Transcript Office of the Student Treasurer

Office of the Student Treasurer
and
Student Finance Committee
present
Treasurer’s Night
September 21, 2008
Officers
Treasurer:
Assistant Treasurer:
Controller:
Assistant Controller:
SFC Coordinator:
Office Assistant:
Office Assistant:
Tech Manager:
Lilia Andonova
Jake Rathjens
Asishana Osho
Peter Kim
Cole Hershkowitz
Cara Lawler
Luke Herrine
Harris Lapiroff
Contact Us
• Office Hours: Monday-Friday 12:30-1:30 PM
• Email: [email protected]
• Phone: (440) 775-8119
What is SFC?
• Mission
• SFC Structure
• Administrative Support:
Advisor:
Senior Accountant:
Contract Writers:
Eric Estes
David Laczko
Tina Zwegat
Getting Started
• Forms in Wilder Office
• Authorization Form
• Marked-up budget
Important Departments
•
•
•
•
•
•
Student Union
Wilder Desk
Controller’s Office
Purchasing Office
Printing Services
Local Vendors
Major Functions
• Budget Allocations
• Ad-hoc Allocations
How are dorms different?
• Fixed allocation based on the number of
residents in the dorm
• Don’t have to write up budgets
• Often engage in support of other events,
therefore HAVE to maintain good records
• Unused funds during the year typically
roll over to the next one
The Forms
• Request for Payment Form
• Requisition for Purchase
• Local Vendor Form
The Forms (Cont’d)
• No staples (Only paper clips)
• The bottom copy is ALWAYS yours.
• Keep in mind that forms take two business days to
process and checks are only cut out on Monday and
Wednesday.
• EVERY form must have a receipt, invoice, bill or
contract.
Request for Payment Form
Request for Payment Form
(cont'd)
• Reimbursements
• Honorariums (Contracts)
• Transfers (from Dorms)
Kept in the SFC office and
the first floor of Wilder.
Request for Payment Form
(cont’d)
• For forms totaling $25 or less…
In order to receive your reimbursement,
please pick up the forms from outside
the SFC office. Take them to the
Student Accounts Office in Carnegie
along with your OCID. The receptionist
at the window will give you the money in
the form of cash.
Request for Payment Form
(cont’d)
• Forms for trips
– These must submitted TOGETHER
Request for Payment Form
(cont’d)
• Gas Reimbursement
– Reimbursements will be made according to
mileage. The current rate is BLANK
– With your form, you should include:
• A statement of sorts to show how far you have
gone (itemize to reach the total amt. to be
reimbursed)
• Receipts for gas must still be included!!
Requisition for Purchase
Requisition for Purchase
(cont'd)
• Bulk purchases
• Catalog purchases
• Online purchases
controller’s building.
Local Vendor Forms
Local Vendor Forms (cont'd)
• Purchases from businesses in Oberlin
• Although these can be used before they are
signed by an SFC treasurer, caps still apply
and we expect you to talk with us before you
use the form.
• $250 max
Kept in the SFC office, but filled out at time of
purchase.
Transportation Forms
• Vehicle rentals.
• Used to confirm that funds in the
account are sufficient to rent a vehicle.
Available in SFC office, but filled out in
the transportation office.
Cash Advance Forms
• Used to withdraw cash from the
account.
• ONLY used when ABSOLUTELY
necessary
• Can only be used twice every academic
year.
Available in SFC office and filled out there
Important Do’s and Don’ts
• Payments to individuals MUST include Tnumbers or SSNs.
• Let people know that if they are on college
payroll, money is likely to be incorporated into
their paychecks.
• DO NOT pay an individual directly for
services.
• DO NOT spend organization funds on gifts.
• DO NOT type up contracts yourself.
Form Processing
Day of Submission
• The FULLY COMPLETED form is brought to the SFC office.*
• The controller checks the forms to make sure that the group is using
funds as approved by the SFC in the MARKED UP BUDGET.
• One of the treasurers signs the form.
• David Laczko receives the forms at the end of the day.
Following Monday or Wednesday
• Forms get processed at the controller’s office.
• Payment is sent out.
* Forms received after office hours are processed the following day.
QUESTIONS?