from your budget should be consistent with those approved
by the Budget Committee at the end of last year's spring term.
How to fill out a disbursement request
You may download a blank
disbursement request
here.
Please view the following example disbursement
request for guidelines on how to properly fill out
the form.
After you have filled out the
disbursement request attach the
original receipt or
invoice to the back of the disbursement form using a paper clip.
Use your home scanner or the copy machine in the
ASUPS office to produce an electronic copy of both
the disbursement request and receipt and e-mail them
to the DBS as an attachment.
Without an original receipt, there is no guarantee
that the purchase will be reimbursed. In the
event that a receipt cannot be produced due to the
nature of the purchase (for example, payment to a
non-professional for services rendered), you will
need to type up a memo, addressed to the DBS,
explaining the nature of the purchase, the payee,
and the amount. Sign, date, and attach this
memo to the disbursement request as you would a
receipt, and submit it to the DBS.
Disbursement is subject to the approval of the DBS.
Turn in the paper disbursement form in to the inbox labeled 'Place
Disbursement Requests Here' on the counter in WSC 210.
Please expect at least 7-10 business days for the
delivery of the check.
As the
leader of your organization you will be able to view
your account online through Cascade.
(If you
do not have this access, please contact the DBS.)
When you log in to Cascade you will see an item
titled Budget
Administration.
Your Financial Summary should look something like
this:
Revenues minus Expenses
Variance
Orgn
Account Type
Budget
Actual
Encumbered
Fav(Unfav) 80xx
Revenues & Gains
100.00
0.00
0.00
-100.00 80xx
Operating &
Capital Expense
475.00
22.86
0.00
452.14 Period Total:
-375.00
22.86
0.00
352.14
Any revenues that you
predicted to raise and expenses you expected to
incur will be listed under
Budget.
Any revenues that you have
actually raised this year and money that you have
actually spent will appear under
Actual
(not everyone will have
a line for Revenues & Gains).
The Operating & Capital
Expense is the amount
from which you will be spending throughout the year.
The Period Total
is your bottom line, revenues minus expenses; this
number must be greater than or equal to zero at the
end of the 2004-2005 fiscal year.
Variance
Orgn
Account
Description
Budget
Actual
Encumb
Fav(Unfav) 80xx
70051
Instructional & Resource Materials
200.00
0.00
0.00
200.00 80xx
70102
Photocopying-Expense
175.00
22.86
0.00
152.14 80xx
70112
Equipment Contracts
50.00
0.00
0.00
50.00 80xx
70214
Meals-Seminar & Prof. Mtgs.
50.00
0.00
0.00
50.00
TOTALS:
475.00
22.86
0.00
452.14 In the
example above, the group has spent $22.86 on
Photocopying-Expense and none elsewhere. If you
click on the $22.86 under
Actual,
the most detailed information available on the item
will be displayed. The more information that
you include on the 'Description' section of your
disbursement request, the more information will be
available online for you to reference.
Activity
Date
Type
Document
Description
Amount
PO#
PO
Invoice# Notes
08/28/2004 ASUP J0014993 ASUPS Copy Charges,
8/23
6.42
08/28/2004 ASUP J0014654 ASUPS Copy Charges,
8/26
16.44
TOTAL TRANSACTIONS: 22.86
To make a request, please
download and complete the Finance Request Form
below. Requests must be received by the ASUPS
VP in WSC 210 by Monday at 5:00 PM to be heard that
evening.
Make sure to submit your
request at least 14 days before your seminar
or event.
Finance Request Procedure: Submit a completed Finance
Proposal form to the ASUPS VP. A representative from your
organization must be present to discuss the
proposal at the next Finance Committee.
Please appear at WSC 210 at 9:00 PM on the
Monday following your submission. Proposals are heard by the
Committee in the order in which they were
received. Following the meeting with
the Finance Committee, you will be notified via
e-mail with the committee’s recommendation to
Senate. A representative from your
group must then attend a Formal Senate meeting
on Thursday in the Murray Boardroom at 7:00 PM.
The Senate makes the final decision on the
allocation of funds. If you are allocated funding
from the Senate, you will receive the funding in
one of two ways: If you already have an ASUPS
budget, the DBS will automatically transfer the
amount from the Finance Account into your
account. If you don't have an ASUPS
budget, you will need to follow one of the
processes explained in the 'How to spend from
your budget' tutorial above. Please also
view the 'How to fill out a disbursement
request' tutorial. If you have any
questions about accessing the allocated funds,
please schedule an appointment with the DBS. Appeals may be directed to
the Senate.
What you can expect:
The Finance Committee members will ask questions
about the conference or event. Questions
may concern possible alternatives, cost
reduction options, contributions to the campus
community, other sources of funding, etc.
The committee will make its recommendation based
on the perceived costs and benefits of the
conference/event to the campus, organization,
and the students involved.
At the beginning of each year, the Finance
Committee creates a set of guidelines that helps
guide its allocation policies. You can
view the most recent guidelines below.
The Finance Committee evaluates requests on a
case-by-case basis and reserves the right to
propose full, partial or no funding.
In the example above, the group planned to raise
$100 and spend $475. They have raised no money
thus far and have spent $22.86. There is
$352.14 available to spend from this budget.
If you click on either
Revenues & Gains or
Operating & Capital
Expense a line-item
breakdown of your revenues/expenses will be listed:
Stat
The Finance Account is a special ASUPS account
with a sum of money set aside for special or unexpected requests. Any
student or group of students may request money from the ASUPS Finance
Account through the ASUPS Finance Committee. The Finance Committee
meets every Monday night at 9:00 to discuss requests.
Financial Committee spending guidelines
You may purchase
capital by filling out a disbursement request form like you would for
any other purchase but instead of using an expense account code you
would use either of the following "capital account" codes:
|
71120 |
For
capital items worth under $500 |
|
71110 |
For
capital items worth more than $500 |
If you do not have any money allocated for capital and would like to purchase capital for your club you may come to Finance committee or allocate part of your expense funds toward buying capital.
If you would like to
use this money to purchase computer equipment, please come speak to the
DBS in person as it becomes a more complicated process
If you would like to rent an ASUPS van, please
download and complete a Van Rental Agreement Form
here. Submit the completed form to
Anna Marie Ausnes
in WSC 210 during regular business hours.
You may checkout the
online
van rental calendar to view van availability for
specific dates.
Van rental costs $20/day, plus
the cost of gas. Please read the rental
agreement thoroughly, as it explains rental details
such as additional charges for returning the van
with less than a full tank of gas.
In order
to purchase food with your budget you must fill out
a disbursement form and in addition to all the
information required for a normal disbursement you
must also provide:
§
The purpose of the event where
the food was served
§
When the event occurred
§
How many people attended
THE PURCHASE OF ALCOHOL WILL
NOT BE REIMBURSED!
Some companies will
request a purchase order for their goods or
services. A purchase order is a guarantee that
your group will pay the amount in question. To
make a purchase order, you will need to have the
company provide you with a detailed invoice on
company letterhead. You should then schedule
an appointment to speak with the DBS for
authorization. Upon the approval of the DBS,
Anna Marie will assist you in drafting the purchase
order.
To deposit money into your account you will need to fill out a deposit slip.
***We
HIGHLY recommend that you fill out this form on the
computer as it will calculate all the extended
values for you***
Complete
this form and submit it with the amount to be
deposited to Student Financial Services in the
basement of Jones Hall (Jones 019). They will
deposit the money into your account and it will show
up on Cascade within roughly 48 hours.
It
will help if you know the revenue code for your deposit. Common
codes include:
0080XX.58040- Miscellaneous
revenue
0080XX.58090- Club Dues
If you are a Media Head, you will need to submit a monthly stipend request and disbursement to the DBS in order to pay your student staff.
When filling out the disbursement request, follow the example below:
On your media's letterhead, please attach a typed list of the individuals receiving payment to the back of the disbursement request. Be sure to include the month, students' names, student ID #'s, campus mailbox numbers, and the amounts.
Do not include the Media Head's stipend in this amount; the DBS will pay the Media Head automatically.
Stipend requests must be
submitted to the DBS by the 15th of the month.
Stipends are then processed and paid on the 1st of
the following month