THE
EAGLEÂ SOURCE 2016-2017
PROVIDED BY
SGA STAFF
MEREDITH HONEYCUTT
LAURA ROGERS REECE
SCOTT WILE
BUSINESS MANAGER email: mhoney@emory.edu ph: 404-727-3513
SR. ACCOUNTING ASSISTANT email: laura.reece@emory.edu ph: 404-727-6179
SENIOR OFFICE ASSISTANT email: scott.wile@emory.edu ph: 404-727-9918
Office Located in DUC Eagle's Landing
SILT STAFF LISA LOVEALL
NATASHA HOPKINS
IDIRECTOR email: lisa.loveall@emory.edu
STUDENT ORGANIZATIONS email: natasha.hopkins@emory.edu
CARLA SANDERS
AMBRA YARBROUGH
ADMINISTRATIVE ASSISTANT email: cmsand3@emory.edu
ORIENTATION email: ambra.yarbrough@emory.edu
BECKA SHETTY
FIND US @ DUC E340
EMORY INTEGRITY PROJECT email: rebecca.shetty@emory.edu
ph: 404‐727‐6169
PAYMENT AND PROCUREMENT SERVICES
ALL PAPERWORK IS DUE TO THE SGA BUSINESS OFFICE
404-727-5400 (10am-2pm) email: actspay@emory.edu *Check with Meredith before contacting
Fall 2016: December 2, 2016 Spring 2017: April 21, 2017
GREETINGS FROM SILT DEAR LEADERS, Welcome to the Eagle Source! The Office of Student Involvement Leadership and Transitions (SILT) and the Student Government Association (SGA) have designed this comprehensive resource to serve as a guide for running your student organization. The Eagle Source is meant to help you find information quickly and easily. It is also our hope that this guide will help our student leaders to become proactive in spotting difficulties that may arise with each event. The Eagle Source is divided into 2 booklets: Program & Event Management and The Treasurer’s Handbook. The Program & Event Management section is for President’s and Programmers. This contains descriptions of University, local and state policies and procedures relevant to planning programs at Emory University. This section can also be found on OrgSync. The second section is the Treasurer’s Handbook. This section contains information vital to any student organization treasurer. A small number of Eagle Source for Treasurers booklets are printed at the start of each year and handed out at treasurers’ training. Should any changes or corrections be made to the policies or guidelines contained in either section of the Eagle Source, the most up to date version can always be found on the SILT website: http://www.osls.emory.edu/student_orgs/eagle_source/index.html. We are here to answer your questions! Please stop by the SGA or SILT offices at any time. SGA is located in Eagle’s Landing. SILT is located in DUC Suite 340. You can also chat with a member of the SILT peer consulting team, STEER, who are typically around between 8:30am and 6pm M‐F, excluding the summer break and holidays. The SGA office is open 7:30am‐5:30pm Monday‐Friday. This year we have a new tool to help you manage your organization—OrgSync! Please log in and play around in OrgSync if you have not yet already. We will be in touch with you throughout the year as well, using OrgSync. Contact Natasha Hopkins in SILT if you should have trouble with your Org Sync registration. If you are unable to find what you are looking for in the Eagle Source or on our website, please contact us at studentorgs@emory.edu.
TABLE OF CONTENTS
GREETINGS FROM SGA TREASURERS, Congratulations on being selected as your organization's treasurer! As an organizational treasurer, you are part of a team of over 600 students who are committed to ensuring that their respective organizations receive the resources they need to fulfill their missions. I am delighted to present you with the updated Eagle Source which will aid you in fulfilling your duties. Although it is comprehensive and details many of the processes you will encounter, the Eagle Source may not have answers to all of your questions. We highly encourage you to contact your divisional treasurer, SGA Staff, or myself with any questions you may have.
JASON YU SGA VP for Finance jason.yu@emory.edu
Allied Health
Candler Coordinating Council
Club Sports Council
Sarrah Pitman email: smpitma@emory.edu
TBA email: TBA
Lucas Thompson email: lsthomps@emory.edu
BBA (Undergrad Business)
ESNA (Undergrad Nursing)
Graduate Business
Harrison West email: hwest2@emory.edu
Nicole Amadio email: namadio@emory.edu
James Zhu email: james.zhu@emory.edu
College Council
Graduate Student Council
Graduate SGA
Shujan Valiani email: svalia2@emory.edu
Lucilla Pan email: lucilla.pan@emory.edu
Pooja Ganesan email: pganesa@emory.edu
Grad. Nursing Council
Medical School Senate
Outdoor Emory
Danielle Conn email: dtconn@emory.edu
Anthony Meena email: richard.meena@emory.edu
Craig Kruegar email: ckrueg3@emory.edu
Media Council
SBA (Law School)
SPC
Chengyang Qian email: cqian7@emory.edu
Cortez Adams email: edward.c.adams@emory.edu
Eli Patt email: epatt@emory.edu
Rollins SGA Sosi Papazian email: spapazi@emory.edu
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STUDENT ACTIVITY FEE (SAF) WHAT IS THE SAF? The Student Activity Fee (SAF) is paid once per semester along with tuition by every student actively enrolled at Emory University. The SAF student funds student organizations throughout campus and is allocated to divisions per the Fee Split. The SAF is $92/semester for the 2016-2017 academic year. Events held using SAF funds must be open to the entire student body. Student Organizations must adhere to SGA and Divisional Financial Guidelines. (purchase restrictions, spend caps, etc)
$92
*Each division has specific rules for distributing their allocation of the SAF to student organizations chartered under them.
SGA STRUCTURE
ALL PAPERWORK MUST GO THROUGH SGA 2
SGA FINANCE 101 SMARTKEYS Smartkeys are unique account numbers for student organizations within SGA. Ten digits long followed by a 5 digit account number at the end Treat your smartkey like your bank account number (do not share!) Two types of smartkeys: allocated and self-generated example
0000099999-56100
ALLOCATED
SELF-GENERATED All chartered organizations with funds are eligible for a SG smartkey Organizations can deposit money collected from dues, fundraisers, etc. Funds roll over every year but are reclaimed if there is no activity for 2 years Less restrictions on use as long as spending complies with University policy
For organizations with an allocated charter Smartkey where SAF funds granted by divisions/SGA are deposited Funds do not roll over between academic years All expenditures must abide by the SGA Finance Code (restrictions/caps) Funds cannot be transferred to other university departments
ACCOUNTS
APPENDIX
Accounts indicate what category of purchases you have allocated funds to. Five digit number after smartkey number Helpful for budgeting and planning so you know how much you anticipate spending for each category (account). Examples include Travel (56100), Catering (56515), and Office Supplies (53200) *You can find a list of account numbers in the appendix of this handbook
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SGA FINANCE 101 SGA FUNDING CAPS In order to provide an equal opportunity for all organizations to access Student Activity Fee funds, SGA has implemented funding caps that apply throughout all divisions. Food Cap: $20/per person Travel Cap: $92/per person per trip Retreat Cap: $12/per person *Exceptions to SGA funding caps may be approved under extenuating circumstances. Final approval must be granted by the SGA VP for Finance.
DEPOSITS
IN-DEPTH
To make deposits into your student organization's smartkeys, please ensure that you complete the SGA Deposit Form and adhere to the guidelines below Only checks and cash are accepted. Paypal and Credit Cards are NOT accepted. Separate cash from checks and put all bills and checks of the same denomination together with bills facing heads up and facing the same direction For all fundraising/events where you are charging students, you must receive permission from the SGA VP Finance and deposits must first be made into your allocated account to repay the amount funded by the SAF.
FINANCE CODE The SGA Finance Code governs all finance-related activities for all divisional councils and chartered student organizations. The SGA Finance Code overrides any division-specific policy or governing document. Contact your divisional treasurer for with any questions. You may not sell tickets for events funded by the SAF. All ticket sales must be approved by the SGA VP Finance prior to the event. Self-Generated smartkeys will be forfeited if not used for 2 years. View the Finance Code at: http://bit.ly/1MGPebM
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SGA FINANCE 101 Funds from the Student Activity Fee are never handed out as cash. In order to use these funds, student organizations must claim them by submitting reimbursements or payment requests
USING YOUR MONEY Now that you have money in your smartkey... how do you use it?
PAYMENT REQUESTS
REIMBURSEMENTS
Pay Directly from Smartkey
Pay Upfront, Reimburse Later
PAYMENT REQUESTS
IN-DEPTH
For larger pre-planned purchases, you should submit a payment request so that Emory can cut a check directly to your vendor. Your members will not have to make large purchases and wait for a reimbursement Payment requests take approximately 6 weeks to process! Make sure you attach an invoice and 'SIF' to the payment request Never pay an individual out of pocket for services rendered.
BE RESPONSIBLE As a treasurer, your organization relies on you to be responsible and ensure that accounts are balanced and smartkeys are not overdrawn. You can obtain a copy of your account spreadsheet from the SGA Business Office Overdrawn smartkeys will result in a freeze of all your club's accounts until the debt is repaid (must repay by December 1st or club may be dechartered) SAF funds cannot be used for prizes, gifts, or donations! Raffles, tobacco, and movie rentals are not reimbursable or permitted. Non-Emory organizational bank accounts are strictly prohibited
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SGA FINANCE 101 REIMBURSEMENTS
IN-DEPTH
Sometimes you don't know when and where you'll buy something for your event. You can have your members pay up front and apply for a reimbursement later. You must attach proof of payment (receipt), please do not use cash! You must submit the reimbursement within 2 weeks of the purchase date. You may only reimburse for purchases made during the same semester.
SMALL DOLLAR
COMPASS ACCESS
Reimbursements less than $250pp
Grants SGA authorization
Instant turnaround period for claiming cash reimbursement. Most common reimbursement, easier to process than expense reports. Submit typed form! Receipts cannot add up to more than $250 per person.
The Compass Access Form or 'Proxy Form', grants authorization to the SGA Business Office to submit a check request on your behalf. You will also need to submit this form for expense reports. Max. of 3 'Proxy Forms' per club
EXPENSE REPORTS
Please note that Emorywide finance upgrades will result in changes to payment procedures in November 2016
Reimbursements more than $250pp Two to three week turnaround time for direct deposit/check reimbursement. More complicated process that involves submitting a Compass Access Form & Request for Payment Form.
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SGA FINANCE 101
PREFERRED VENDORS
APPENDIX
Emory requires that student groups purchase from an approved list of vendors unless the product they are purchasing is not offered by any of the preferred vendors. Payment Requests will be denied by the SGA Business Office if a preferred vendor is not used. Visit the SGA Business Office for assistance with making a purchase through a preferred vendor. (appointment needed) All on-campus catering must go through Scott and America To Go. Remember to note number of people who ate, if <10, must include names of participants.
CONTRACTS
IN-DEPTH
A SILT-approved and signed contract is required for processing your payment requests and reimbursements. Contracts cannot be signed by students. They must be approved by SILT at least six weeks before your event date (include a contract coversheet & 'SIF') Make sure you have funds in place before submitting contracts on OrgSync There is a 3-4 week turnaround time for contracts and further 2 weeks for payment processing (contracts must be signed by both parties to request payment)
TRAVEL POLICY Emory has a student travel policy that must be adhered to by student organizations that travel. ($92/person travel cap) You must contact the SGA Business Office before making any travel purchases. If the full amount of airfare is being paid by the club or on behalf of a guest, you must use TBiz. Partially funded travel may be reimbursed but you must attach a partial reimbursement form, but only after travel occurs. All international travel must be registered with SILT. Hotel Folios are required; Airbnb must be approved on a case-by-case basis All documentation must show when and where travel occurred (registration form) For mileage reimbursements, include google map documentation
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IN-DEPTH
SUPPLIER/INDIVIDUAL INFORMATION FORM (SIF) THE SUPPLIER/INDIVIDUAL INFORMATION FORM (SIF) WILL REPLACE THE W-9 FORM. The SIF is only required for setting up new vendors. Send the SIF to your vendor to complete. Club Treasurer Info Vendor Fills Out this Section
Vendor Signature Return SIF to SGA with Request for Payment form & Invoice/Contract Form: http://bit.ly/1MSFR93
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IN-DEPTH
SPREADSHEETS Every smartkey has an associated spreadsheet which details account activity by date and transaction.
1 SPREADSHEET EXAMPLE
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HOW DO I READ IT?
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1. Name of student organization (followed by 'A' for Allocated or 'SG' for SelfGenerated) 2. Division that the student organization is chartered under 3. Unique Smartkey & Dept. # (Separate Smartkeys & Dept. # for 'A' and 'SG') 4. Date of Transaction 5. Account from which funds were deposited or withdrawn 6. Description of Transaction ('from-cont' are funds transferred from a division; a name denotes a member was reimbursed) 7. Debit Amount (Expenditure/Withdrawal) 8. Credit Amount (Revenue/Deposit) 9. Balance after transaction (how much is left in your account)
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IN-DEPTH
PROOF OF PAYMENT
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You must establish proof of payment for any reimbursement you submit. Without proof of payment, no reimbursement can be made.
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IT SHOULD HAVE... 1. Name of vendor (person or company you paid) 2. Transaction date (when you paid) 3. Itemized description of goods or services purchased (need both bill and signed payment receipt for restaurants) 4. Amount paid 5. Form of payment (how you paid â&#x20AC;&#x201C; check, or last four digits of credit card) 2 6. Indication of who paid ( may need credit card statement) Print your credit card statement if you lose your receipt (this is why we don't recommend using cash)
IT SHOULDN'T BE... Invoices are not accepted because they are quotes and not receipts Handwritten receipts (shown right) are not acceptable proof of payment A receipt from a previous semester as reimbursements can only be made during the same semester.
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IN-DEPTH
INSTANT TURNAROUND
SMALL DOLLAR REIMBURSEMENTS (<$250pp)
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ENSURE YOU HAVE PROOF OF PAYMENT (ORIGINAL ITEMIZED RECEIPT) ALL RECEIPTS MUST ADD UP TO LESS THAN $250 PER PERSON FILL OUT THE SMALL DOLLAR REIMBURSEMENT FORM ELECTRONICALLY & TAPE RECEIPT TO BACK
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1. Name of student being reimbursed 2. Payee Student ID Number 3. Division and Club Name (A or SG) 4. Dept. Number (On Spreadsheet) 5. Amount of Reimbursement 6. Dates of Receipets 7. Smartkey # to be reimbursed from 8. Gen. Account to be reimbursed from 9. Legitimate business purpose for reimbursement
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REQUESTER SIGNS AT B. JONES
SGA BUSINESS OFFICE SIGNS
Must collect money within 10 days of SGA approval
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TREASURER SIGNS BOTTOM RIGHT CORNER PAYEE BRINGS TO SGA BUSINESS OFFICE FOR APPROVAL PAYEE SIGNS AT B.JONES CENTER AND RECEIVES CASH REIMBURSEMENT
IN-DEPTH
EXPENSE REPORTS (>$250)
2-3 WEEK TURNAROUND
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COMPLETE COMPASS ACCESS FORM ELECTRONICALLY
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Authorizes the SGA Business Office to request a reimbursement on your behalf
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1. Information of person being reimbursed 2. Address where check should be sent 3. Dept & Smartkey to reimburse from 4. Bank Information for Direct Deposit 5. SGA Staff Names (grants proxy) 6. Submit to SGA (not to accts. payable) *Must have payee hand-sign form
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swile lroge01 mhoney
Form: http://bit.ly/1UiljYW
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COMPLETE REQUEST FOR PAYMENT ELECTRONICALLY & ATTACH RECEIPT Check 'Reimbursement" in the top left corner
6. Name of member being reimbursed 7. Name and Division of Club 8. Date of Purchase, smartkey to pay from, account to pay from, description of purchase, and amount of each purchase 9. Legitimate business purpose for purchases (w/ number of people) *Each Vendor must be listed on separate line
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9 Form: http://bit.ly/1KLWUsX
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SUBMIT BOTH FORMS TO THE SGA BUSINESS OFFICE Compass Access only needs to be submitted once per payee per academic year
IN-DEPTH
CHECK REQUESTS
6 WEEK TURNAROUND
Pay a vendor ahead of time with a check request instead of having to pay out of pocket.
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OBTAIN AN ITEMIZED INVOICE OF PURCHASE & VENDOR 'SIF'.
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COMPLETE REQUEST FOR PAYMENT ELECTRONICALLY & ATTACH INVOICE & 'SIF'
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Check 'Payment to Vendor' or "Payment to Individual'
1. Name of Vendor 2. Name and Division of Club 3. Date of Purchase, smartkey to pay from, account to pay from, description of purchase, and amount of each purchase 4. Legitimate business purpose for purchases (including # of people)
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Form: http://bit.ly/1KLWUsX
SUBMIT PAPERWORK TO SGA BUSINESS OFFICE AT LEAST SIX WEEKS PRIOR TO YOUR PAYMENT DUE DATE
REMEMBER... Checks must be cut directly to the individual performing the service (do not pay out of pocket) Notify the SGA Office if you are paying an Emory staff or student employee member
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IN-DEPTH
INSTANT TURNAROUND
DEPOSITS
Most of the funds in your self-generated smartkey will come from deposits you submit. Remember that you cannot make money off the SAF (all SGA-approved sales must be deposited into your allocated smartkey
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COLLECT ALL CASH AND CHECKS YOU WISH TO DEPOSIT
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COMPLETE SGA DEPOSIT SLIP Ensure you do not mix up your allocated and self-gen smartkeys
1. Club Name 2. Smartkey you wish to deposit into; description for deposit (donations, dues, etc.) 3. Total amount of deposit into specific smartkey 4. Total deposit in checks and in cash 5. Total Deposit (Checks + Cash) 6. Information of person depositing
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4 6 Form: http://bit.ly/1K178QD
SEPARATE CASH FROM CHECKS AND SORT BILLS AND CHECKS IN ASCENDING ORDER WITH BILLS FACING HEADS UP AND THE SAME DIRECTION
SUBMIT FORM AND CHECKS/CASH TO SGA BUSINESS OFFICE. Brinks Security Service picks deposits up from the SGA Office every Weds. morning, deposits must be in office by Tues @ 12pm to be recorded that week
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IN-DEPTH
6 WEEK TURNAROUND
CONTRACTS Contracts are legally binding agreements in which a service is exchanged between two or more parties.
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PREPARE CLEAN COPY OF UNSIGNED CONTRACT (DIGITAL FILE) LOG INTO ORGSYNC AND ENTER STUDENT ORGANIZATIONS PORTAL
CLICK THE FORMS TAB AND SELECT THE CONTRACT REVIEW COVER SHEET
COMPLETE FORM SIX WEEKS BEFORE YOUR EVENT DATE AND SILT STAFF WILL CONTACT YOU. SUBMIT FULLY EXECUTED CONTRACT (SIGNED BY BOTH PARTIES) ALONG WITH REQUEST FOR PAYMENT AND SIF TO SGA OFFICE FOR PROCESSING
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IN-DEPTH
EVENT-PLANNING CHECKLIST Remember to follow these guidelines when planning for events.
Ensure no Divisional Monetary Policy and SGA Finance Code rules are being broken Create a budget that accounts for funding and spending and ensure you have the funds to proceed Submit Contracts and Requests for Payment at least six weeks before event date Understand which items are tax-exempt by visiting the Finance Division website Adhere to deadlines for reimbursements and payments! Ensure that no SAF funds are being used to purchase gifts, prizes, or donations
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ACCOUNTS
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PREFERRED VENDORS
*Must make appointment with Scott Wile for ATG and Staples
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PREFERRED VENDORS
(send e-quote / smartkey to Scott Wile) (charge through bookstore)
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STUDENT AIR TRAVEL
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SUPPLIER/INDIVIDUAL INFORMATION (SIF)
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SUPPLIER/INDIVIDUAL INFORMATION (SIF)
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DEPOSIT SLIP
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PARTIAL REIMBURSEMENT
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BARNES AND NOBLE SMARTKEY PURCHASE
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SGA RELINE
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SGA INTERNAL TRANSFER
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ENTERPRISE CAR RENTAL FORM
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NOTES