Transcript Financial Workshop - Home - William Paterson University

FINANCIAL WORKSHOP
NICOLAI ROBINSON, SGA TREASURER
ROBINSONN7@STU DENT.WPU NJ.EDU
SGA OFFICE SC 319 EX: 3254
JAIME OYOLA, FINANCIAL MANAGER
[email protected]
OFFICE: SC- 321 EX: 2481
EVENTS:
ON CAMPUS
• Know:
Who, What, When, Where
• Free Events Include:
Lectures, Edu. Events,
Game Night, Ect.
• Require a Ticket
Dinner Dance,
Fashion Shows,
Comedy Shows, Ect.
OFF CAMPUS
• Know:
Who, What, When, Where
And Pickup time/Location
• Tickets Required
Students get a discount rate
and before guest.
• Advisor Required
• Bus Service Required
Ticket Price Formula:
Student: If the Price of the ticket is $100 or under:
If the Price of the ticket is $100.01 or over:
Guest:
If the Price of the ticket is $100 or under:
If the Price of the ticket is $100.01 or over:
Total Price/ # of tickets sold x15%
Total Price/ # of tickets sold x40%
Total Price/ # of tickets sold x50%
Total Price/ # of tickets sold x75%
Financial
request
submitted by
Pres/Treas.
P.O
Issued
Meet with
you Advisor
Request
Approved
by SGA
Financial
Manger
Meet with
CASL for
Approval
Attend
Finance
Committee
FINANCIAL REQUEST INFORMATION:
Event Request
Each event you are requesting funds for requires its own individual financial
request.
Vendor Information Required
Common vendors are loaded into the system
Other vendors must be input on the request
PRE-CONTRACTS (will be signed by you and a CASL Advisor)
Lectures/ Speakers
Bands
DJ’s
Other Vendors coming and performing on campus
FOOD FOR EVENTS:
ROOM REQUEST:
All Food for events MUST be supplied by Sodexo
(The school have a contact with them)
All Room Selections must be
confirmed and a verification email.
To Request food for an event,
you must set up an appointment with Hosp. Serv.
And then fill out a food service quote form
You must provide Event Information
Put the Quote information that YOU gathered and
have a copy of
to the online financial request and food service
quote form to SGA
Contact for questions:
973-720-3210
Put the Approved room to the online
financial request and Location form
to the SGA
Contact for questions:
973-720-3243
QUOTE INFORMATION:
-Quotes are required for every item(s) or service
-Consistent with the philosophy of obtaining the best value for general
services or items… clubs/org. should include 3 quotes for items or services
over $600.00
Examples include:
-Bus Service
-Stage/Sound/Lighting
-DJ’s
-Complete Quote Information on-line, however 3 paper quotes (email,
fax, letter) must be attached or submitted to SGA
IMPORTANT (SO STOP TEXTING)
Co-SponsoringFinancial Request Amount
# of Clubs
$0.01 - $4,000.00
1 (One)
$4,000.01 - $8,000.00
2 (Two)
$8,000.01 - $12,000.00
3 (Three)
$12,000.01 - $16,000.00
4 (Four)
$16,000.01 - $20,000.00
5 (Five)
$20,000.01 - $24,000.00
6 (Six)
$24,000.01 - $28,000.00
7 (Seven)
$28,000.01 - and over
8 (Eight)
Time Line Cost
$00.01 $500.00
$500.01 - $5,000.00
$5,000.01 - $20,000.00
$20,000.01 - Over
# of weeks prior to
the activity.
2 Weeks
3 Weeks
5 Weeks
8 Weeks
• Follow up with the vendor and give them
the P.O. number(s)
• Confirm the Date Time and Service
• Major Request (Pre Contact)
Confirm with Jaime on the day of the event
. that he has the check!!!!
• All WPU Services are paid after the event
• Minor Request (SGA Credit Card)(3 hours)
• Bring P.O. number to CASL office and
request to sign out the SGA Credit Card
• Bring back the card and receipts to CASL
Club O.P. Funds
O.P. funds are funds raised independent of SGA funding
(proceeds from a bake sale, donation, etc).
O.P. funds may be accessed by the Club President/Treasurer by
submitting an online request and completing the 5 stage
approval process.
Timing requirements for requesting these funds is the same as
all other funding requests. The only exception are requests
under $250, which can be submitted 1 week before the event.
Other information & tips
Campus Activities will assist you in the planning process
Plan ahead…………….remember 2, 3, 5 and 8 weeks for approval
Students cannot enter into any formal agreements (signing contracts,
agreements, invoices) when using SGA funds
Please submit any contracts, invoices, or other financial information to SGA Financial
Manager
Clubs are not permitted to have off-campus bank accounts (You have an OP account)
-$$$$- Deposits -$$$$- Ticket sales, fundraising proceeds should be deposited with
Financial Manager/SGA Bookkeeper the next business day
If ordering items on-line, please use the SGA office as the mailing address
Post Evaluation Form: You have 3 days to submit the form through Pioneer Life
Please refer to the SGA Financial Guidelines for further information
Violations of the guidelines can result in financial sanction, suspension, or dechartering……..we don’t want that!