Fiscal Management

Office of Student Activities

 

 

Fiscal Management Workshop

 

** Attention student organization leaders**

 

Effective Fall 2009, student leaders are required to view the Fiscal Management Workshop online and pass a brief test about its contents in order to access organizations' funds (SFB, SPF or SGR). Please click HERE to access the presentation and test.

 

Fiscal Management Frequently Asked Questions (FAQs)

 

1. What do I need to have first in order to get reimbursed or pay a vendor?
2. How do I pay a vendor for services or goods rendered?
3. What is the process for requesting a Purchase Order (PO)?
4. What is the process for submitting a Check Request?
5. How do I hire/pay an artist (e.g. DJ/dance) or Speaker?
6. How do I process catering orders for my event?
7. How long does it take for Accounts Payable to process payments and/or reimbursements?
8. How are travel reimbursements initiated and processed?
9. What documents and/or information should I keep track of?
10. What are receipt books used for and where can I get them?
11. How do I deposit money into my student organization's account?
12. How do I complete a Cash Receipt form?
13. How do I make a payment to another organization, club or department within GMU?
14. How do I correct charges incorrectly charged to my organization's account?
15. What documents do I need to use or request to use Motor Pool?
16. What does "Signature Authority" means and who has such authority?
17. Can student organization officials (e.g. President, Treasurer, etc) approve my reimbursements or vendor payments?
18. Are there any deadlines for submitting reimbursement or payment requests after receiving approval from SFB or SPF or even when using SGR?
19. Who can I contact with questions about funding (SFB or SPF) and reimbursements/payments?
20. Where can I download Fiscal Management and other financial related forms?
21. Where do I find a sample copy of how forms should be filled out?
22. What is my organization account number?
23. How do I find out my organization's account balance?
24. Are there any restrictions or limitations for payment requests involving food?
25. Student Activities does not have a record of the documentation I submitted. How can I proof that I did, in fact, submit the documentation?

 

 

1. What do I need to have first in order to get reimbursed or pay a vendor?

 

Before a payment or reimbursement can be made to an entity or individual, your organization must have at least ONE of the following funds available:

 

1. Student Funding Board (SFB)
2. Social Programming Fund (SPF)
3. Self-Generated Revenue (SGR)

(Back to top)

 

2. How do I pay a vendor for services or goods rendered?

 

The University pays for events after the fact, which means that someone in your organization will have to pay the vendor, using his or her own money or club money, and then seek reimbursement using a check request.  Note that tax will NOT be paid, so your reimbursement amount may be lower than what you paid for.  Here are the instructions for submitting a Check Request .

 

Alternatively, several local vendors (e.g. Domino's, Papa Johns, Giant, and Fast Signs) will provide goods and services without payment at the time of the event if a Purchase Order (PO) is secured.  A PO is a promise to pay after the event.  Here are the instructions for submitting a Purchase Order (PO).

 

Note: For ALL purchases of $2,000 or more, a Purchase Requisition form must be submitted to GMU Purchasing Department for approval at least 30 days prior to event.

 

(Back to top)

 

3. What is the process for requesting a Purchase Order (PO)?

 

Purchase Order (PO)

Use a PO if you are using a vendor that wants payment in advance. A PO shows the vendor that funds have been allocated to pay after the event. Local vendors such as Giant, Papa John's, Dominos and Fast Signs will allow groups to submit a PO instead of paying for goods and services.

 

Instructions:

 

• Step 1: Fill out the Purchase Order (PO) Request Form AND:
  • Food & Beverage Form (if purchasing food)
  • W9 Form (if first-time vendor to the University)
• Step 2: Submit all applicable forms to Student Activities  at least 5 days prior to event!
• Step 3: Once your request is processed, a PO will be issued and emailed to the student who initiated the request. Print PO and present it to vendor as promise to pay .
• Step 4: Important: After the event, submit to Student Activities the invoice AND a copy of the PO to our office no later than 5 days after the event.

(Back to top)

 

4. What is the process for submitting a Check Request?

Check Request Form

Use a Check Request form to pay a vendor after your event takes place or to reimburse an individual for SFB-approved expenses and/or expenses you are paying with SGR funds. Accounts Payable will require an original invoice and/or receipts in order to process payment.

 

Instructions:

 

• Step 1: Fill out a Check Request Form OR Food & Beverage Form (if buying food ONLY), AND:
• W9 Form (if first-time vendor ONLY)
• Independent Contractor Evaluation form (if paying an individual ONLY)
• Step 2: Attach supporting documentation:
  • Original invoice and/or original itemized receipts OR
  • Front and back of cleared check from your bank (if paid by check)
• Step 3: Submit packet to Student Activities no later than 5 days after the event.

  Dues only: Attach a list of participants to the check request

 

(Back to top)

 

5. How do I hire/pay an artist (e.g. DJ/dance) or Speaker?

 

Follow these steps carefully:

 

BEFORE EVENT:

• If payment is less than $2,000, submit to Student Activities at least 30 days prior to event.
  • GMU Contract packet** AND a Check Request Form
    
    
• If payment is $2,000 or more, submit to Student Activities at least 30 days prior to event.
  • GMU Contract packet** AND a triplicate Purchase Requisition Form (pick up from SA office)

   

AFTER EVENT : Submit the following to Student Activities no later than 5 business days after event.

• If payment is less than $2,000:
  • Event Evaluation Form
    
    
• If payment is over $2,000:
  • Event Evaluation Form AND vendor’s invoice
    
    

** GMU Contract packet contains contract, W9 and Independent contractor evaluation form.

(Back to top)

 

6. How do I process catering orders for my event?

 

If you plan to have a catered event, you can use the University's on-site vendor, Sodexo, or an approved off-site vendor.

 

On-campus caterer

1. Mason Catering (Sodexo) 703- 993-3020

• Orders MUST be done online: http://catering.gmu.edu/
• No Purchase Order (PO) necessary
• All orders will be sent to the SA Business Manager for approval

 

Off-campus caterers

• Must be an approved caterer. Here is the list of approved caterers .
• Use a Purchase Order (PO) Request Form ( if PRIOR to event) OR
• Use a Food & Beverage Form (if AFTER event) AND:
  • W9 form (if first time vendor to the University only)
  • Independent Contractor Evaluation Form (if paying an individual only)
• Submit all the necessary documentation to the Student Activities Office for processing.

 

 

(Back to top)

 

7. How long does it take for Accounts Payable to process payments or reimbursements?

 

It normally takes Accounts Payable at least 30 days to process payments and/or reimbursements. Some vendors require payment by a specific date, so make sure you take the 30 days into account. Plan ahead!

 

(Back to top)

 

8. How are travel reimbursements initiated and processed?

 

All travel reimbursements must be completed online using the new Travel Request System (TRS) available at https://travel.gmu.edu/

 

• Please download Instructions
• You may not travel without pre-approval from your advisor.
• Submit the following to Student Activities BEFORE travel:
  • Request and Authorization to Travel (from TRS website)
  • Risk Assessment Form – Removes University from any liability
• Submit the following to Student Activities AFTER travel:
  • Travel Reimbursement Voucher (from TRS website)
  • Original (itemized) receipts
• You need to process one reimbursement request per person using the Travel Request System (TRS)
• Signatures:
  • Student signs as "Traveler"
  • Faculty Advisor signs as "Supervisor"
  • SA Business Manager signs as "Approving Official"

 

(Back to top)

 

9. What documents and/or information should I keep track of?

 

• Keep a copy of ALL documents you send to us for your records. If something gets lost or misplaced, you will be required to fill out a new request if you don’t have a copy of your previous request
• Keep track of how much money your organization generates and spends every semester
• If necessary, you can request access to Banner online to look at the activity in your organization account

 

(Back to top)

 

10. What are receipt books used for and where can I get them?

 

They are used every time an organization collects or receives funds from an individual or entity (e.g. dues).

• Receipt books will be available at the Student Activities Office for organizations that collect funds.
• Receipt books must be returned to the Student Activities office within 72 hours after your event has taken place.

 

 

(Back to top)

 

11. How do I deposit money into my student organization's account?

 

Cash Receipts are used every time an organization deposits money into its account.

• Pick up Cash Receipt form from the Student Activities office or Cash Office in person
• All deposits must be made at the Cash Office located in Student Union (SUB I)

 

(Back to top)

 

12. How do I complete a Cash Receipt form?

Click here for a sample on how to fill out the form. Please include your organization name and source of money in the description field.

 

• Bank Number: Is always “01”
• Date: Use current date
• Organization number: Organization’s number (610***)
• Account No: See list of deposit account codes
• Description : Be specific (e.g. Kappa Sigma dues, Swim Club Sponsorship, etc)
• New organizations should request an Organization number from the Assistant Director for Student Organizations so that funds can be deposited in the correct account.

 

(Back to top)

 

13. How do I make a payment to another organization, club or department within GMU?

 

Journal Vouchers ( JVs) can be used for the following:

 

• To transfer funds (for any reason)
• To correct errors (e.g. Charges that do not belong to your organization)
• To process payment from a student organization to another department within GMU (e.g. Psychology Dept)
• Co-sponsoring events between student organizations (e.g. Tango Club transferring SGR to Salsa Club)
• They can be used for single and multiple transfers

 

All JVs must be submitted to Student Activities and approved by the Business Manager

 

(Back to top)

 

14. How do I correct charges incorrectly charged to my organization's account?

 

See answer to Question # 13

 

(Back to top)

 

15. What documents do I need to use or request to use Motor Pool?

 

Important: Organizations that wish to rent vehicles should contact Motor Pool to make arrangements and for vehicle availability

 

• 15 passenger vans (Require training)
• 7 passenger vans
• Cars
• Gas Cards
• Price: $0.40/mile (cars) $0.45(minivans) with $20 base w/ minimum mileage
• List ALL Anticipated Drivers with GMU ID #
• 1st of 3 forms signed by Faculty Advisor
• Contact Person: Rebecca Stone 703-993-2442
• Vehicle Request Form-Submit form to Motor Pool at least 5 days prior to requested date with:
• Requester Name
• Department: Organization name, ext., fax#, msn#, and e-mail address
• Organization number#: 610***
• List of Drivers
• Type of vehicle requested
• Destination Info.
• Bring a copy of approved form to Student Activities.

 

(Back to top)

 

16. What does "Signature Authority" means and who has such authority?

 

IMPORTANT: Organization officers (e.g. Treasurer) may submit reimbursement requests but they CANNOT sign to approve their own payments EVEN IF the organization has self-generated revenue (SGR)

 

• Only the SA Business Manager and SA Assistant Director for Student Organizations can approve expenses, so please submit any and all payment and reimbursement requests to our office
• Signature cards: You are not allowed to fill out a signature card with Accounts Payable. Signature cards can only be filled out in the Student Activities Office after completion of the Fiscal Management Workshop.

 

(Back to top)

 

17. Can student organization officials (e.g. President, Treasurer, etc) approve my reimbursements or vendor payments?

 

NO. Please refer to Question # 16

 

(Back to top)

 

18. Are there any deadlines for submitting reimbursement or payment requests after receiving approval from SFB or SPF or even when using SGR?

 

Submit the following in advance:

 

• Purchases over $2,000 using a Purchase Requisition Form –submit to Student Activities at least 30 days prior to event
• Contracts for artists (e.g. Speakers, DJs, dancers) – submit contract to Student Activities at least 30 days prior to event.
• Request & Authorizations to Travel – submit to Student Activities at least one week before your travel
• Purchase Order Request Form -- submit to Student Activities at least 5 days before your event.

 

(Back to top)

 

19. Who can I contact with questions about funding (SFB or SPF) and reimbursements/payments?

 

For questions about payments & reimbursements:

Barbara Campbell Business Manager

(bcampbe2@gmu.edu)

703-993-2894

 

For questions about SFB or SPF applications:

Sara Morrisroe Assistant Director for Student Organizations & Student Funding Board (SFB)

(smorrisr@gmu.edu )

703-993-2909

 

(Back to top)

 

20. Where can I download Fiscal Management and other financial related Forms?

 

(Requires Adobe Reader)

 

• Check Request Form
• Food & Beverages Authorization Form
• Purchase Order (PO) Form
• Journal Voucher Transfer Form: Single or Multiple
• W-9 Tax Form
• Independent Contractor Evaluation Form
• George Mason University Contract Packet
• Risk Assessment & Release Form (Travel waiver)
• Revenue Refund Form (Use only if SGR available)
• Event Evaluation Form

• Hard copy only – pick up from Student Activities Office
  • Cash Receipt Form
  • Purchase Requisition (PR) Triplicate Form
  • Motor Pool Request

• Travel Forms available online: https://travel.gmu.edu/

 

 

(Back to top)

 

21. Where do I find a SAMPLE copy of how forms should be filled out?

Note: These examples are for student organizations ONLY.

(Requires Adobe Reader)

 

• Check Request Form Sample
• Food & Beverage Form Sample
• Purchase Requisition Form Sample
• Purchase Order (PO) Form Sample
• Cash Receipt Form Sample

 

(Back to top)

 

22. What is my organization account number?

Your organization number always starts with 610 followed by three additional numbers. If you do not know your organization number, the organization President or treasurer can stop by the Student Activities Office in person to get one. Organization numbers will NOT be given out over the phone or by email.

(Back to top)

23. How do I find out my organization's account balance?

Each organization's President or Treasurer should be keeping track of your available balance. If you still have additional questions, please contact the SA Business Manager at bcampbe2@gmu.edu .

(Back to top)

24. Are there any restrictions or limitations for payment requests involving food (e.g. catering)?

Yes. Please use the following maximun amounts per person when requesting reimbursements or payments to vendors for food, including Sodexo:

Arlington, Fairfax and Loudoun counties:

• Breakfast $18 per person
• Lunch $27 per person
• Dinner $46.50 per person

Prince William County:

• Breakfast $12 per person
• Lunch $18 per person
• Dinner $ 31.50 per person

 

EXAMPLE:

If a student organization plans to have 50 people attenting a morning event taking place in Tysons Corner (Fairfax County), the student org should fill out a Food & Beverage Form for an amount not to exceed $900 ($18 per person x 50 attendees). Please note that a Check Request form is NOT necessary when purchasing food. Failure to comply with this limits may result in an underpayment to the vendor.

(Back to top)

25. Student Activities does not have a record of the documentation I submitted. How can I prove that I did, in fact, submit the documentation?

Starting Fall of 2009, students will be required to fill out the SA Document Receipt form, which will serve as proof of document submition. This applies to documents such as application for funding (SFB or SPF), reimbursement or payment requests and additional documentation as requested by Student Activities.

When submitting a form, please make sure you keep the yellow copy of the Document Receipt form for your records.

This will be the only type of proof Student Activities will accept, should we loose or misplace your documenation.

(Back to top)