Informational Presentation - Marist Clubs and Organizations

Report
Fall 2010

Allocation & Re-Allocation Process

Financial Paperwork/Forms

New for 2010-2011

Reminders

… already happened (held at the end of each semester;
approximately 10 days)

Clubs initially request funds for upcoming events

Allocations have been reviewed by the Financial Board and
the Director of Student Activities, and returned to Club
Mailboxes (Located in the Council of Clubs Room)

Not all late and/or incomplete Allocations were reviewed last
semester. If you are unsure of whether or not your Allocation
has been reviewed, please contact me as soon as possible

Submit TWO copies:
-1 hard copy with all of the appropriate signatures to the CFO
Mailbox in the SGA Office (SC347)
-1 electronic copy (sent to [email protected] )

Excel documents can be found on the Club Flashdrive or on
iLearn (Clubs/Organizations →Resources →Financial Guides)

EVENT DESCRIPTIONS SHOULD BE AS SPECIFIC AS
POSSIBLE! (Date, time, place, unit costs, expected # of
attendees, etc.)

More instructions (including complete guidelines which
indicate what can and cannot be allocated for) are available in
the “Financial Handbook,” the document’s cover page, and
on the Clubs/Organizations iLearn site

… is happening now! (held during the actual semester)

Clubs are given a second opportunity to acquire funds which
were included in the original allocation, but not approved
by the Financial Board

Please read the Financial Board’s comments and re-allocate
accordingly

Use the handout from the iLearn site for complete list of
steps (“How to fill out an Allocation Budget”) if you need help
with the form. You can also contact any member of the
Financial Board 

Emergency Allocations: KEY WORD- “EMERGENCY”

If your club did not submit a budget during Allocation period,
it MAY be considered during Re-Allocation period, at the
discretion of the Financial Board

A letter explaining the reasons for not submitting an
Allocation last semester or requesting a meeting with the
Financial Board will be helpful in order to obtain funds

SPORTS CLUBS, don’t worry if you are still unsure of how
much money you have been given- you will be updated by
McCann Staff as soon as more information is available
The following forms can be found in the SGA Office:

Petty Cash

Check Request

Purchase Order

Used for requests $50
and UNDER

Can be used in
advance of purchase
or as reimbursement
following purchase

Used for requests OVER $50

Can be used in advance of
purchase or as reimbursement
following purchase

Circle the type of request it is at
the top of the form

Used for ordering supplies or services rendered

Requests for purchase orders must be made prior to the
items being purchased

Payment goes directly to supplier

Also found in the SGA Office

Marist College has a contract with Sodexho- you MUST
contact them for your catering needs first since they have
“first rights of refusal”

Food may be purchased elsewhere if…
a) Sodexho cannot match the competitor’s price after a
separate quote/invoice has been presented
b) Permission from a Catering Manager is given

THIS POLICY WILL BE STRICTLY ENFORCED

Student Activity Fee (Paid in tuition, must be used in the
same fiscal year!)

SPEND YOUR MONEY! (Failure to hold planned events will
result in a notification to Club Affairs and future penalties)

Money in the accounts will not necessarily carry forward… so
you MUST spend all leftover money prior to the end of
the year!!!

THIS IS EXTREMELY IMPORTANT

Plan ahead in order to avoid scheduling conflicts and meet
deadlines ( A “Check Processing Schedule” is posted in the
SGA Office and on the Business Office Website)

Remember to fill out an event evaluation (club website) form
after it takes place

Changes in spending intentions must be approved by the
Financial Board (send an e-mail well in advance)

Checks must be made payable to Marist College

Do not hold onto cash or checks

Checks are preferable over cash

Deposit Hours:
Business Office……………….…..…Weekdays 8:00AM-4:00PM
College Activities…………….....…Weekends and after 4:00PM

Remember to read the “Club Tip Tuesday” and be aware of
important dates and deadlines

Use a tax exempt form from College Activities and present it
at the time of purchase (only works for in-state purchases)

Do not use a credit card! YOU WILL NOT BE REIMBURSED!

Turn in all receipts and paperwork as soon as possible!
(Attach original copies to the Petty Cash Slip/Check Request)

Make copies of your receipts!!!

Keep accurate records and KNOW YOUR ACCOUNT
BALANCE!

Complete a Re-Allocation Budget if necessary

Begin preparing for your club’s transition

Feel free to email me at [email protected] with any
questions or concerns
Mondays.................................................2:00PM-4:00PM
Tuesdays.................................................2:00PM-4:00PM
Thursdays...............................................2:00PM-4:00PM

similar documents