Fundraise? Collect club member dues? Receive donations? Apply for grant money? Spend money already in your account?

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1 Does your club plan to... Fundraise? Collect club member dues? Receive donations? Apply for grant money? Spend money already in your account?...then you need a club account!

2 It is HSU policy that all University recognized clubs are required to conduct their financial activities through the University. Associated Students provides this service free to active clubs

3 For returning or new clubs a current year Account Form/Signature Card must be on file in order to conduct financial business. Fill out all lines completely Each club will have a 4 digit account number that is specific to their club *Contact the AS Office if you need to know your account number. If the contact person, advisor or treasurer change mid-year, a new Account Form/Signature Card must be submitted.

4 How to Deposit Money into your Club Account 1. Fill out a deposit slip and envelope from the A.S. office *Fully complete form or deposit may be rejected 2. Keep the Gold copy for your club records 3. White, pink and yellow copies go into a deposit envelope with your cash and/or checks Club treasurer should be making deposits

5 How to Deposit Money into your Club Account 4. Fill out an envelope *We recycle, just cross out any prior information 5. Put deposit into drop box located near the Information Counter *Large quantities of loose change must be rolled. See the AS Office for free coin rolls.* Funds should be deposited into your account as soon as they are received. Checks do expire!

6 Donations Type 1 Cash/Check Donations Cash/Checks are turned in with this form to the Gift Processing Center SBS 285 DO NOT put donations into the normal deposit drop box

7 Donations Type 2 In Kind Donations Include documentation with proof of value Bring form to the Gift Processing Center SBS 285 DO NOT put donations into the normal deposit drop box

8 How to get money out of your club account Clubs are able to pay invoices or they are able to reimbursement individuals on a receipt basis. Acceptable Documentation Vender invoice with details Signed/Dated contract on official letterhead Detailed ORIGINAL receipts showing services received and amount paid Gasoline receipts with gallons purchased and cost per gallon Official conference/registration fee forms Unacceptable Documentation Vender statement Copy of a check Prepaid gasoline receipts(they don t list out details) Credit card statement Order Forms Packing Slips Copies of receipts ** Can not get reimbursed for alcohol purchases

9 Know your account balance BEFORE spending any money. Keep a shadow budget. Maintaining an account register of deposits and expenses for your student organization is highly recommended. *Remember when you have pending charges as well* Your student club members will be held financially responsible when there are insufficient funds to pay university charges. Insufficient funds also affect your organization s standing as a recognized organization. Negative funds = frozen bank account.

10 Acceptable! Fully detailed hotel receipt Unacceptable, ed hotel confirmation

11 Acceptable, detailed gas receipt Unacceptable gas receipt. Prepaid $90.00 but no details on what $90.00 was spent on

12 Unacceptable Why? Receipt is not itemized *Restaurants provide two receipts and both must be submitted together* Acceptable How much would this individual get reimbursed for? Only $28.19, the cash back amount is not to be included

13 Receipts or invoices get attached to a check request and turned in to the A.S. office Treasurer should fill out check requests Must have advisor s signature As long all is in order with your check request... Check requests turned in before noon on a Monday will have checks available by noon that Wednesday. Check requests turned in before noon on a Wednesday will have checks available by noon that Friday. (Assuming all is in order and funds are in your account)

14 Sales Tax Anything purchased for HSU is subject to sales tax and must be reported. All clubs are required to report sales tax. This is a service A.S. provides for clubs. In order to comply with new California tax regulations sales tax (at a rate of 8.75%) must be added to invoices and reimbursements not already including tax. Please come to the AS Office if you think sales tax needs to be added to your check request and they will assist you with that process.

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16 Financial Statements Current Balance in Account as of date on top of sheet, 6/30/15 in this example On a monthly basis a financial statement will be filed into your club mailbox See the AS Office if you have questions how to decipher your statement when it comes in the mail