TUFTS COMMUNITY UNION (TCU) TREASURY

Training Meeting, FY2015-2016

Important Names

Shai Slotky, Treasurer

Jack Colelli, Associate Treasurer

Joe Golia, Director of Office for Campus Life

Annie Wong, Business Manager, CLFO

Monica Pontes, Budget and Fiscal Administrator, CFLO

Ashley Murray, OCL

In the TCU Outside the TCU

Signatory Responsibilities Must be two (2) signatories per group at

all times!

If one signatory wishes to be reimbursed for a purchase, the other signatory must sign off on the reimbursement (this is why there are two signatories)

You can only be a signatory for one organization!

Never collect personal information from anyone!

We recommend you keep a running list of your own transactions in an excel spreadsheet format

Keep a copy of all receipts

Some Basic Reminders Checks and Petty Cash Slips can be picked up in

the cabinet in the Senate Office (CC215) that is labeled “Checks”

Petty Cash Slips get cashed at the Bursar’s Office, 7th floor of Dowling

If a purchase for reimbursement is more than $500, you must get consent from the Treasurer beforehand

If using the TCU Credit Card, a receipt MUST be given to the Treasury or the CLFO within a week. If you do not do so, you will not be able to use the credit card again. This includes delivery receipts.

More Reminders Keep all receipts! All receipts must be ORIGINAL,

ITEMIZED and valid according to the instructions

The budgets are posted on the TCU website

Make sure that you are communicating constantly with your group members

Maintain a separate spreadsheet of purchases your organization has made

The ability to use the Tufts name or the Tufts logo is a procedure that is separate from our office. View the policy on the OCL website

More Reminders Checks can be retrieved from the checks file

cabinet in the Campus Center, Room 215 (the Senate Office)

For fundraising/donations, please refer to the CLFO office for separate policies and procedures

Individuals to which the checks are addressed to are responsible for the checks!

Students can NOT sign any contracts and can NOT use outside vendors such as Paypal or Venmo to collect payments

More Reminders Do not collect any sensitive or personal information

Before traveling, speak to the CLFO office a month in advance

Students are not encouraged to use their own money

Registration for conferences/competitions can be paid through the TCU credit card

On a receipt, write the name of the person and the group name that made the purchase. USE ALL CURRENT FORMS!

Reimbursements must be handed in within 30 days of the purchase

Changes to the TPM this Year

TPM passed by acclimation on 9/13/2015

Gift Cards: gift card requires pre-approval from TCU Treasurer and may only be used as a prize. A single prize may not be valued at more than $150 and prizes may not be awarded as cash. A gift card can NOT be reimbursed

Speaker: a group may receive up to $5,000 in a fiscal year for speaker related expenses, not including facilities and AV costs

Academic Research: as defined in the TPM, the TCU Treasury will not fund academic research or any pursuits/activity pertaining to such research

No resources relating to academic research will be funded

Changes to the TPM this Year

Travel: two opportunities to travel (competition, conference, etc.) in a fiscal year with funding to be conducted through supplementary funding

Radius around Boston: 500 miles South, 300 miles North, 1,000 miles West

No funding for travel outside the United States

For each event, up to and no more than $100 per person will be subsidized for explicit travel costs

In addition, for first event, registration and lodging will be subsidized. For second second event, only registration will be subsidized

Personal contribution will still be factored in

Competition groups, will not be held to limit of opportunities but are limited to the aforementioned funding restrictions.

PLEASE CONSULT THE TPM FOR THE EXACT LANGUAGE ON THIS!

Food & Alcohol Food

For most councils, the food cap is 20%. Exceptions are councils I and IV, whose cap is 40%

Calculate the food cap by dividing the total food expenses by the total non-food expenses

Alcohol

One rule: DON’T BUY IT. EVER.

Gift Cards According to University policy, student

organizations cannot buy gift cards

Therefore, you will not be reimbursed if you buy a gift card for your group

In rare circumstances, the CFLO can buy a gift card for groups if the sole purpose of the gift card is a prize. This must purchase must be confirmed far in advance so you can get Treasury approval

Travel Expenses To be reimbursed for travel, you must have

the following:

An itemized, original receipt of every purchase

A boarding pass and/or ticket stub with the cost of airfare printed on it (in USD$)

Or two of the following:

Boarding pass

Travel itinerary

Credit card statement

Hotel bill identifying the dates of the trip and visit visisted

Receipt of airfare purchase

MBTA MBTA Costs:

If you have money in your budget allocated for transportation and want to use any MBTA service, you must fill out an IDR during the office hours BEFORE you embark on your trip

Take the signed IDR to the OCL between the hours of 9:00am and 4:00pm

Renting a Car or Van Zip Car: 18 and older and no membership fee will

be reimbursed. Purchase insurance! If 18-20, must have parents/guardians sign insurance waiver

Hertz: 20 and older

Enterprise: 20 and older

If purchasing on your own (which you should avoid doing), please purchase the full insurance coverage

We will choose the best and cheapest option for your group, so please do your best to book vans 3 weeks ahead of time!

The University does not provide insurance coverage to students who drive their personal vehicles for group business

Tax Exempt Card If you are making a purchase for your

group, you are eligible to use the tax exempt card. Please sign it out from the Treasury office or the CLFO office

You must pick up the card during office hours and sign it back in when returning it

Application for Credit Card Form

If at all possible, use the Credit Card, as it is tax exempt!

For a food delivery order, please return the receipt within a week

The only person that can approve the credit card for it the Treasurer

NOT the Associate Treasurer

NOT the Assistant Treasurer

NOT other Senate members

General Reimbursement Form

ORIGINAL ITEMIZED RECEIPTS ARE REQUIRED! If not, your reimbursement is not guaranteed that you will be reimbursed. Always ask for itemized receipts from every store/restaurant

Reimbursements under $50 will be reimbursed as petty cash slips. Checks will be given out on a case-by-case basis

Do not include tax in reimbursements!

Whatever name is on the receipt is who should be reimbursed (i.e., a parent’s name on airline tickets)

All reimbursements MUST be turned in within 30 days of the expenditures, otherwise the reimbursement will not be processed

The Treasury will not reimburse food for a group who is meeting for the purposes of planning

Independent Contractor Form

Used to pay groups or individuals from outside Tufts (i.e. DJ, Band, Bus Company, Photographer, Outside Caterer, Record Recording, etc.)

Always use a contract because IT PROTECTS YOU! Please submit it three (3) weeks prior to the date of the event

You can pick up a performance contract in the OCL

Contracts must first be signed by the payee and then by the Director of the Office of Campus Life

No hiring members of your own group!

Inter-Department Requisitions (IDR)

Used to request and pay for supplies or services from other Tufts University Departments

For example, if you need a police officer at an event, you will use an IDR

Other examples:

Dining Services

TUPD

Expense Transfer Entry Form (ETEs)

Used to transfer funds from/to other Tufts University departments

Example: if the Anthropology Department gives you $100 to go to a museum, use an ETE

Co-sponsorship

Cost sharing

Tufts Daily Requisition Form Used to place advertisements in the

Daily

Must be submitted at least two days in advance (this is a Daily rule, not the Treasury’s rule)

Get the form signed by a member of the Treasury and take the form to the Daily office

Gnomon Copy Form Used if a group needs anything to be

copied (flyers, programs, etc.)

A group member must have it signed by a Treasury member and then bring the form to gnomon themselves

If left in the “Drop-Off” bin, a member of the Treasury who signs the form will leave the form in the “To be Delivered” bin, awaiting pick-up by a group member

Deposit Form Used if a group wishes to deposit income

into their budget. Examples:

Fundraising, donations, etc.

If donation, mark donation on the form

If your group has income budgeted into the event, this will be how to get the money back into your account

NEVER LEAVE A DEPOSIT FORM IN THE DROP-OFF BIN! The form must be delivered during office hours

Request to Disburse Charitable Funds Used if a group wishes to hold an event for

the purpose of donating to a charity

This event must first be approved by the Treasurer

These events still must net to zero! The profits (if there are any) can be donated to a charity

When submitting the form, attach proof of non-profit organization

Attach print-out of proof of non-profit to form

Facilities Must submit a work order for facilities

Go to see Ashley Murray in the OCL

Receiving Money through the Allocations Board (ALBO)

Supplementary Funding: Meet with ALBO!

Unforeseen expenses (3 times per year, twice per semester)

Speakers (as many times as budgeted in initial budget)

Events (once per semester per group)

Collaborative Event (once per semester per group)

Decisions can always be appealed to the full Senate, pending a meeting with the Treasurer

ALBO meets every Wednesday at 8:00pm to discuss supplementary funding requests. Requests must be handed in by the end of Monday of that week

Student Support Fund Personal contribution that comes with

supplementary funding may be too much of a burden for some. SSF is in place for students who receive grant-based financial aid, who are part of a TCU funded group that has received funding through the Allocations Board

This fund can cover personal contribution for trips, must apply and get it approved prior to the trip with the OCL. Ask the Treasurer for details when/if the situation arises

Fund will transfer to group’s account, not to student

Inventory List Every group must submit an inventory

list (with a purchase date is possible)

Pick up the sheet in the treasury office

These are due in the treasury office by Friday, October 2

Must disclose location of supplies

General Interesting Meetings Maximum of $30 for food for each GIM,

one in the Fall and one in the Spring

This is $60 total

Deficits Following this meeting, once the

signatory list ha been compiled, groups who had a deficit from last year will be contacted in order to set up a meeting time to discuss the penalty

IF YOUR GROUP IS IN DEFICIT PLEASE STAY!

Budgeting Do NOT worry about budgeting yet! More

information will come but it is later down the road

Make a note if there is something is not in your budget that you want to include next year

Miscellaneous Information If a form has an issue, the group’s signatory

and/or student who filled out the form will be emailed with a message stating the the form is in the “Incomplete Forms” bin on the Treasury office door. Simply fix the error and put it back in the Drop-Off bin

For A/V services, submit the request three (3) weeks in advance

There is a penalty of $100 if your A/V request is submitted two (2) weeks prior to the date of your event

Event Planning Meeting Every Friday at 10:00am, a group having

an event must register with the OCL

This is a way to simplify the process and get feedback from OCL

IDRs can be signed on the spot with the police, facilities, Tufts Catering, etc.

Contacting the Treasury Email: tcutreasury@tufts.edu

Do NOT email us personally, we will NOT respond if you do not email us at tcutreasury@tufts.edu

Office Hours

Shai

Monday – Friday from 1:00pm – 2:00pm

Jack

Monday & Wednesday from 12:00pm – 1:00pm

Tuesday & Thursday from 10:45am – 11:45am

Financial Stewardship Workshop If you are interested, take a handout! Or

email Joe Golia

This is a good way to get training on how to manage a budget

Located in the Campus Center, Room 12

Monday September 28th Noon – 1:00pmOR

Wednesday October 7th Noon – 1:00pm

Final Words of Advice PLAN AHEAD!!! Use the TPM, it is here to

help you!

Sign in if you have not done so already!

Fill out a Signatory Authorization Form!

Attend the Financial Stewardship Workshop!

Create an Inventory List and submit it!