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Presentation to Club Leaders (Spring 2008)

Presentation to Club Leaders (Fall 2007)

CONTENTS

LETTER FROM THE TREASURER

Fall 2007

Dear Readers,

Welcome back! I hope that all of you are settling well into another exciting school year.

Once again, I am pleased to present Treasurer’s Manual to you. This year, it contains more information in more organized structure. Furthermore, you should take advantage of the following resources:

• Sample Forms
• Quiz
• CORI Package

Sample Forms include samples of all forms that you may encounter throughout the year. Quiz includes several questions that test you whether you know your stuffs as club leaders. CORI Package includes information and application forms that independent contractors will need.

Many things have changed over the summer. We have new programs such as loan and P-Card. The Advisory Committee has been created and I hope that members will be able to provide me valuable opinions. The biggest change, however, is the creation of the Office of the Treasurer. A group of students, who directly report to me, will assist me in all duties and functions of the Treasurer position. I hope to maximize efficiency and professionalism to better serve you.

Another big addition is the new website of the Office of the Treasurer. Under the new domain and new design, this website will contain all information you will need as club leaders (including the entirety of this Manual and sample forms). In other words, if you need finance-related information, the website should be able to provide you with that certain information.

If you need further information that the website does not provide, please contact Assistant Treasurers or myself. At the end of a day, we are always here to help you out. In addition, this year will be my second term as the Treasurer and my last year as Brandeis student. To make sure that the treasury system transforms into the best of its ability, I will be reaching out to all clubs more rigorously this school year.

As iterated in Spring 2007 Financial Report, expect initiations and projects that have one common purpose: more stability in the system resulting in the improvement of student affairs and overall campus life.

Best,
Choon Woo Ha
Student Union Treasurer

WHO WE ARE

Office of the Treasurer

During FY 2007 ~ 2008, office hours of the Treasurer and Assistant Treasurers will be constantly updated on the Treasurer’s website. Make sure to check the site for their availabilities.

The office hours can be utilized in the following ways:

• Transactions for Procurement Card and debit card
• Requests for Loans
• Any finance-related questions

The office hours are not meant for meetings. If you would like to set up meetings with the Treasurer, please contact the Executive Assistant to the Treasurer.

Choon Woo Ha ‘08, Treasurer, Finance Board Member (Ex-Officio)
treasurer@brandeis.edu Phone: 781) 736 – 3711 Fax: 781) 736 – 3761

The Student Union Treasurer is the Chief Financial Officer of the Student Union. As the comptroller of all Union funds, s/he oversees and manages the entire money flow of over 1 million dollars of Student Activities Fee and other sources such as fundraising accounts of all Union Accredited Organizations (UAOs). In addition, s/he is responsible for setting the operations budget of the Union Government. The Treasurer also serves as a member of the Executive Board and an ex-officio member of the Finance Board.

Assistant Treasurers

Assistant Treasurers are appointed by the Treasurer. In the past, a few Treasurers appointed 1 deputy. This school year, there will be a number of Assistant Treasurers. Their main duty is to assist the Treasurer in all aspects of his duties in order to alleviate his burdens. Assistant Treasurers work together to complete many projects and assignments directed by the Treasurer.

Some of their duties include the following:

• Act as special advisors on all finance-related matters
• Act as ambassadors to clubs and departments such as ICC, Hillel, and Athletics
• Perform duties as business managers
• Perform secretarial duties
• Check financial records and status on PeopleSoft
• Be involved in all aspects of policy-making procedures
• Accompany the Treasurer in selected meetings
• Manage my.brandeis.edu
• Perform any other duties assigned by the Treasurer

Special Counselor to the Treasurer

Special Counselor to the Treasurer is appointed by the Treasurer. This is a newly created position for this school year. S/he directly reports to the Treasurer and acts as a general counsel. S/he reviews all public documents and advises the Treasurer from legal aspects based on the Student Union Constitution and the By-Laws. Special Counselor also represents the Treasurer in all court-related matters.

Executive Assistant to the Treasurer

Executive Assistant to the Treasurer is also appointed by the Treasurer. Just like Special Counselor to the Treasurer, this is a newly created position for this school year. The main duty of this position is to make sure that the Treasurer is on top of his duties. In order to ensure that the Treasurer is performing to his best ability, the Executive Assistant manages the Treasurer’s daily calendar. S/he executes other duties assigned by the Treasurer.

Advisory Committee to the Treasurer

This is a new committee created by the Treasurer for this school year. The purpose of the committee is to allow its members to get a chance to meet the Treasurer regularly and give recommendations, feedbacks, future references for changes, criticisms, and opinions on any finance-related matters. This will also ensure that the Treasurer gets to hear voices representing clubs.

The committee is comprised of the following members:

• Senate Chair of Club Support Committee of the Student Union Senate
• 1 member from secured organization
• 2 members from chartered organizations
• 1 member from recognized organization

By a majority vote, the members of the committee will elect a Chair of the Committee, who shall be responsible for the conduct and operations of the committee.

The Advisory Committee acts simply as a group of advisors; the committee does not have any decision-making authority. The Advisory Committee and the Treasurer meet on a bi-weekly basis.

Finance Board

The Finance Board is comprised of 7 members:

• 4 members elected at large
• 1 member elected by racial minority students
• 1 member appointed by the Union President and confirmed by the Senate
• Treasurer (ex-officio)

The Board’s main duty is to ensure fair allocation of the Finance Board Allocations Fund of Student Activities Fee (SAF) to all secured and chartered clubs.

Maxwell Wallach ‘09, Finance Board Chair, Appointed Member
mwallach@brandeis.edu

Every semester, by a majority vote, the Finance Board members elect its Chair. Any F-Board members, with the exception of the Treasurer, are eligible to run for the position. The F-Board Chair is ultimately responsible for the conduct and operations of the F-Board. Until the Chair is elected, the Treasurer acts as acting Chair of the F-Board.

Other Finance Board Members  

Amanda Hecker ‘10 ahecker@brandeis.edu
Emily Moignard ‘09 moignard@brandeis.edu
Garrett Nada ‘10 gmnada18@brandeis.edu
Tejas Kumar ’09 – Member for Racial Minority Students tejaskr@brandeis.edu
Jordan Rothman ‘09 Jr00576@brandeis.edu

Club Support Committee

In order to assemble the Union in a more orderly fashion for the purpose of pursuing advocacy and programming goals, the Union Government often forms committees. The Club Support Committee (CSC) is 1 of 6 standing Senate committees, which exist as a venue for Senators and non-Senators to work toward the creation of programs that serve the community with a specific goal. The CSC is a group that is dedicated to provide services to clubs and club leaders. The CSC is responsible for educating new club leaders, guiding them through Union processes, assisting in the club renewal processes, and helping them prepare for events. In addition, the CSC serves as an outlet for club advocacy-related issues between clubs and the Union Government and/or the Administration of Brandeis University.

There are 2 chairs in the Committee. They are appointed by the Student Union Vice President:

• Senate Chair
• Non-Senate Chair

They are usually appointed towards the end of September. Please check the Treasurer’s website for updates.

Michael Goldman ‘08, Secretary
mikegold@brandeis.edu

The Secretary is the Chief Operating and Information Officer of the Union. S/he executes or oversees the daily operations of the Union Government. S/he is also responsible for maintenance of the Union office and all Union records and documents (digital and paper). In addition, the Secretary serves as the Chief of Elections for all Union Elections.

Jessica Blumberg ‘09, Executive Senator
jblumbi@brandeis.edu

Every semester, by a majority vote, the Senate members vote its Executive Senator amongst its members, who acts as the Secretary of the Senate. Club leaders need to communicate with Executive Senator on following matters:

• Attendance of the Senate meeting
• Chartering, de-chartering, recognizing, de-recognizing clubs
• Changing constitutions of clubs

BASIC INFORMATION

E-Mailing Lists

Oftentimes, finance-related information is communicated through several e-mailing lists. There are 4 main e-mailing lists. ALL club leaders (secured, chartered, and recognized) must be subscribed to club leaders e-mailing list. Leaders of secured organizations must also subscribe to secured organization e-mailing list. Failure to subscribe to respective e-mailing lists will result in not receiving extremely important information.

Different Types

1. All Students E-Mailing List
   All Brandeis undergraduates and TYP students are automatically subscribed to this list. Every semester, the Treasurer sends out an e-mail to this list to inform the student body of upcoming mandatory information sessions for club leaders. Any other finance-related information that may affect the entire student body may also be communicated through this list.
   
2. Club Leaders E-Mailing List clubleaders@lists.brandeis.edu
   This is the most common communication tool for finance-related information. The Treasurer sends out several reminders and new policies via this list. The F-Board Chair also periodically sends out e-mails informing club leaders of upcoming meetings for funding requests.
   
3. Secured Organization E-Mailing List secured@lists.brandeis.edu
   All information specifically targeting secured organizations will be sent through this e-mailing list, not club leaders e-mailing list.
   
4. P-Card E-Mailing List pcard@thetreasurer.org
   All Procurement Card holders will be automatically subscribed to this e-mailing list; thus, there is no need for you to manually subscribe to the list. All P-Card-specific information and reminders will be communicated through this list. This e-mailing list is not under the Brandeis domain; instead, it is under the Treasurer’s website domain.

Instructions

In order to subscribe to clubleaders and secured lists, follow the instructions:

1. Go to http://lists.brandeis.edu
2. Log-in with your UNET account
3. In the search box, type “clubleaders” or “secured”
4. In the results page, click on “clubleaders@lists.brandeis.edu” or “secured@lists.brandeis.edu”
5. Click on “Subscribe” in the left-hand column of the information page
   • If you see “Unsubscribe” instead of “Subscribe,” it means you are already a subscribed member

Recognized, Chartered, & Secured

There are 3 types of student clubs and organizations: Recognized, Chartered, and Secured.

It is up to the Student Union Senate to charter, recognize, de-charter, or de-recognize organizations. All organizations are collectively known as Union Accredited Organizations (UAO).

Recognized

In order to be accredited as a recognized organization, an organization must abide by the following criterion:

• Not be fraternity or a sorority

Recognized organizations receive a listing on Club Center on http://my.brandeis.edu, a website, access to the Student Union Resource Center (CRC), the use of the University name and seal, and the ability to use University facilities.

Chartered

In order to be accredited as a charted organization, an organization must abide by the following criteria:

• Be open to all members of the Brandeis community
• Not discriminate against members on the basis of sex, race, religion, sexual orientation, graduating class, age, nationality, or physical ability
• Not charge its members fees or dues or frequently engage in cost prohibitive activities without an attempt to offset costs through fundraising or allocated monies
• Not duplicate the purpose or goals of a currently chartered organization
• Not be a fraternity or sorority

In addition to privileges recognized organizations receive, chartered organizations can also request funding from the Finance Board.

Difference between Recognized & Chartered

The main difference between chartered and recognized organizations is that chartered organizations may request money from the Finance Board while recognized organizations may not.

Secured

There are 7 secured organizations:

• Archon
• BEMCO (Brandeis Emergency Medical Corp.)
• BTV (Brandeis Television)
• Student Events
• The Justice
• Waltham Group
• WBRS (Brandeis Radio System)

In addition to privileges chartered organizations receive, they are entitled to the following privileges:

• The ability to submit budgets and budget adjustments to the Finance Board ahead of chartered organizations
• 1 member of the Finance Board serving as each organization’s principal contact and financial liaison
• Excepting The Justice, the guarantee to receive a reasonable level of funding to support necessary operating expenses, in accordance with the purposes defined in their respective approved constitutions

Property Trackers

Any items that are purchased with Student Activities Fee (SAF) funds – whether partially or fully funded – are considered properties of the Student Union. Therefore, all organizations are required to update Property Tracker through http://my.brandeis.edu. This tracker will allow club leaders to search properties and find out if any other organization has already purchased respective properties. If identical properties have been purchased in the past, the Student Union can save money by not purchasing additional items and that money can be spent on other important requests.

Updating Property Tracker

1. Go to http://my.brandeis.edu
2. Log-in with your UNET account
3. Click on “ Club Center” at the top menu
4. Click on a respective club name from the list
5. Under “Additional Information” section, click on “View Group Property”
6. Click on “Add Property” to add any items/equipment purchased with SAF

Although we do not require organizations to add items bought with fundraising funds into Property Tracker, it is strongly encouraged that organizations update such information to compile a complete list of their properties.

Rental Products

The Student Union Government possesses several products that club leaders may need. As of August 2007, these products are:

• Cash boxes
• Digital cameras
• 2-way radios

Cash Boxes

Cash boxes are available at the front desk in the Student Union Government office. Rentals of these products are based on honor system – simply come to the office, take cash boxes, sign your name, and return them as soon as possible.

Other Products

To borrow other products beside cash boxes, simply fill out questionnaires in the Treasurer’s website. It is on a first-come, first-serve basis. Once you submit the application, a member of the Office of the Treasurer will get back to you with confirmation.

Please bear in mind that these are STRICTLY for club usages and cannot be rented out for personal purposes.  

Accounts

There are 2 types of accounts available

• Finance Board Allocations Fund
• Fundraising Accounts

Secured and chartered organizations are entitled to both accounts.

Recognized organizations are entitled only to fundraising accounts.

Finance Board Allocations Fund

This account is only for chartered and secured organizations. Every semester, the Finance Board allocates money to chartered and secured organizations; the allocated amount is put into respective organizations’ accounts. Organizations can spend money only on line-items that have been approved by the Finance Board. Any unspent money from the F-Board Allocations Fund at the end of every semester reverts to the F-Board for future allocations. In other words, organizations cannot keep remaining balances in their accounts; they always goes back to the F-Board.

Fundraising Accounts

These accounts are similar to off-campus bank accounts, except that there are no interest rates. These accounts are managed and overseen by the Office of the Treasurer. The money is kept internally within the bank account the University holds at large. Fundraising accounts are for all clubs (recognized, chartered, and secured). Whenever an organization deposits money for the first time, a respective fundraising account is automatically created. All future deposits are accumulated into same accounts. Organizations may create sub-accounts within their main accounts if they wish. As long as money is being spent for club purposes, money can be withdrawn, given that no regulations of the University and the Student Union have been violated. Unlike the F-Board account, money in these accounts automatically carry forward from semester to semester and year to year. In other words, any unspent money at the end of every semester can be used in the future.

Accounts Update

Each week, budgets of all clubs’ accounts (both the F-Board allocations fund and fundraising accounts) will be updated and posted on the Treasurer’s website. These updates are meant for your convenience and to make sure that all clubs are up-to-date with right information.

Sample Template:

OFF-CAMPUS BANK ACCOUNT

Student clubs and organizations are not permitted to create off-campus bank accounts in any circumstances.

Debates and discussions on off-campus bank accounts of student clubs and organizations began many years ago between the administration and the Student Union Government. No specific policies, however, have been implemented until Spring 2007. Shortly before the Fall 2006 Student Union elections, more serious discussions have begun between the Student Union Government and the administration. After rigorous negotiations, adjustments, and trade-offs between both parties, an agreement was reached.

Objective

The policy has four primary objectives:

1. Strengthen management and oversight of student club and organization financial activity
2. Provide adequate mechanisms for internal controls
3. Simplify and improve financial reporting
4. Improve liquidity for clubs

Vulnerabilities

This policy will be able to solve vulnerabilities of off-campus bank accounts. These include, but are not limited to, the following problem areas:

1. Accessibility of Information
   
   In order to know financial status of each club/organization, the Union Treasurer requires access to all transaction data pertaining to undergraduate clubs and organizations. The Budget Analyst for the Office of Students and Enrollment should also gain the same amount of access for the purpose of data reconciliation and verification. However, not all groups’ accounts are currently monitored. This can result in misappropriation of club funding, or loss of account access during transitions from year to year. Additionally, the sheer number of clubs with accounts, spread across multiple banks, makes tracking the information extremely difficult and laborious. Both the Union lacks the resources for adequate oversight under the current structure.
   
2. Inadequate Documentation and Internal Controls
   
   Most expenses are reviewed by either the Union Treasurer or the Budget Analyst. In this process, documentation is collected to verify and substantiate each expense. However, this is not the case with unmonitored bank accounts; the information and documentation can only be collected after the expenses have been incurred. What these groups provide would generally be regarded as inadequate for all other clubs on campus that are already operating within the system. This lack of documentation demonstrates that control and oversight are vital prior to incurring expenses, and not solely after transactions have already been completed.
   
3. Security Risks
   
   Retired club leaders often have access to a club’s funding. Under this system, funding may be lost ‘in limbo,’ held under a former student’s name unbeknownst to any University or Union official, or former students could potentially abscond with a club’s funds. If the account is unmonitored, this may be difficult or impossible to trace and prove.
   
4. Ownership of funds
   
   The ownership of all assets (both physical and financial) of any recognized, chartered, or secured student organization belongs to Brandeis University at large. These student-run entities are, from a legal standpoint, just as much a part of the university as any other department, as evidenced by the fact that clubs and organizations receive SAF income billed by the university, or raise funds through their association with the university (e.g., through the use of the Brandeis name and/or seal). The Student Union Government has the ability to make decisions regarding the expenditure of these funds, provided they are in accordance with official university policies and procedures.
   
   As an incorporated non-profit 501(c)(3) organization, the University has an obligation to track all of its finances; the business conduct policy established by the office of the Executive Vice President and Chief Operating Officer specifically forbids individuals from establishing off-campus accounts for this reason, in addition to concerns relating to financial reporting and compliance with generally accepted accounting principles (GAAP).
   
5. Debit Cards
   
   Debit cards and electronic checks pose a significant security risk associated with the utilization of off-campus bank accounts, because debit cards do not have any pre-set spending limit. Giving an individual a debit card is essentially equivalent to handing him or her cash.
   
   Any system involving the usage of debit cards absolutely and unequivocally should have strong oversight and internal controls.
   
6. Tax Exempt Status
   
   In many cases (especially with debit cards – see subsection 5, above), organizations have paid sales tax. As a 501(c)(3) organization, Brandeis is exempt from sales tax. The best way to avoid paying sales tax is to process transactions through university systems, which are best equipped to handle this aspect of doing business.
   
7. Administrative Overhead
   
   Oversight of bank accounts comprises an extremely large portion of administrative overhead for both the Student Union Treasurer and the Budget Analyst. The arguments advocating for their continued existence have hinged upon convenience, rather than completeness. Although convenience is important, completeness takes priority over convenience.
   
   A review conducted by an independent consultant a few years ago concluded that the clubs’ off-campus bank accounts were too numerous to properly oversee given the resources of either the University or the Union. A system that relied primarily on the Club Fundraising account(s) managed by the Union would nearly eliminate the potential for fraud or misconduct, greatly increase reporting accuracy and provide adequate demonstration of actual club funding levels, and would significantly reduce the relative cost of administrative overhead by improving its efficiency.
   
8. Poor Budget
   
   Sometimes, clubs do not keep good track of their off-campus bank accounts budgets, allowing balances in accounts to negative. This is a poor budgeting practice and should be avoided. On top of this, the Treasury Office at Brandeis University receives phone calls from banks whenever such incidents happen. This creates concerns for clubs with off-campus bank accounts.

In order to ensure that all budgets and money flows are being followed to the best ability, club leaders must be reminded of the following:

• ALL money transactions must go through the Student Union treasury system, whether funds are from the F-Board allocations fund or fundraising accounts
• ALL REVENUES of clubs must be deposited into clubs’ fundraising accounts

Exception:

Grants from specific departments within Brandeis University can be dealt without the involvement of the Student Union Government.

Example: AHORA is hosting an event, which costs 500 dollars. It receives 300 dollars from the Finance Board and raises 150 dollars from bake sales. It also receives 50 dollars from Intercultural Center.

150 dollars of bake sale revenue must be deposited into the AHORA fundraising account. However, 50 dollars of grant from ICC do not have to be deposited since it is a grant from a specific department within the University.

Any money transactions linked to 300 dollars from the F-Board and 150 dollars of bake sale revenues must go through the Office of the Treasurer.

ONE-DESTINATION

Anybody can deposit money into fundraising accounts.

Complete Procedure

1. Fill out Deposit Form; make sure you count all money correctly
2. Check the office hours of members of the Office of the Treasurer; stop by the Student Union office
3. Members of the Office of the Treasurer will count all money in front of you
4. You will receive a receipt

Notes
For checks and money orders
Payable to : BRANDEIS UNIVERSITY
Memo field : Organization’s name

Only members of the Office of the Treasurer can receive deposits. As a safety precaution, never leave your money unattended in the office without receiving a receipt from respective officers.

In the past, single bills and several coins delayed this procedure. Beginning this year, this is not an issue as we will be using banking equipment such as coin sorters and cash counters.

Please do not staple checks and money orders; instead, use a paper clip.

HOW TO REQUEST MONEY

Funding Sources

There are 3 main funding sources available from the Finance Board:

• Early Marathon
• Regular Marathon
• Emergency Request (ER)

Early Marathon

Towards the end of each semester, the Finance Board holds Early Marathon, special meetings for the allocation of funds for the following semester. Usually, the F-Board sets a specific time period in which money can be used. During Early Marathon for Spring 2007, only funding requests for usages until September 31 have been reviewed. Attending Early Marathon does not prevent organizations from making additional requests during Regular Marathon.

Regular Marathon

At the beginning of each semester, the Finance Board holds Regular Marathon, special meetings for the allocation of funds for the present semester. Meetings usually occur during the first month of semester. Regular Marathon can be used to request money for usages beginning at the end of Early Marathon usage periods until the end of respective semester.

Emergency Requests (ER)

An ER meeting is formerly known as a STEP (Short-Term Expense Planning) meeting. The name has changed in order to encourage organizations to request all foreseen funding during Early and Regular Marathons. ER should only be used for real emergency requests and should not be treated as an alternative to Marathons. Like before, ER meetings are held weekly. As another incentive to encourage organizations to come to Marathon meetings, there is NO waiting list. Organizations can sign-up only within given time period on a first-come, first-serve basis.

Funding Scope

Overview

As stated in the Constitution and the By-Laws of the Student Union, only secured and chartered organizations are eligible to request and receive funds from the Finance Board. The Finance Board will only fund requests that are relevant to a club's constitution and purpose. There is no such thing as guaranteed funding. All allocations depend on the legitimacy of requests and how much money is available.

Restricted Items

No funding is available for the following items:

1. Retroactive requests
2. Personal properties
3. Club fundraising costs
4. Retreats
5. UTC Fee

Marathons Only

Except in extenuating circumstances, the following items will ONLY be funded during Early and Regular Marathon, not during Emergency Request (ER) meetings.

1. Theater rights
2. Publishing/printing costs
3. Coaching/instructors/individual contractors/hires
4. Transportation
5. Lodging

Details

Retroactive Requests (Deficit Spending)

A retroactive request is a request for reimbursement of money spent on an expense by a club before receiving the Finance Board approval.

Since the Finance Board must approve all expenditures before money is spent, retroactive requests are not allowed.

Decided Requests

Money cannot be requested for a specific item if:

• The F-Board allocated $0 or partial amounts for that specific item; and,
• A proper appeal process has already been taken and that appeal has been rejected by the F-Board (Refer to “appeals” section for how to appeal).

Since a fully funded request is considered a completed request, any additional identical items requested thereafter are considered as new requests.

Transportation

Car: A maximum subsidy of $0.15 per mile per vehicle may be granted. The exact amount of total miles must come from either MapQuest.com or maps.google.com, whichever distance is shorter. Parking costs must be researched and then requested prior to a trip. In all cases, clubs must research the cheapest cost available and bring proof of research to the Finance Board. Clubs must fill their cars to full capacity.

Any other transportation: All other means of transportation may be funded in full at the discretion of the Finance Board. In all cases, clubs must research the cheapest cost available and bring proof of research to the Finance Board.

Transportation may be funded by the Finance Board if it is necessary for a club to fulfill its purpose.

The Finance Board will consider all requests but full funding is not guaranteed for any club.

Lodging

Lodging may be funded in full at the discretion of the Finance Board. In all cases, clubs must research the cheapest cost available and bring proof of research to the Finance Board.  Clubs are expected to fill lodging spaces to full capacity.

Lodging may be funded by the Finance Board if it is necessary for a club to fulfill its purpose.

The Finance Board will consider all requests but full funding is not guaranteed for any club.

Office Supplies

The Finance Board strongly recommends that all clubs take advantage of the resources available in the Club Resource Center (CRC) and in the Student Union office. The Finance Board may fund office supplies if they are not available in either of these two locations AND if they are absolutely necessary for a club to fulfill its purpose. For questions about office supplies or the CRC, please contact the Student Union Secretary through secretary@brandeis.edu.

Publicity and Advertising

Publicity and advertising will only be funded for those clubs which publicity and advertising are absolutely necessary for their effective functioning.

Fundraising Events

A fundraising event is an event that meets any one of the following criteria:

• Brandeis University undergraduate students are required to pay any sorts of fees;
• An event that does not fulfill the purposes of a club; or,
• Whose purpose is to raise funds for the club or any other organizations.

The Finance Board will not fund any fundraising events.

Events for Spring 2008 Semester

Clubs cannot require that Brandeis undergraduate students pay admission into any Finance Board-funded events.  Additionally, clubs cannot require that undergraduate students pay for any other items or services funded by the Finance Board at an event. However, clubs may charge any non-Brandeis undergraduate students.

Clubs may ask for suggested donations, but no undergraduate students should be forced to pay.

Food and Other Categories Not Mentioned

The Finance Board will consider requests of food and other categories not mentioned in this funding scope only when they are:

• Relevant to the purpose of a club; and,
• Integral to the goal and structure of an event.

 Any questions regarding allocations must be directed to the Finance Board Chair.

One-Stop Meetings

Before showing up for Early and Regular Marathons and/or ER meetings, it is highly recommended that organizations stop by One-Stop Meetings. This is crucial for organizations planning events that could require additional expenses, such as hiring of custodians and public safety officers, renting tables and chairs, etc.

This is an opportunity for students to meet with people who are involved in event planning processes at Brandeis. Representatives from Conference and Event Services, the Department of Public Safety, Department of Student Activities, and the Student Union will be present to assist you in your event planning.

The goals of One-Stop Meetings are to provide help to organizations in event planning, encourage timely and proper planning of events, and help students get to know staff members who are part of the program planning process. In order to best serve student organizations and help One-Stop Meetings be successful and efficient, please come to meetings with the following information:

• A tentative time and place of your event
• An idea of which space(s) on campus you would like to use (think of a few spaces as options in case your first choice isn't available)
• A general idea of what your budget for the event is including your funding sources
• Thoughts on extra costs (custodians, renting tables, sound equipment, public safety, etc)
• Advertising ideas

Dates of One-Stop Meetings can be found on this website.

My.Brandeis.Edu

My.brandeis.edu is another key website for club management. Features include:

• Request funding
• Check status of funding requests
• Update Property Tracker
• Update members and administrators
• Update club information

New Features

There are 2 new features for fiscal year 2007 ~ 2008.

1. Individual Budget Status
   
   When you click on “View Most Recent Funding Requests” from your club page, you will be directed to a page with all your requests for funding and their results. For every single request you make, you will be able to see the following:

• “Total Amount Requested”
• “Total Amount Allocated”
• “Total Amount Spent”
• “Total Amount Unspent”

2. Grouping Requests
   
   Until now, all the requests had to be requested individually, even for several requests for a same event. This created confusion and made the list look disorganized. From now on, you may enter your requests by events or by groups. For example, if you need chairs and tables for Event X, you can simply type “Event X” as an item and add chairs and tables as sub-items. Another example would be to add Cameras as item and adding “Panasonic X300” and “Canon 500” as sub-items.

Grant vs. Line-Item

he Finance Board allocates money in 3 ways:

• Grant (lump sum)
• Line-item funding
• Mixture of both

Grant

When a grant is given, it means that organizations may spend money in any ways they want to amongst the line-items approved by the F-Board.

Example A: Camera Club

In this example, the Camera Club requested total amount of $950, but was allocated a grant of $300 dollars. The club can spend $300 in any way it wants to as long as the allocated amount is spent on Panasonic Camera C500 and/or Samsung Camera V350. However, none of $300 can be spent on iPhone since this request was denied by receiving $0. In addition, the club cannot spend money on any other items not requested.

Line-Item Funding

When money is allocated through a line-item basis, none of money for the specific line-item can be spent on other line-items.

Example B: Video Club

Unlike in Example A, the Video Club has been allocated money on a line-item basis. This means that even if the Olympus Recorder RE300 turns out to be $225 due to a special discount, the remaining $25 cannot be spent on other 2 cameras. Should organizations wish to spend the unspent money or reallocated funds, they should get the approval from the F-Board.

Procedures

Before Meetings

Sign-up for respective meetings once the F-Board Chair sends out an e-mail notifying the dates and times of meetings:

• Go to http://my.brandeis.edu
• Log-in with UNET account
• Click on “ Club Center” at the top menu
• Click on a respective club name from the list
• Under “Club Administration” section, click on “Make Funding Requests & Fill Out Club Forms”
• If this link does not appear, please e-mail the F-Board Chair who will add you as a club administrator
• Click on an appropriate meeting
• Input all requests and thorough descriptions including dates, times, prices, and all other information that matter
• When inputting funding requests, please add each item individually, but group sub-items under one main item as groups or events
• Click on “Add One Request” to add more funding requests
• You may also add sub-items by clicking on “Add a sub-item”

On Meeting Days

All meetings are held in the Student Union Office in Shapiro Campus Center 301, unless otherwise notified. Please remember the following.

• Arrive at least 10 minutes before scheduled appointment time
• Bring proofs of cost for all requests
• Be represented by a knowledgeable club leader who can discuss and explain the need for every request
• The F-Board members will ask several questions:
• How requests will be funded if the F-Board does not fully fund them
• How requests benefit students
• How requests serve organization’s purposes
• How requests serve event’s purposes
• Club history
• Logistics of events
• Any other pertinent questions
• Number of total members and active members
• Number of people on an organization’s mailing list
• Outside funding sources
• Fundraising events done by an organization
• Any other information an organization feels necessary for the F-Board to know

After Meetings

For Marathons, decisions are made usually within a week after the conclusion of all funding requests. For ERs, decisions are made usually within 24 hours after the conclusion of all funding requests. The F-Board Chair will send out a confirmation e-mail via clubleaders e-mailing list as soon as the results are finalized.

Appeals

For any appeals on F-Board allocation decisions, please contact the F-Board Chair as soon as possible (within 24 hours of confirmation e-mail). The F-Board Chair will then explain to you on logistics on how the whole process works.

Usually, a decision of the F-Board may be reopened for review if one of the following conditions is met:

• A majority of the F-Board (4 out of 7 members) decides in favor of it
• The organization for which the request was made requests it, provided that 2 members of the F-Board agree to support the request

Veto

The Student Union President has power to veto decisions of the F-Board within 5 academic days of the decision. The F-Board may, by a 2/3 vote, overturn any presidential vetoes. The F-Board vote must take place within 5 academic days of the veto. This should be taken as the last resort for organizations.

HOW TO WITHDRAW MONEY

Overview of Forms

There are two types of forms:

• Student Union forms
• University forms  

Student Union Forms

Student Union forms are created by the Treasurer and are meant only for Union-accredited organizations. For fiscal year 2007 ~ 2008, there are 2 Student Union forms:

• Withdrawal Form
• Deposit Form

University Forms

University forms are created by the University and are meant for the entire Brandeis community. There are several University forms.
In all requests and transactions of Union organizations, Student Union forms are required. University forms are always supplementary.
For more information and sample forms, please see Appendix: Sample Forms.

Proof of Cost vs. Proof of Payment

Proof of Costs

Proof of cost is a document that proves how much an item/equipment is. This may be in the form of a website printout, invoice, bill, letter or e-mail from a vendor, past proof of cost, etc. As long as a price for every item is mentioned in a document, it is legitimate. This document is used during Marathon and ER Meetings as well as requests for payments to be made out directly to vendors/companies (pre-payment). Proof of cost is not sufficient for reimbursement requests or any payments issued to club members.

Proof of Payment

Proof of payment is a document that proves that money has been paid and transacted completely. This may be in the form of: official receipts; internet receipts; written receipts with complete contact information, name, and signature of a cashier/store manager; bank statements; and, cancelled checks. It is mostly used for reimbursements requests.

Emergency Checks

Effective FY 2007 ~ 2008, all checks will be cut through the Accounts & Payable (AP) department. It usually takes 2 ~ 3 business days for the AP department to issue a check.
If you need checks quickly, you may request them to be considered as “emergency checks.” The Treasurer will review and determine whether requests could be treated as emergency checks.

Decisions

The following will be considered when the Treasurer makes decisions:

• Was this unavoidable?
• Was this truly unforeseen?
• Are there any other methods of payment?
• Is this really time-sensitive?

Reimbursements

Reimbursement is perhaps the most common practice of withdrawing money. Checks for reimbursement can be made payable to whoever purchased items. Brandeis University is a tax-exempt institution. Thus, sales taxes cannot be reimbursed. All other taxes can be reimbursed. (Read Tax section for more details).

Required Documents

• Withdrawal Form
• Proof of payment ( not proof of cost)
• W-9/W-8BEN if Brandeis has never paid them before
• Additional forms/documents; read below

Additional Requirements / Reminders

• Reimbursements for services of independent contractors are NOT allowed. For instance, you may not pay them directly by yourself, not even from fundraising accounts. This is due to tax regulations by the Internal Revenue Service. (See Independent Contractors section for more details).
• Receipts/proofs of payments must be original, not photocopies.
• Receipts/proofs of payment should be itemized, meaning all items purchased should be shown, not just a total amount.
• Travel reimbursements:
• Printout of Mapquest (www.mapquest.com) or GoogleMap (maps.google.com)
• Proof of attendance at the destination
• Proof of travel
• Online orders :
• Printout of an order confirmation ( not a shipping cart)
• Shipping confirmation constitute an original receipt.
• Checks (If items were purchased with checks):
• Bank statements showing complete transactions of checks including the processed check or check image or a copy (Check image is a copy of a processed check which appears in a bank statement or online banking)
• Copy or a carbon copy of a check issued (copy of a check issued alone is not a proof of payment; it does not prove that the check has actually been processed by a bank)
• Written or E-mail Receipts:
• Date and time of purchase
• All items purchased
• Taxes if applicable
• Phone number, complete address, and name of a cashier of a store
• Foreign Languages:
• Must be translated into English
• Provide translator’s contact information
• Foreign Currency:
• Convert the foreign currency into the US amount based on the rate on date of purchase, not before or later
• Printout of web page for the rate used to convert the expense to US dollars

There are several reasons for not receiving requested reimbursement amount fully:

• Tax deduction
• Reimbursement amount requested is morethan actual money remaining in an organization’s F-Board Allocations Fund or a fundraising account
• If the reimbursement is not for an expense approved by the F-Board
• If the reimbursement would violate laws

Pre-Payment

If organizations do not wish to spend their own money to pay for certain items, checks can be written out directly to respective vendors, organizations, or companies. For this pre-payment system, checks cannot be written out to club members or clubs themselves.

Required Documents

• Withdrawal Form
• Proof of cost ( not proof of payment)
• W-9/W-BEN if Brandeis has never paid them before

Reason for W-9/W-8BEN

This is to add information of those vendors into the Brandeis accounting system. W-9 is for US citizens and W-8BEN is for non-US citizens. Brandeis members do not have to worry about these forms. Contact the Treasurer when in doubt.

Donating to Charities

Required Documents

• Withdrawal Form (mention that it s for donation)
• W-9/W-8BEN if Brandeis has never paid them before
• “990” if organizations do not have W-9

“990”

Form 990 is an annual reporting return that certain federally tax-exempt organizations must file with the IRS. It provides information on the filing organization's mission, programs, and finances.

Although very rare, some organizations may not have W-9. In these cases, you should ask for “990”. They may fax forms to the Student Union office.

Chargelines

Meaning

Chargelines are special University identification codes of departments/organizations. The F-Board Allocations Fund, the Student Union Government, and the fundraising account fund all have separate chargelines. Each secured organization has its own chargeline. Chartered and recognized organizations do not have chargelines.

Chargelines are used when transferring money between departments/organizations within the University financial systems. Thus, whenever clubs pay Conference and Events Services, Public Safety, or any departments/organizations within the University, we do not write checks out to them. Rather, we use chargeline systems to transfer funds internally.

Required Documents

• Withdrawal Form
• CES Form (if using Conference and Events Services)
• Complete line-item invoice (if not using Conference and Events Services)
• Chargeline numbers of respective departments (if not using CES)

Independent Contractors

Independent contractors are individuals under contracts to perform specific services, give advice or render assistance within specific time periods. They include consultants, coaches, referees, speakers, bands, DJs, etc.

Under the University policy, several steps are required to pay any individuals rendering any form of service. It is extremely important that organizations follow these procedures since organizations or any members cannot pre-pay any individual and ask for reimbursements. Also remember that any payments can be paid only after services have been rendered.

CORI (Criminal Offense Record Investigation)

Human Resources Department at Brandeis University requires all independent contractors who have any sort of on-going relationships with students/student clubs to submit CORI forms. This is once-in-a-lifetime requirement (unless the Human Resources deem that it is necessary to re-check on specific independent contractors after a few years).

• This applies to all independent contractors who have ongoing relationship (such as coaching several months or being with Brandeis students on a regular periodical basis)
• Generally, this does not apply to one- or two-time independent contractors (in some special cases, however, the University might request such forms; you will be notified if the University requires them)
• If you are unsure whether your independent contractor needs to fill out CORI forms or not, please ask the Treasurer (one option is to have the independent contractor fill out forms; the University will then determine whether such forms are necessary or not)

Clubs do not have to worry about expense involved with CORI check as the Finance Board will bear all costs involved with this policy.

Once forms are submitted, they will be taken to Human Resources Department for processing. HR will give a simple "yes" or "no" approval / rejection letter when a background check is completed. Once a particular independent contractor has been cleared (gets a "yes" answer), respective name will be added on to an approved list, so that they will not need to re-submit such forms in subsequent years.

CORI Package & Forms

CORI Package has been compiled for club leaders’ reference. The package includes the following:

• CORI Disclosure and Consent Form
• CORI Disclosure and Authorization Form
• FTC Notice to Users of Consumer Reports
• FTC Summary of Consumer Rights

Independent Contractors have to fill out the first 2 forms. The other 2 forms are for information only.

Required Documents for Non-Brandeis Members

As soon as humanly possible , submit the following forms. These forms are required only at the beginning of each semester. Technically, a contractor should not begin work until after these forms have been signed and submitted.

• W-9if US citizen or a Green Card holder
• W8BENif not a US citizen
• Independent Consultant Agreement
• Consultant Requisition Formif an individual is being paid more than $1,500 in a fiscal year (July 1 ~ June 30)
• CORI Disclosure and Authorization Form if needed
• CORI Disclosure and Consent Form if needed

AFTER services have been rendered, submit the following forms.

• Non-Employee Payment Request Form
• Invoice, which should include the following information:
• Date invoice was created
• Invoice number
• Name(s) of consultant
• Specific date(s) services rendered
• Purpose of services
• Contact information of a contractor
• Rate per date/session
• Total amount to be paid

Required Documents for Brandeis Members as Contractors

If organizations are planning to hire current Brandeis employees or Brandeis students, they must talk to the Treasurer before signing any contracts. This will require different forms and procedures such as approval from Human Resources Department.

In general, the following documents are required:

 If Brandeis Students

• Grad Student Payment Form
• Invoice

If Brandeis Faculty/Staff Members

• PR-1
• Invoice

“Split Payments”

Sometimes, the F-Board does not approve the entire contract amount. In such cases, it has been a common practice for organizations to pay the remaining money directly to an individual. However, this “split” system is not allowed due to tax laws of the United States Government and the Commonwealth of Massachusetts. If the F-Board does not fully fund for individual contractors, please deposit remaining money organizations plan to pay so that the entire sum can be paid through the University.

Example: Club X requests $2,000 for a coach. However, the F-Board only allocates $1,500. The club plans to pay the remaining $500 through their own pockets. Instead of paying the individual directly, please do the following:

• Deposit $500 into a fundraising account
• In a Deposit Form, make a note that the money being deposited is for the payment of remaining amount for an independent contractor
• The Office of the Treasurer will process requests and the contractor will receive a check with the full amount indicated in the contract.

Up-Front Payment

Usually, the University does not issue payments to independent consultants before services have been rendered. However, there may be rare exceptions (e.g.: a band is coming all the way from Japan, is going back to Japan right after the concert, and is in the middle of an international tour). If you want to arrange up-front payment, talk to the Treasurer for approval. Please remember that organizations should plan at least a week ahead of an event.

Procurement Services

(This section is for your information only; instructions here will be done for you by the Office of the Treasurer)

The Office of the Treasurer works closely with the Procurement Department. The mission of the Procurement Department is to supply the Brandeis community with expertise, policies, and procedures to ensure that goods and services are available in a timely, cost effective manner. Be it the purchase of equipment or the acquisition of supplies, the Department is further charged with the responsibility to manage these acquisitions in accordance with all appropriate government and private agency requirements if applicable.

Purchase Order

Through the usage of what is known as a purchase order (PO) – a legal contract between Brandeis University and the vendor to purchase goods or services – organizations can benefit from protection of purchases and have encumbrances created in the University financial system.

Invoices or Items of $1,500 or Above

PO is required for all purchases of $1,500 or above. A PO can be obtained by filling out Requisition for Supplies and Services.

 Equipment Purchases

Items with a cost/value of $2,500 or above and a useful life of 2 years or more are classified as “equipment” according to the Procurement Department. These items must be ordered through Procurement Services. Equipment Acquisition Form must be filled out prior to purchase in addition to the Requisition for Supplies and Services.

It is strongly recommended, but not required, that smaller equipment also be ordered through the Procurement Department in order to take advantage of the University’s tax-exempt status, and professional resources available that can be used to secure the best price for a particular item.

Please also remember that equipment and club property should be added to Property Tracker on http://my.brandeis.edu.

Bid of $25,000 or Above

For purchases, contracts, or other commitments exceeding $25,000, or for “exclusive source” type agreements (e.g.: the arrangement between Jostens and Archon from fiscal years 2003 ~ 2007), work must be put out “to bid.” If an organization is seeking to do something of this magnitude, it must go through the official bidding process. Contact the Treasurer.

Loan

Overview

The loan system is created by the Student Union Treasurer in order to alleviate the financial burden students currently incur when they need to spend their personal money and get reimbursed. This loan system, along with the Union-held P-Card and the debit card, will provide more payment options for students by directly handing them cash.

Options

There are 3 options available.

• Automatic deduction of borrowed amount from the club’s F-Board allocations, a fundraising account, or both
• Payback option based on a schedule to be made
• A combination of 1 and 2

 Procedures and Eligibilities

• For any clubs and organization, only authorized club leaders (those who attend the Treasurer’s mandatory training sessions and sign contracts) will be eligible to request loan.
• For the Student Union Government budget, any members of the Executive Board and the Senate may be eligible to request loan as long as respective officer is in charge of a specific budget category.
• This system is open to all clubs including recognized clubs. Any clubs that have “zero balance” on the F-Board allocations and a fundraising account will still be eligible to apply for loan. However, in these cases, club leaders must come up with excellent ways to pay back the loan.
• Students wishing to apply for loan must physically come to the Student Union office in Shapiro Campus Center 301 during the office hours of the Treasurer and verbally explain the need for loan. The office hours will be constantly updated on the Union website under the Finance Board section. It is the responsibility of club leaders to periodically check the office hours. During the same office hours and after listening to the request, the Treasurer will make decisions. This will ensure that all necessary steps be taken and executed on the same visit.
• The following will be considered when the Treasurer makes decisions: types of items to be purchased; availability of funds in a fundraising account or the F-Board allocations; ability to pay back; how well respective club/organization is managed fiscally; and, other issues that may affect the system. The Treasurer will make the decision in the same office hours. If a “yes” decision is made by the Treasurer, money will be given to respective club leaders immediately. In return, recipient will sign the Promissory Note and fill out required sections in Withdrawal Form.
• The maximum amount of a single loan is US$1,499.99. No loan will be granted for purchases of invoices/items that cost greater than or equal to US$1,500.00 or payment for independent contractors.
• Along with decisions, the Treasurer will also set a deadline for completion of loan execution. On or before the set deadline, recipient will be required to submit original receipts and any remaining cash differences to the Treasurer during the office hours. Constantly check the website for updates on the office hours.
• Loan may not be spent for sales taxes. However, all other taxes including food taxes may be paid.
• Loan may not be used for payments of independent contractors or as reimbursements.

Failure to comply with the system policies will result in penalties decided upon by the Treasurer. These penalties may include, but are not limited to, deducting funds from the respective club/organization’s accounts.

P-Card & Debit Card

P-Card stands for Procurement Card, which is a debit card that the University issues in partnership with JP Morgan Chase. In FY 2007 ~ 2008, each secured organization, 3 chartered clubs, and the Student Union will be entitled to individual P-Card.

All other clubs that do not have their own P-Cards, but have funds available in fundraising accounts or in the F-Board Allocations Funds may come to the Treasurer’s office hours in order to purchase their needs with the Treasurer.

The Student Union also holds a debit card and this could be used as an alternative to P-Card, depending on types of products being purchased.

TAX

Brandeis University is a tax-exempt organization. Therefore, the University does not pay sales taxes (all other taxes can be paid). Following are ways to take advantage of University services in regards to tax issues.

Reimbursements

If reimbursement process goes through the Accounts & Payable department, you are entitled up to $5 of sales taxes. All other taxes can be fully reimbursed.
If reimbursement process does not go through Accounts & Payable department (emergency checks), no sales taxes can be reimbursed. All other taxes can still be fully reimbursed.

Pre-Payments

In order not to pay for sales taxes, you have the following options.

• Stop by the Treasurer’s office hours to take advantage of P-Card and debit card; you can sit down with the Treasurer and order online
• Use Requisition Form to have the University cut a check and mail it directly to a vendor or an organization (you do not necessarily have to fill out Requisition Form; simply mention that you want the requisition process in your Withdrawal Form and the Office of the Treasurer will take care of it)
• You may ask the University to issue a tax-exempt form so that you could bring the form to a store. You should contact the Treasurer first; however, this process is very tedious and should be avoided

If you are unsure of the best method for certain scenarios, you should contact the Office of the Treasurer.

CONTRACT

Terms of Agreement

President, treasurer, and any other club positions in which the holder has the written consent of his or her club to request SAF funds on behalf of their respective clubs are very important; therefore, we are requiring all of the aforementioned individuals to sign this agreement. Please remember that your actions as president, treasurer, or anyone else with the ability to request SAF funds may potentially affect your student group for months or years to come, so please act in accordance with the Student Union and the University regulations. Only those who sign this agreement will be allowed to deal with the financial affairs of a Union-Accredited Organization.

I, ________________ (please print your full name), acting in the position of president, treasurer, or any other post with the written consent to request SAF money for my respective club, agree to the following terms and conditions regarding the use of my respective club’s funds as set by the Student Union of Brandeis University:

• I acknowledge that I have attended a mandatory information session led by the Student Union Treasurer concerning all club-related financial matters;
• I acknowledge that I am a subscribed member of the clubleaders (and secured, if applicable) e-mail list serve(s) and, if not a member yet, I will subscribe to it (them) as soon as possible;
• I will not use my organization’s funds to knowingly violate any University regulations or federal laws;
• I will check the Treasurer’s website periodically to see if any updates to policy have been made;
• I agree to contact the Student Union Treasurer as soon as possible if there are any questions concerning the legitimacy of a club fund related transaction;
• I understand that if my club gets a new president and/or treasurer in the middle of a fiscal year, it is my responsibility to teach this person all of the necessary skills and information; and,
• In cases of changes in the policies and/or regulations of Brandeis University and/or the Student Union concerning club funds, the contents of this manual may be amended, but all changed information will be updated on the Student Union Government website.

Date: _________________________
Name of an Organization/Club : ______________________
Name of a Club Leader : ____________________________
Position of the Club Leader : _________________________
Telephone # : __________________ Mailbox: ____________ E-Mail: ___________________