student involvement
STUDENT ORGANIZATION
FINANCIAL FUNDAMENTALSGregg Jablonski
Asst. Director – NE UnionsManager of Student
Organization Financial Services (SOFS)
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YOUR ORGANIZATION IS HAVING A:
DANCE, RODEO, CARNIVAL, CONCERT,
BANQUET, PARTY, SPEAKER
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Go to STUDENT INVOLVEMENT For
Event Planning Registration (EPR)ROOM 200 NEBRASKA
UNION 472-2454
ROOM 300 EAST CAMPUS UNION 472-1780
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DO YOU…..Have a friend DJ free of
chargeMust get zero-dollar contract
Hire Jim’s DJ Service for $750Must sign a contract and get
a W-9 for 1099 Tax Purposes
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FLYERSGet cost object number from
SOFS to be charged internallyMake copies at UNL COPY
CENTER Guidelines on where flyers
(table tents) can be distributed from STUDENT INVOLVEMENT
Nebraska Union
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ADVERTISINGDaily Nebraskan Ads can be
billed internallyJust need your SOFS 4-digit
number
Contact DAILY NEBRASKAN
Room 20 Nebraska Union 472-2588
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POSTAGEBulk Mailing Need SOFS Zip Code – 0455
Contact MAIL & DISTRIBUTION
SERVICES1100 N. 17TH St. 472-9970
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Do you need tents?Tables?Trash Receptacles?Electrical Service?Sprinkler system turned off?
Contact LANDSCAPE SERVICES1901 Y St. 472-2679
IS THIS EVENT OUTSIDE?
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NOISE VARIANCEIs your event outside after 10 PM?If so, do you have $50 for a noise
variance?14 day advance notice preferred
Contact LINCOLN-LANCASTER COUNTY
HEALTH DEPT3140 N ST. 441-8000
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ATTENDANCEHow large is the anticipated
crowd?Are non-UNL students invited?What about security?
Contact CAMPUS POLICE
300 N. 17TH ST. 472-3555
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RISKIs there added risk?Do you need liability
insurance?
Contact UNL RISK MANAGEMENT
501 Bldg. Rm. 128 472-8044
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PURCHASING FOOD?Using UNIVERSITY DINING
SERVICES (UDS)No problem!
Making your own?Contact ENVIRONMENTAL
HEALTH & SAFETY
Prepackaged food is OK
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SELLING FOOD?TAXABLE
Prepared foodsIf served with utensilsFountain drinks
NON-TAXABLERoom temperature or coolerNot with utensilsBake sales
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HAVING DRINKS?PEPSI?Must have 10 business days
advance approval
ALCOHOL?75% of people must be over
age 21Need Vice Chancellor
approvals & police enforcement
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DECORATIONSRequest an advance checkHave member purchase, keep all
receipts, and fill out payment request voucher
Contact SOFS222 Nebraska Union 472-5667
314 East Union 472-9630
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T-SHIRTSTAXABLE
Selling for a profitDo not pay tax to vendor
NON-TAXABLESelling at face valuePay tax to t-shirt vendor
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PARKINGDo you need a hooded meter for
your event?Do you want to reserve a
parking lot?
Contact PARKING & TRANSIT SERVICES
Stadium Drive Parking Garage Ste. A472-1800
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TRANSPORTATIONDo you have to rent a vehicle
for your event?If so, then will you also need
Field Trip Insurance?
Contact TRANSPORTATION
SERVICES1931 N. 14TH ST. 472-2422
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ADMISSIONSTAXABLE
Required admission feeSuggested donation amount
NON-TAXABLEFree will donation
Will you need a cash box?
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RAFFLESRaffle tickets are non-taxable
transactionMust keep extra raffle tickets
and winner ticketsGet copy of Raffle Rules &
Procedures
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GROUP TRAVELCan get an advance check
for hotel fees, conference registration, and flights
Must have list of all members going, their NU IDs, and emergency contacts for Field Trip Insurance
Turn in 48 hours in advance of departure
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FACULTY MEMBERSPayments for services must
go through UNL payroll officeReimbursements can be
processed as normal
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MONEY MADEAll money must be deposited
immediately into your RSO’s SOFS account
DO NOT use the money collected to pay for expenses
Deposit all money first, then request reimbursements
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SALES TAXDON’T SHOOT THE
MESSENGER!
See Sales Tax handout
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N-Card UseMembership Dues can be
paid using a student’s N-CardAvailable at both City & East
Campus SOFSMust have 4-Digit SOFS
number to make transaction
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UNL By-LawAll student organizations are
prohibited from opening an outside account on behalf of an organization.
RSO may be funded by affiliated outside entity.
RSO may be funded by a University Department.
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Student Org. Need to KnowsYour four-digit student
organization number is your student organization’s financial identity within SOFS and the university.
Budget Year = Fiscal Year 7/1/09 – 6/30/10
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SOFS PROCEDURESAccount Balance
Confirmation must be returned to stay in compliance
Emails are OK in place of a signature of approval
Training sessions are available upon request
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Treasurer ResponsibilitiesKeep all financial records of
the organization Pay organization bills Collect organization dues Prepare and submit financial
reports to the members
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Treasurer Responsibilities
Cont.Prepare an annual budget Be familiar with SOFS
procedures and policies Advise members on financial
matters (i.e., vendors, ticket selling procedures)
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Key ConsiderationsCash/funds handlingTimely depositsDocumentation of
DisbursementsDisbursement approvalsReview Your Monthly
StatementsAdvisor involvement - keep
them informed
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Critical Control PointTwo signatures are required for all
Payment Request Vouchers – the treasurer or president and the advisor
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If You Suspect Dishonesty In Your
OrganizationAny suspected financial irregularities or shortages should be reported to SOFS management, Operations Analysis, and/or University Police immediately.
Do not delay reporting as delays make investigating the suspected irregularity or shortage more difficult.
Do not confront the individual you suspect; leave this for the professionals at the appropriate time in the investigation.
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LOCATIONSCity Campus SOFS
222 Nebraska UNION402-472-5667
East Campus SOFS314 East Campus Union
402-472-9630
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Questions and
Answers