Transcript Signature Responsibility - University of Massachusetts Amherst

Signature
Responsibility
Center for Student Business
SR Training
learn guidelines & policy for
spending money and holding
events
 be financially responsible for your
business
 represent your co-manager
interests

Center for Student Business
Signature Responsibility Training
Signature Responsibility is
required to:
Submit purchase orders or internal recharges
Schedule meeting rooms
Use a Procard
Submit payroll
Register events
Modify telephones or send snail mail
Submit works orders
Center for Student Business
Signature Responsibility Training
SR Training is for:
Bookkeepers,
 Payroll Managers,
 Procard Holders,
 Consultants
 Orgy Specs
 Co-managers who thinks they
want to take on one of those roles

Center for Student Business
Signature Responsibility Training
Accounts
Each Student Business has a
Revenue account
 Student Businesses are selfsustaining
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Enough revenues are generated
by each Student Business to cover
student payroll and all expenses
Revenues > Expenses
Center for Student Business
Signature Responsibility Training
SGA Constitution & By-Laws
says A Student Business:
Is established and operated by
undergraduate students
 Shall provide goods/services to the
entire University community
 Shall provide educational and
employment opportunities to the
undergraduate student of the
university

Center for Student Business
Signature Responsibility Training
TITLE VII of the Bylaws says a
Student Business will…
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Be open for
operations on a
continuous basis
during Fall and
Spring academic
sessions
Act in accordance
with the Equal
Opportunity
policies of the
University of
Massachusetts
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Supply a copy of
your handbook to
the SGA
Have access to the
CSB computers,
office equipment
and professional
advice
SGA Constitution & By-Laws
Center for Student Business
Signature Responsibility Training
HANDBOOK
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Each business has a handbook with
policies and guidelines
Contains information on hiring, training,
operations and management
Yearly Update due as part of the annual
reactivation on Campus Pulse
Save a copy in your Business file in
PubDir in the CSB computer

Policies may only be changed by vote
Center for Student Business
Signature Responsibility Training
Financial Account
Information
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Financial Records are maintatined using
the same fiscal year as the university
Fiscal Year – July 1st to June 30th
Each business uses Quickbooks software as
a financial management tool
Other ledgers (excel) required in the CSB are
payroll, inventory, register discrepancy file, sales
tracking, vendor ledgers, & procard files
Back-up
documentation
is filed in the CSB –
 Tix
– Vending
& Event Logs
Purchase orders, invoices, credits, deposit slips, credit card
 CD&C – Billing Files for customer jobs
receipts, etc.
 Bike Coop – Purchasing Log

Center for Student Business
Signature Responsibility Training
Financial Accounts are
identified by three series of
numbers
These are needed on Purchase Orders, Payroll,Internal Recharges,
Deposit Slips, Telcom Requests, outgoing mail,Work orders, etc.
Center for Student Business
Signature Responsibility Training
Account Codes
Identifies Categories of Revenues & Expenses
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The state maintains a very long list of
account codes to identify categories of
all revenues and expenses
Refer to the list of account codes when
opening PO’s, IR’s, or making Deposits
University Account Statements (UAS) –
show all monthly income and expenses

arranged by account code
Center for Student Business
Signature Responsibility Training
Revenue Codes for Deposits
People’s Market
Bike Coop
CD&C
Center for Student Business
Signature Responsibility Training
Expense Codes for
Purchases
I am paying for an ad in the Collegian.
735100
Opening a purchase order to
pay for fresh fruit & vegetables
739301
I want to order paper goods from Mansfield Paper
739400
Center for Student Business
Signature Responsibility Training
Purchase Orders - PO
Purchase orders are how the university
does business
Every purchase made by a student group,
 a “PO” is a credit agreement between
university
department, or state agency must
your business and a vendor
 When the university issues a Purchase
have
a paper
trail.
Order, it is
making
a guarantee
to the
vendor of your ability to pay the bill
(Our records will be audited)
 Submit a PO Request Form to CSD

Center for Student Business
Signature Responsibility Training
Purchase Orders
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Your Bookkeeper will maintain a vendor
ledger to track the amount of money
available in each purchase order
Purchasers & Consultants will need to
know how much $ has been spent and
how much $ is still available in your
budget
Bookkeepers track each invoice applied
to a PO
Purchase Orders are valid for one fiscal
year
Ideally, the PO has enough $ to cover a
semester – Increases may be necessary
Center for Student Business
Signature Responsibility Training
Open a PO Before
Purchasing
•University Policy requires that you have a
Purchase Order prior to placing an order.
Example: Sweets ‘N More needs to have their
stove serviced.
•They call the Vendor to get an estimated cost.
•The Bookkeeper opens a Purchase Order with that
vendor.
•Sweets makes an appointment for the service.
•They receive an invoice from the service tech.
•The invoice is given to the bookkeeper to be applied to
the PO
•Payment is made by the university
Center for Student Business
Signature Responsibility Training
Paying Invoices
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The purchase order encumbers funds from
your account
Your bookkeeper submits the invoice for
processing
It is logged & processed by CSD and
Accounts Payable
Treasurer’s Office mails a check to the
vendor
The PO is disencumbered
Invoice payments show up on the monthly
University Account Statement
Center for Student Business
Signature Responsibility Training
Purchase Order
Written
communication
Between
Co-Managers
Center for Student Business
Signature Responsibility Training
CSD Account Specialists
January
Ophelia
Kamran
Center for Student Business
Signature Responsibility Training
Vendor Statements
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Bookkeepers & Consultants
review statements that come
in the mail
They must follow up with the
vendor if an invoice is on the
statement but you have not
received it.
Some vendors will freeze your
purchasing if invoice payments
take too long
Center for Student Business
Signature Responsibility Training
Budget
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Consultants prepare a budget for the
year based on previous financial
information
Steering Committees, Purchasers,
Maintenance Committees,
Bookkeepers, Payroll Managers, etc.
need a copy of the budget to plan
spending
All Capital purchases must be included
in the budget
Center for Student Business
Signature Responsibility Training
Tax Exempt
As part of a state agency, your
business is tax exempt for
purchasing
 Any purchase your business makes
using a Purchase Order or a
Procard will be tax exempt

Center for Student Business
Signature Responsibility Training
Tax Collecting
Bike Coop,CD&C and People’s
Market collect 6.25% sales tax from
customers on non-food sales
 Earthfoods Café and People’s
Market also collect 7.00% meals
tax from non-students

Center for Student Business
Signature Responsibility Training
Capital Equipment
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Please discuss in detail any plans for making
large purchases with the CSB
All CAPITAL EQUIPMENT purchases will
require a budget and presenting a proposal
to the CSB
Research use of Contracted Vendors
We will help you coordinate special services
from the university like: plumbing, electrical,
carpentry, etc.
The Purchase Order should be requested
before November 1st or April 1st to allow for
delivery and set-up while students are on
campus
Requires a Receiving Report
Center for Student Business
Signature Responsibility Training
Sole Source – Exceptions to
Purchasing Policy – Use of
Contracted Vendors
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When a student business spends more than
$5,000 per year with a vendor, a SOLE
SOURCE form is required to be on file in CSD
– Bookkeeper’s Task
Sole Source forms require you to verify that
you have done research regarding the
prices you will pay - Purchaser’s Task
On the form, your purchaser or bookkeeper
localusing
vendors
will
verify
whySupport
you
are
a particular
Socially
Conscious
Vendor
Specialty Items &
Fair Trade
Coffee & Teaif the product is covered
vendor
(especially
Organic products
by a University Contract)
Center for Student Business
Signature Responsibility Training
Procard
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A procard can be issued to one co-manager
from each business and cannot be used by
anyone else.
New cardholders are required to attend a 2 hour
UNIVERSITY PROCARD TRAINING and 15 minute
CSB training
Each Student Business has a policy for using the
procard effectively
See Donna for Record Keeping policy for
procard holders – about 1 hour/month
Center for Student Business
Signature Responsibility Training
Cash Deposits
University policy for cash-handling
requires daily deposits and accurate
record keeping
Union
businesses
make deposits
after 3:30
Student
Teller’s
Hours
9amcan
– 3:30pm
(closed
12:30 by calling Facilities Services or Security.
1:30pm)
Snack Bars:
 All
must
Call
for Cash-Out
an escort fromCommittee
Public Safety formembers
after hours deposits
attend the Cash 545-2121
Out Training
 Standardized procedures for registers
 How to process YCMP or UCard swipes
 How to fill out deposit slips
 Use your CASH BAGS for making daily
deposits.
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Center for Student Business
Signature Responsibility Training
Cash Bank
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The cash bank is a loan that you take
out at the beginning of the semester
so you will have cash for your registers.
You must pay back this LOAN as soon
as you have earned enough cash.
Please document this in your cash-out
files in the CSB.
Student taking out the loan must have
valid SR
Center for Student Business
Signature Responsibility Training
Other Sources of Revenue
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RSO – Internal Recharge (IR)

Any account managed by CSD
• RSO must submit an IR for processing
• Consultant or Biller will review daily IR reports
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Campus Department

Recharge Authorization for
Emphasis: Obtain
Departmental Billing
Signatures
• Blue forms – obtain signature to authorize
Prior to providing
billing
service
Center for Student Business
Signature Responsibility Training
Quickbooks
 Look for this icon
All revenues &
on the start menu:
expenses are
entered into one
GENERAL
LEDGER in
Quickbooks
 Co-Managers
are required to
enter data once
Follow Instructions
a week for opening Quickbooks at each workstation

Center for Student Business
Signature Responsibility Training
Open the
Chart of
Accounts
Click on “General Ledger”
Revenues
Sorted by
Account Codes
Center for Student Business
Signature Responsibility Training
Quickbooks
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Refer to the Financial Manual in the
CSB for details about using Quickbooks
Every Revenue & Expense is entered by
Co-Managers
 Weekly
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Invoices, cashout, procard purchases,
catering jobs, IR’s received or written,
vending revenue – other?
Center for Student Business
Signature Responsibility Training
Monthly Financial
Statements
Your Consultant reconciles
Quickbooks with monthly
University Account
Statements
 Enters overhead expenses
 Meets with bookkeeper &
cashout Co-Managers to
clarify discrepancies
 Presents Financial Reports
at All Staff

Center for Student Business
Signature Responsibility Training
Other Expenses
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Full Costing 7.5% of all Expenses (FY10)
CSB Tax – 1% of revenue each semester
BOB Dues - $75.00 per semester
Monthly cost of phones, internet
connections, UCard Reader rental
6.25% State Sales Tax on non food sales
7.00% meals tax for nonstudents
Shipping or delivery charges (Bike Coop)
Processing Fees for UCard, Credit Card
(CD&C)
Center for Student Business
Signature Responsibility Training
Do not spend CASH
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Use a purchase order or
Procard for all business
purchases
Reimbursement for
purchases without prior
approval are not
allowed under University
Policies
If you have an
emergency purchase to
make, see Donna
Center for Student Business
Signature Responsibility Training
Can We Open a Bank
Account?
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University policy states that you may not
open an outside bank account
All cash (except for the cash bank for
your registers) should be deposited to
your University account on a daily basis.
Tips are deposited on a weekly basis
*roll change in wrappers
At the end of each year, you will
deposit your cash bank and return your
cash bag to CSD
Center for Student Business
Signature Responsibility Training
Due Dates for Information
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Co-managers will come in to the CSB
every week for data entry
There is a monthly fine when data is not
entered on a timely basis
Financial data comes from many
sources- inventory, invoices, payroll,
procard, cash-out , billing & vending
files
Due Date:
7th of each month
Each Co-Manager
needs to be
responsible and be held accountable
Center for Student Business
Signature Responsibility Training
Center for Student Business
Signature Responsibility Training
DUE DATE – Inventory
Data Entry
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InventoryConsultants
is taken
at the beginning
calculate the cost
and endof of
each
semester
beginning
& ending
inventoryas well
as the last dayeach
of month
each month of
business.
The
datawhen
must
be
COGS
is important
creating
a financial statement
entered in the
CSB computer files
Due Date:
th of
by your
co-manager
by
the
7
7th of each month
each month.
Center for Student Business
Signature Responsibility Training
Due Date - Cash Out –
Register Discrepancy
Report
Cash out means the daily revenue
figures for you business. Your Cash-out
co-manager is responsible to come to
the CSB office every week and enter
this data into Quickbooks, the Register
Discrepancy/ Sales Tracking file on
the Public Directory.
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Daily revenues are broken down into
the following categories: Cash, Ucard,
Due Date: YCMP, and Credit Card.
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7th of each month
Center for Student Business
Signature Responsibility Training
CD&C Billing
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CD&C must complete billing files on a monthly
basis to collect money from departments on
campus who can not use an IR
Written authorization for billing must be on file each
year with CD&C (blue forms)
Monthly Updates to RSO Billing Files
RSO Billing and Departmental Billing files must be
completed monthly
Due Date:
7th of each month
Center for Student Business
Signature Responsibility Training
Tickets Unlimited
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Tix is State Mandated to collect and
handle money for all RSO events in the
Student Union and Campus Center
Complex
Tix makes the deposit into the
sponsoring RSO’s account.
Monthly reporting to the CSB is required.
Due Date:
7th of each month
Center for Student Business
Signature Responsibility Training
Tickets Unlimited –
Vending
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Tix manages the vending tables on the
Campus Center Concourse
RSO’s may reserve a table at no cost for
information & fundraising (BOB)
Tables may be reserved by calling Tix
545-0412 or 545-0198
See their website for
policies/procedures
Vendors pay a fee
Due Date:
Monthly Vendor Reports7th
must
be month
of each
submitted to the CSB
Center for Student Business
Signature Responsibility Training
Fines
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Each business will be fined $50.00 if
data is not entered into the CSB
computers by the the 7th of the month:
CASH-OUT - Register Discrepancy,
Quickbooks, Sales Tracking
Inventory – By Business, By Vendor
CD&C - RSO & Departmental Billing
Tix – Monthly Event Log & Vending Log
Center for Student Business
Signature Responsibility Training
Cooperative
Management
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It takes effort from
many Co-Managers
to enter financial
data into the CSB
network
Ask for help from
another co-manager
if you find that you
are going to miss a
week of data entry
Missing a deadline?
Talk to Rosemary

Any fine money
collected goes
into the BOB
account to be
used for the
Student
Business Dinner
Center for Student Business
Signature Responsibility Training
Want to have an event?
All events must be
registered with the
Center for Student
Development; see
Rosemary or work with
an Event Coordinator
(ECO) in the Resource
center.
Center for Student Business
Signature Responsibility Training
Who’s BOB?
The Board of Student Business (BOB)
meets weekly on Wednesday with 2
representatives from each business and
the CSB to discuss
•Campus Outreach
• inter-business concerns
•Fundraising
•Organize annual dinner
•Maintain Student Union Display Window
Center for Student Business
Signature Responsibility Training
Student Payroll
Due in SAITS TIME every Friday at Noon
 Payroll Manager approves payroll by
3pm
Consider hiring students with Work Study
 Maximum 8 hours/day, 20 hours/week
Your business pays 30%
all jobs combined
Work study pays 70%
IdeallytheConsider
Payroll Manager
will be
part of the Hiring Committee.
Direct
Deposit

Potential
reduction in payroll
expense:
$1260to
per
student
Reminder:
New Co-Managers
are required
to come
the
CSB to show
Acceptable forms of ID within 72 hours. Until this is done they are not
authorized to work and cannot be paid.
Center for Student Business
Signature Responsibility Training
ServSafe – Food Businesses
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1 Co-Manager at
food business must
be certified
2 at Earthfoods
All students working
in a food business
must read and sign
the Food Employee
Reporting
Agreement
Standards for safe
food handling -
Receiving
Serving
Prepping
Storing
Cooking
Reheating
Center for Student Business
Signature Responsibility Training
Communications Manager
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Communication/Information
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To and from co-managers, CSB,
university, community, vendors
Retrieve & forward email messages
Campus Pulse
Respond to Voice Mail on your business
http://umassamherst.collegiatelink.net
phone
Check the mailbox in the CSB
Report out at All Staff – Add the
Communications Manager to your
agenda
Center for Student Business
Signature Responsibility Training
Resource Center
314 Student Union
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Pick up paychecks every other Friday
after NOON
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Bring your ID – if not picked up checks
are mailed home
Request Long Distance Phone Codes
Pick up Packages for your Business
Request on-campus Labels or Lists
Reset Passwords for your Student
Business email or Website
Please notify the CSB
 When you change to your passwords – We will maintain a list as a
courtesy to you
Center for Student Business
Signature Responsibility Training
Long Distance Telephone
Code
Campus phones are set up for local dialing only
 Any Co-Manager who needs to make long
distance calls (for Student Business purposes only)
may request a Telcom Code
 Your business will be billed for all calls made using
your code (you must reimburse your business if
you make a personal call by mistake)
 How?
 Forms are available in the Resource Room
 Student Telcom codes are canceled every
Each Business may need a long distance code for
summer

Sending Faxes – apply ASAP
Receive Faxes in the CSB – (413) 577-3353
Center for Student Business
Signature Responsibility Training
Telephones
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Phones are University Equipment – E911
All phone service requests are made
through the Resource Room – TUG REP –
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Phone Equipment Repair or replacement
To Change Password for voicemail
Fees are recharged to your account
Center for Student Business
Signature Responsibility Training
Key Requests – Resource
Room
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Request new keys for offices in Student Union
– ($25.00 - $35.00 per key)
Keys are issued to an individual – using SS#,
Students need to turn in key when they leave
the university – If you are locked out
has
a key to each
business
Complete •CSB
a Key
Request
in CSD
to transfer
In the Student(Tix)
Union
keys to new Co-Managers
•(Resource Room has a Master Key)
If you request to have your locks re-cored,
make sure the new lock is on the same
Master Key ($75.00 plus the cost of new keys)
Notify the CSB to order a new key for your
office
Center for Student Business
Signature Responsibility Training
Key Storage
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Businesses in the Student Union use a lock
to store the key to their business –
Share the combination with your CoManagers
Notify the CSB of the new combination if
you replace your lock - Courtesy
Center for Student Business
Signature Responsibility Training
Worker’s Compensation
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Student Employees are covered by
Worker’s Comp
If a Co-Manager is injured while working:
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Come to the CSB and file an Incident
Report
Before seeking medical treatment (or
within 24 hours following emergency
medical treatment) the employee or
his/her medical provider must call the
state insurer’s Utilization Review agent for
approval of treatment: 1-800-266-7991
Center for Student Business
Signature Responsibility Training
CSB Website

www.umass.edu/rso/csb

Useful information & forms

Frequently Asked Questions
Center for Student Business
Signature Responsibility Training
Honest Business Practices
Student Businesses are committed
to open, honest and fair business
practices
 Among Co-Managers, With
Customers, Suppliers, & University
Community
 When reporting Payroll Hours
 UCard, YCMP, Credit Card

Center for Student Business
Signature Responsibility Training
Winter or Summer Activity
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Businesses planning to be open during nonacademic sessions are required to apply for
approval
Your steering committee must decide on specific
goals and create a budget
Set up a meeting between your steering
committee, your consultant and the Director to
discuss your plans
This is a separate pay period which requires new
Payroll forms
At least one student in each business working
during the non-academic session must have
Signature Responsibility
Center for Student Business
Signature Responsibility Training
Scheduling Rooms for
Meetings
Notify Scheduling if you are
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not going to use a room
you had reserved.
Only a person
Signature
Responsibility
can
Youwith
may
not allow
other
schedule a meeting room in the Campus Center
or off campus
Sign
upOn
forcampus
CSB Conference
Room
for 10
or more
people
Groups
to use your
space
for
small
committee
meetings
Call the scheduling office at 577-1234 or go to
or meeting
their website at:•Seats
8 - 10
room
http://www.aux.umass.edu/events/

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Click on Request a Meeting Room On-Line
Room rental fees are waived for RSO meetings
*Steering meetings need to be held in the Student
Union or Campus Center to allow the director to
attend
Center for Student Business
Signature Responsibility Training
Student Union is Managed
by Facilities Services
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Hang posters on bulletin boards (may
not tape them to walls/windows, etc.)
Space allocation is handled by
Campus Center Scheduling
Must request permission from Facilities
Services to paint or affix anything to
the walls or if you want to paint
Center for Student Business
Signature Responsibility Training
CSB Expectations
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Complete
OPENING/CLOSING
PACKET each
semester
Update the contact
list of co-managers
with email addresses
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READ YOUR
HANDBOOK
Attendance at:
your weekly All Staff
meetings
 Attend CSB trainings,
Your business’ EVALs
Annual Student Business
Dinner
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Center for Student Business
Signature Responsibility Training
Overview
How long is Signature Responsibility
valid? One Year from the date of
certification( this training and a
quiz)
 http://umassamherst.collegiatelink.
net will list
SR holders
Renewal
Options:

 Check
the CSD website
Review
thisout
presentation
on a CSB Computer or
http://www.umass.edu/csd/ and click on CSD wiki
to update your Training Date
forUDrive
more information
Center for Student Business
Signature Responsibility Training