Gregg Jablonski Asst Director NE Unions Manager of Student Organization Financial Services SOFS YOUR ORGANIZATION IS HAVING A DANCE RODEO CARNIVAL CONCERT BANQUET PARTY SPEAKER Go to ID: 1024427
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1. STUDENT ORGANIZATION FINANCIAL FUNDAMENTALSGregg JablonskiAsst. Director – NE UnionsManager of Student Organization Financial Services (SOFS)
2. YOUR ORGANIZATION IS HAVING A: DANCE, RODEO, CARNIVAL, CONCERT, BANQUET, PARTY, SPEAKER
3. Go to STUDENT INVOLVEMENT For Event Planning Registration (EPR)ROOM 200 NEBRASKA UNION 472-2454ROOM 300 EAST CAMPUS UNION 472-1780
4. DO YOU…..Have a friend DJ free of chargeMust get zero-dollar contractHire Jim’s DJ Service for $750Must sign a contract and get a W-9 for 1099 Tax Purposes
5. FLYERSGet cost object number from SOFS to be charged internallyMake copies at UNL COPY CENTER Guidelines on where flyers (table tents) can be distributed from STUDENT INVOLVEMENTNebraska Union
6. ADVERTISINGDaily Nebraskan Ads can be billed internallyJust need your SOFS 4-digit numberContact DAILY NEBRASKANRoom 20 Nebraska Union 472-2588
7. POSTAGEBulk Mailing Need SOFS Zip Code – 0455Contact MAIL & DISTRIBUTION SERVICES1100 N. 17TH St. 472-9970
8. Do you need tents?Tables?Trash Receptacles?Electrical Service?Sprinkler system turned off?Contact LANDSCAPE SERVICES1901 Y St. 472-2679IS THIS EVENT OUTSIDE?
9. NOISE VARIANCEIs your event outside after 10 PM?If so, do you have $50 for a noise variance?14 day advance notice preferredContact LINCOLN-LANCASTER COUNTY HEALTH DEPT3140 N ST. 441-8000
10. ATTENDANCEHow large is the anticipated crowd?Are non-UNL students invited?What about security?Contact CAMPUS POLICE300 N. 17TH ST. 472-3555
11. RISKIs there added risk?Do you need liability insurance?Contact UNL RISK MANAGEMENT501 Bldg. Rm. 128 472-8044
12. PURCHASING FOOD?Using UNIVERSITY DINING SERVICES (UDS)No problem!Making your own?Contact ENVIRONMENTAL HEALTH & SAFETYPrepackaged food is OK
13. SELLING FOOD?TAXABLEPrepared foodsIf served with utensilsFountain drinksNON-TAXABLERoom temperature or coolerNot with utensilsBake sales
14. HAVING DRINKS?PEPSI?Must have 10 business days advance approvalALCOHOL?75% of people must be over age 21Need Vice Chancellor approvals & police enforcement
15. DECORATIONSRequest an advance checkHave member purchase, keep all receipts, and fill out payment request voucherContact SOFS222 Nebraska Union 472-5667314 East Union 472-9630
16. T-SHIRTSTAXABLESelling for a profitDo not pay tax to vendorNON-TAXABLESelling at face valuePay tax to t-shirt vendor
17. PARKINGDo you need a hooded meter for your event?Do you want to reserve a parking lot?Contact PARKING & TRANSIT SERVICESStadium Drive Parking Garage Ste. A472-1800
18. TRANSPORTATIONDo you have to rent a vehicle for your event?If so, then will you also need Field Trip Insurance?Contact TRANSPORTATION SERVICES1931 N. 14TH ST. 472-2422
19. ADMISSIONSTAXABLERequired admission feeSuggested donation amountNON-TAXABLEFree will donationWill you need a cash box?
20. RAFFLESRaffle tickets are non-taxable transactionMust keep extra raffle tickets and winner ticketsGet copy of Raffle Rules & Procedures
21. GROUP TRAVELCan get an advance check for hotel fees, conference registration, and flightsMust have list of all members going, their NU IDs, and emergency contacts for Field Trip InsuranceTurn in 48 hours in advance of departure
22. FACULTY MEMBERSPayments for services must go through UNL payroll officeReimbursements can be processed as normal
23. MONEY MADEAll money must be deposited immediately into your RSO’s SOFS accountDO NOT use the money collected to pay for expenses Deposit all money first, then request reimbursements
24. SALES TAXDON’T SHOOT THE MESSENGER!See Sales Tax handout
25. N-Card UseMembership Dues can be paid using a student’s N-CardAvailable at both City & East Campus SOFSMust have 4-Digit SOFS number to make transaction
26. UNL By-LawAll student organizations are prohibited from opening an outside account on behalf of an organization. RSO may be funded by affiliated outside entity.RSO may be funded by a University Department.
27. Student Org. Need to KnowsYour four-digit student organization number is your student organization’s financial identity within SOFS and the university.Budget Year = Fiscal Year 7/1/09 – 6/30/10
28. SOFS PROCEDURESAccount Balance Confirmation must be returned to stay in complianceEmails are OK in place of a signature of approvalTraining sessions are available upon request
29. Treasurer ResponsibilitiesKeep all financial records of the organization Pay organization bills Collect organization dues Prepare and submit financial reports to the members
30. Treasurer Responsibilities Cont.Prepare an annual budget Be familiar with SOFS procedures and policies Advise members on financial matters (i.e., vendors, ticket selling procedures)
31. Key ConsiderationsCash/funds handlingTimely depositsDocumentation of DisbursementsDisbursement approvalsReview Your Monthly StatementsAdvisor involvement - keep them informed
32. Critical Control PointTwo signatures are required for all Payment Request Vouchers – the treasurer or president and the advisor
33. If You Suspect Dishonesty In Your OrganizationAny suspected financial irregularities or shortages should be reported to SOFS management, Operations Analysis, and/or University Police immediately. Do not delay reporting as delays make investigating the suspected irregularity or shortage more difficult.Do not confront the individual you suspect; leave this for the professionals at the appropriate time in the investigation.
34. LOCATIONSCity Campus SOFS222 Nebraska UNION402-472-5667East Campus SOFS314 East Campus Union402-472-9630
35. Questions and Answers