Rutgers University Student Activities Business Office Treasurers Workshop

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Rutgers UniversityStudent Activities Business
OfficeTreasurers Workshop
A leader is one who knows the way, goes the way
and shows the way.
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Todays Session

• Goals
• Treasurer Responsibilities
• Funding
• Your Organization Account SABO Online!

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Goals

• To adhere to the standards and expectations of
  student organization treasurers
• Abide by University, State and Federal
  regulations regarding the use of University
  collected fees
• Read and follow the guidelines outlined in the
  Treasurers Handbook and Allocations Committee
• Introduce the SABO Online System

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Responsibilities

• Review financial feasibility and inform
  organization officers and administrative advisor
  of any income and expenditures
• Ensure all bills and invoices are promptly paid
• Deposit all monies raised on behalf of your
  organization
• Assist in the development of budget and project
  plans represent your organization at budget
  hearings

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Funding

• Funding is determined by RUSA allocations or your
  governing association
• Role of the Student Activities Business Office

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Bookmark us! http//rcsabo.rutgers.edu
Click directly on the SABO Online Icon
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• Sign into the SABO
• system using
• Eden Email
• Password
• Account Number

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• Account Home Page
• Displays
• Line Codes
• Line Balances
• Pending Transactions

GLOSSARY Line Code Numerical code for line
account (i.e 197, Misc. Generated Revenue) Line
Balance Current existing balance Pending
Transactions Check requests transfers that
have not yet been processed in the system
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• Check Request
• Choose check request from menu options
• Complete request form
• a. Input Line Code
• b. Input Transaction Code
• 3. Select advisor approver
• 4. Select yourself as an approver
• NOTE
• Using the approvals menu option on the log-in
  page be sure to approve of your check request
• 5. Confirm check request submit!

GLOSSARY Transaction Code Numerical code and
brief description to detail transaction (i.e
426 Event Catering)
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• Transfer Request
• Choose transfer from menu options
• 2. Complete request form
• a. Input Line Code
• b. Input Transaction Code
• 3. Select advisor approver
• 4. Select yourself as an
• approver
• NOTE
• Using the approvals menu option on the
  log-in page be sure to approve of your transfer
  request
• 5. Confirm check request submit!

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Approving transactions
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Authorization of Check Requests

• Two approvals are always required for all check
  requests
• Can be two organization officers
• Administrative advisor approval sometimes
  required
• Administrative advisor approval required for
• All Cash Advance requests
• All PERR transactions
• All transaction of 300.00 or more
• All requests involving food purchases
• All requests involving gifts, prizes, or awards
• All travel related requests
• All contracted service payments

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What happens after I submit my check or transfer
request?

• Click on Submit (Check/Transfer) Request
• Immediately receive a confirmation containing a
  voucher number (i.e C00001, T0001)
• Email sent to your eden account with a printable
  version
• of the (check/transfer) request in an
  attachment for your records!
• Once the (check/transfer) request is
  electronically approved by both approvers, SABO
  will process the check.
• NOTE Checks will not be released or mailed by
  the SABO without proper documentation.

Be careful to save all original receipts,
invoices, bills, contracts, co-sponsorship
agreements etc. This documentation will be
required to pick up your check.

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Cash Advance

• Cash Advances are encouraged any time funds are
  needed prior to an expenditure being made or
  whenever personal funds are not available
• A cash advance is a check issued to an individual
  or vendor before a purchase is actually made and
  can be made for any amount
• A quote or estimate is preferred for cash
  advances over 300
• To obtain a cash advance submit a voucher signed
  by your administrative advisor
• Original valid receipts and other documentation
  must be submitted to the SABO within 30 days of
  the cash advance. Any unused funds must also be
  deposited into the SABO within 30 days.

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Reimbursement Request
Student should complete the Program Expense
Reimbursement Report (PERR) and attach all
appropriate receipts to the back, have advisor
sign-off submit within 30 days of the expense
Submit to the Student Activities Business
Office at the Student Activities Center at 613
George St. New Brunswick, NJ 08901.
All reimbursements will be processed within 5
days of receipt at the SABO office.
There is no need to do a check request for this
reimbursement.
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Reimbursement Rules

• 300 limit unless pre-approved prior to the
  expenditure. Proof of pre-approved expenditure
  must be in writing or email prior to the
  expenditure
• Receipts vendor name, address, itemized proof of
  payment must be indicated original receipts only

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Dos Donts of Contracts

• Do clearly state the limits of your authority to
  a supplier
• Do obtain your administrative advisors
  authorization
• Do ensure funds are available in your account
• Do use a SABO check to pay for services
• Do use a Rutgers Contract

• Dont sign a contract on behalf of a student
  organization
• Dont rely on verbal quotes
• Dont advertise until the contract is signed

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Dos and Donts of Travel

• Do always obtain your administrative advisors
  approval in writing before making any travel
  arrangements
• Do shop around for the best travel option and
  value
• Do use a University check to pay for expenses

• Dont use your personal credit card or personal
  funds to make travel arrangements for anyone else
  
• Dont use your personal credit card or personal
  funds to make travel arrangements for yourself
  unless approved in writing by your administrative
  advisor

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Food Policy

• All food purchases require approval by the
  Administrative Advising Department
• Food purchased from a University Student Center
  food vendor or Dining Services Catering does not
  require a contract
• When a contract is required
• Ordering cultural food catering for a large event
  being held on campus
• If the event is held in an off campus venue

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Prizes, Awards and Gift Policy

• Documentation for all prizes and awards must
  include
• The purpose of the award, eligibility and
  selection criteria
• Amount of cash value
• Any award valuing 50 or more must include
  documentation detailing each recipients name,
  social security number, home address, phone
  number and affiliation with Rutgers University
• Original receipt must be included
• It is prohibited to use the RUSA Allocations
  funds for the purchase of a gift for a holiday,
  birthday, going-away, graduation, etc.

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Depositing Cash Checks

• All organization funds must be deposited at the
  SABO. No outside accounts of any kind are
  permitted.
• Organization expenses must never be paid from
  cash collected. All cash/checks collected must be
  deposited and then expenditures made by
  University check
• Checks
• Make payable to Rutgers, The State University of
  NJ with the organization name in the memo.
• Checks returned by the bank will be debited from
  your account along with any fees charged by the
  bank

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Deposits continued

• Student Center events and ticket sales
• Money should be deposited at student center the
  night of the event
• Be sure to note organization name, acct., line
  code and event name on Student Center Deposit
  Form
• SABO DEPOSIT SLIP

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Keeping track of your statement!

• Click on statement from the menu options
• Enter the desired From and To dates within the
  current fiscal year
• Click email statement
• Statement will be emailed immediately to your
  eden account

Note Statements do not reflect pending
transactions. Statements reflect only
transactions that have been posted to the account.
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Questions? Send an instant Email!

• Users may send SABO an email through the on-line
  system
• Choose Instant Email from the menu options
• Reach out to us!
• A SABO staff member will respond to your email
  in a prompt manner