1 Student Organization Mass Funding Orientation 2016-2017MSU Office of Student Engagement

2 Who are we? Office of Student Engagement (OSE)Mandy St. Aubyn, Funding Board Advisor & OSE Staff 222 SUB Kelsi Slingsby, Funding Assistant Main OSE Office: 222 SUB, across from Ask-Us Student Organization Funding Board 3 ASMSU senators 2 students at-large One still open! Introduce everyone Explain relationship between Funding Board and OSE

3 Congratulations on receiving funding!Funding Allocations Mass Funding 59 clubs applied $306,986 requested 34 clubs awarded money $67,700 allocated Average allocation=$2,200 per club Club Sports Funding $20,900 allocated to 18 Club Sports Congratulations on receiving funding!

4 Register your student organization for 2016-2017Deadline: Sept. 30th If not recognized in , cannot spend money. Register online:

5 Student Organization Leadership Conference Oct. 15TH, 10am-3pm, SUBEach club must send AT LEAST one leader Free to all registered clubs Breakfast and lunch provided Register: montana.edu/engagement

6 Budgets From your application If you proposed in your application, eligible to spend money on up to allocated amount You pick what you will spend money on within that application OSE responsible for carrying out Funding Board’s decisions If need a copy of application, us at Note this is different than last year---most had specific things you can spend money on. This year clubs were given more of a lump sum to spend money on.

7 How to spend your money Reimbursement Bill Pay OSE Credit Card CostcoGas Cards

8 Request for Payment Form

9 Reimbursements An individual or the club pays, we reimburse.Turn in receipts to OSE within 30 days of purchase-the sooner the better! Must be an ITEMIZED original receipt (no photo copies). Exception when an online order or received receipt via . Made to your student organization name, NOT to an individual. Up to your Treasurer or signers on bank account to reimburse the individual once the funds are in your account Set-up for direct deposit W-9 ONCE, unless club name changes Least preferred method Can take up to 6 weeks for check. Paperwork needed: Itemized original receipt Request for Payment Form

10 Itemized vs. Non-Itemized ReceiptsItems and price Date Business name Total ASK FOR! Sub-total or circle “club items” Non-itemized= Credit Card receipts Total and no individual items Need ORIGINAL Receipts!

11 Paying Bills OSE pays bills on your behalf.Examples: Paying a vendor, speaker, someone who provided services to your group, equipment/materials purchased from a business, etc. Speakers/Professional Services If want to pay them before or on the date of their service, must submit invoice to us AT LEAST 6 weeks before event. Often need a w-9 from them. Submit bill/invoice to us ASAP to avoid any late fees. Money will NOT go to your club, directly to vendor. Paperwork needed: Detailed invoice from vendor W-9 from vendor (check with us first) Request for Payment Form

12 Receipt vs. invoice ReceiptIf your club has ALREADY paid for the service/goods MUST say “paid” or balance due= $0 Reimbursement will go to student organization Invoice If your club has NOT paid for the service/goods and want OSE to pay directly to vendor MUST say balance due=$___ Payment will go to vendor

13 On-Campus Vendors who do NOT Auto-BillThese MSU Offices DO NOT Auto Bill: Conference Services/SUB ASMSU (Campus Entertainment, Productions, etc.) Catering Sports Facilities Other MSU services Expenses incurred will be billed to your on-campus address BRING invoice into our office, does NOT automatically get sent to OSE! OSE will pay on your behalf, DO NOT pay Paperwork needed: Detailed invoice from vendor Request for Payment Form Other-could be something from a department, etc. Emphasize that we DO NOT GET THESE DIRECTLY! Their responsibility to bring the actual invoice into us!

14 Copy Cats (Lower level of SUB)Auto-billed to OSE DO NOT pay directly! Will NOT have an allowable amount on there anymore CLUB responsibility to make sure enough in budget to cover Request a copy of bill after making charge—will make a free copy Monthly bill A few days where the sheets are pulled and we have to replace—come to our office in 222 SUB if a sheet is not on file for you. DO NOT need to bring us receipts Will fill out Copy Cats form at end today

15 University Printing (Culbertson Hall)Auto-billed Need to arrange with us ahead of time, will need the index number and pre-approval Do not pay them there Bring receipt to us

16 OSE Credit Card Use If can be ordered online or over the phoneMUST prearrange with OSE Examples: Pre-ordering off-campus food Transportation (Enterprise, flights, etc.) Hotel Credit Card Authorization Forms Conference registration fees Online orders Paying a bill on your behalf if vendor has credit card capability Advantages: Avoid money out of your pocket up front! Vendors are paid immediately, no waiting on a check! Paperwork needed Itemized AND Credit Card Receipts MUST be turned in within 24 hours of purchase Request for Payment Form

17 Costco Orders over $75 Prearrange with us to receive a charge formForm must be returned within 24 hours of purchase Orders under $75 Reimbursement basis

18 Travel Fill out OSE Travel Forms within 10 days before travel Enterprise If funded for transportation, must reserve through OSE. Tip: If use university funds (these funds), automatically have Collision Damage Waiver (CDW) and $1 Million Combined Single Limit (CSL) Liability. Fill out online form. Gas Cards If available Are able to use for personal or rented vehicles Flights If funded for transportation, must reserve on university credit card.

19 Food Tips cannot be over 18%, per university policy.Additional Information Needed: If event is open to the public we need a flyer for the event If it is for a club meeting we need a sign-in sheet with members present or a list of names MSU Catering-SUB Rules If hosted by your registered student organization and is under 40 people, not mandatory to use catering If over 40 people and/or open to the public, must use catering Tips cannot be over 18%, per university policy.

20 Department ConnectionIf club has a connection to a campus office or department, Do NOT have them pay a bill first, bring to us! If splitting costs with an on-campus department or office, please communicate with us so we can coordinate.

21 Bank Account: First InterstateFirst Interstate Bank : 268 SUB, What is required to open an account for a Student Organization with First Interstate? MSU Office of Activities and Engagement Recognition letter Tax Identification Number/Entity Identification Number(EIN)-obtained from the IRS or (SS-4 form required). Two organization representatives must be signers, one of whom MUST be an advisor. Minutes from a recent meeting stating who the current officers are, that a bank account at First Interstate will be opened, and who the authorized signers on the account will be. All signers information is required before the account can be opened (Name, date of birth, social security number, physical address, and 2 forms of identification) Initial deposit of $100.00 Please allow at least minutes for the account opening process

22 First interstate: Changing signersWhat to bring: At least ONE individual who is currently on the account must be present. Account Number Who will be: Remaining on account Staying on account Removed from account Copy of meeting minutes, memo or stating the changes above to the members of the organization All signers will need to provide this personal information: 2 forms of Government-Issued ID (DL, Passport, etc.) Social Security #

23 Employer Identification Number (EIN)/Tax ID Number Free service Request a number Find lost EIN number Step-by-Step instructions are posted on OSE website under “Funded Organizations” Name must match what you wish to have on your bank account NOTE: DO NOT put MSU in front of your name

24 Spending Cheat Sheet Itemized ORIGINAL RECEIPT Bill PayReimbursement Itemized ORIGINAL RECEIPT Bill Pay Detailed invoice from vendor W-9 from vendor if off-campus (check with us first) OSE Credit Card Pre-arrange with OSE Itemized Receipt Credit Card Receipt (if different) Costco Pick-up Costco form from OSE BEFORE Returned Costco Form & Receipt within 24 hours Gas Cards Request use from OSE Original receipts Notes: If food, provide flyer or sign-in sheet

25 Matching Funding Eligible to apply for up to $500Club Sports are NOT NOT eligible for Rolling Apps open on OSE website

26 FAQ’s What if we need to change our budget? Cannot request moreBudget Amendment Request Form PLEASE CONTACT OSE BEFORE FILLING OUT! What if we need to change or cancel an event/program we were funded for? If you are only changing location, speaker name, etc. but the event/need is essentially the same, DO NOT NEED TO FILL OUT FORM! How do we check our balance? Please have a mechanism to track your expenses, or you can contact us. What if we go over budget? Plan ahead! Your group is responsible! Where do I find forms and information? Funded Orgs section on OSE website

27 FAQ…cont’d When do we have to spend the money by?June 16th, 2017 Who can purchase items? Prefer club leadership or advisor How do we turn in receipts? Bring all receipts and paperwork to our main office, 222 SUB, anytime between 8am-5pm. Allot time to fill out necessary paperwork What if we have questions? Contact Mandy or Kelsi

28 COMMUNICATE! Please use OSE as a resource, we are here to help!Funded Orgs webpage

29 Paperwork Direct Deposit (ACH Form) Key is on back of formCopy Cats Only fill out authorized signer(s) names & Club Name Minimum of two signers Direct Deposit (ACH Form) Key is on back of form Attach Voided Check W-9

30 American Society for Engineering Management Art History Society STUDENT ORGANIZATION W9 NEEDED DIRECT DEPOSIT NEEDED Alpha Gamma Delta x American Society for Engineering Management Art History Society Association of Computing Machinery Beta Alpha Psi/Accounting Club Chi Alpha Christian Fellowship Dead Lizards Society Earth Sciences Student Colloquium Enduro Motorcycle Club Engineers Without Borders at Montana State University Kappa Delta Pi International Honor Society in Education Phi Sigma Tau - Philosophy Society Phi Upsilon Omicron- Epsilon Chapter: EHHD Honorary Society Rhapsody A Cappella SAE Automotive Interest Club Society for Biological Engineering Students in Recovery Sustainability Now Cycling Club Men’s Lacrosse Triathlon Club Women’s Lacrosse Women’s Soccer x