Student Organizations Treasurer Manual

1. Student organizations must remain in good standing with Ohio University. Breach of Center for Student Engagement and Leadership (CSEL) and/or Ohio University policies or federal, state, and local laws will result in loss of recognition as an Ohio University Student Organization. This loss in recognition includes the freezing of an organization’s financial account. Failure of the president and/or treasurer to attend mandatory student organization training in the fall and spring semesters will also result in the organization’s loss of recognition.
   1. All registered student organizations must maintain their financial account with the CSEL. External bank accounts are strictly prohibited.
   2. If your organization does not have a University financial account set up, please email involvement@ohio.edu for establishment.
2. Organizations may not use external applications (Venmo, square card readers, etc.)
3. It is the responsibility of the treasurer to provide documentation of receipts, invoices, deposit slips, or other financial documents if requested by Ohio University or affiliates. Treasurers should maintain a record of transactions throughout the year.
4. Organization funds cannot be used for the personal benefit of any organization members or the advisor.
5. Petty cash funds are prohibited. 
6. Alcohol and other intoxicants are prohibited uses of organization funds. 
7. In most cases, The CSEL can provide advance payment using a University Purchasing Card (Pcard) for large organization expenditures. This advance payment option is typically available for the following expenditures:
   1. Conference registrations
   2. Transportation reservations
   3. Certain group travel arrangements (e.g. team travel, field trips, etc.)
   4. Magazine subscriptions 
   5. Facility deposits 
   6. Large online purchases Contact the Associate for Student Organization Finances for Pcard use requests.
8. Necessary forms (vouchers, deposit slips, W-9, Supplier Information Forms, etc.) can be picked up at the Center for Student Engagement and Leadership in Baker 355 or on the Finance Forms webpage. The use of other forms is prohibited unless the Center for Student Engagement and Leadership grants permission.  

All registered student organizations are eligible for a financial account with Ohio University. Review the “Account Information” section below to learn how to look up your account number. If your organization does not have a financial account, please email a request for setup to involvement@ohio.edu.  

Student organization accounts are designated by the entity types “10” and “80.” You can think of these entities as “buckets” within your student organization account. These buckets are important for tax purposes. On many university forms requesting your account information, you will have to provide the entity and your four-digit account number. Here is how it is broken down:  

• Entities:
  • 10 entity: Your student organization’s 10 bucket is designated for any funding that comes from the university. This may include funding provided to your organization from SAC or university departments and offices that operate as an entity of Ohio University. 
  • 80 entity: Your organization’s 80 bucket is designated for any funding that does not originally stem from Ohio University or tax dollars. This includes membership dues, fundraisers, and other money sources external to the university. 
• Four-digit account number: On the chart below, the four-digit account code is the “XXXX” under the organization segment of the account string. All student organization account numbers begin with a “79,” so university office’s often only ask for your unique 4-digit account number. As treasurer, it is important to note that this four-digit account code is commonly referred to as your “account number,” although there is a much longer account string (see below).

If your student organization’s full account number is requested, use the account string provided below after identifying which entity you are using. Replace the “XXXX” with your 4-digit account code. 

*If your organization receives or operates with grant funding, the entity is “50.” The Ohio University Foundation is responsible for grant accounting.  

Audits: The Center for Student Engagement and Leadership completes routine audits on all student organization accounts. The CSEL reserves the right to suspend any organizations with negative account balances or with transactions that do not comply with Ohio University policies, federal, state, or local laws.  

Identifying Your Account Number: Your organization’s account number is located on its BobcatConnect page. You can also identify your organization’s account number using Oracle Business Intelligence. Oracle is Ohio University’s finance platform.  

1. Go to the Finance website.  
2. Scroll to the bottom of the page and click Oracle Business Intelligence (OBI). 
3. Sign in using your OHIO ID, click “Dashboard” → “Student Funds Available”
4. Click “Cost Center Lookup” 
5. Insert your organization’s name in the “ORG desc contains any” box and click “Apply”
6. Your six-digit account number (79XXXX) is located under “Organization”  

Account Balance: All student organization finance information is public record, so you have access to see your fund balance. Follow the directions below to access your student organization’s account balance or watch this video. 

1. Go to the Finance website.  
2. Scroll to the bottom of the page and click Oracle Business Intelligence (OBI).
3. Sign in using your OHIO ID, click “Dashboard” → “Student Funds Available”
4. Insert your six digit account number (79XXXX) in both boxes beside “Organization Between” 
5. Once you click “Apply” you will be able to view your student organization’s ending balance.  

Dormant Accounts: If a student organization has been inactive as a registered student organization for three years with no account activity, the CSEL will transfer any remaining funds in the organization’s account to a student organization contingency fund. This fund is used only for programs that benefit student organizations and activities. After extracting the funds, the student organization account is closed. Any funds removed from a dormant account will not go back to the organization if it re-registers after three years of dormancy.   

Student organizations may incur income in a variety of ways, including dues, fundraisers, SAC funding, grants, or other university funding support. If the Treasurer would like to set up a strategy session for income-generating activities, please email involvement@ohio.edu. 

Deposit Slips: Deposits are to be made within 24 hours of collection of money at Chubb Hall on the ground floor. All monies must be counted and sorted. Large amounts of coin must be rolled with the organization’s account number listed on the rolls. Checks may be made out to the student organization and must be endorsed with the 4-digit organization account number. Deposit slips should be completed as follows:  

• Indicate organization name (no abbreviations), account number, and date of deposit. 
• Indicate the amount of currency, coin, and checks. Total the deposit and sign (signature of person making deposit is required).
• Submit the deposit to the Chubb Hall Ground Floor window. Make sure you record the deposit in your organization budget. 
• Money collected during times when the Chubb Hall window is closed can be placed in the night deposit box. The night deposit box is located inside the South Court Street entrance of Chubb Hall. Receipts can be requested the following day.  

Fundraisers: Student organizations are permitted to host fundraising activities. Only registered student organizations may host a fundraiser on campus and/or use university resources. The organization assumes all responsibility and liability for the event. Fundraising must comply with the policies of Ohio University and all local, state, and federal laws and ordinances. Ohio University’s definition of an income-producing project (fundraiser) is as follows: “any project which produces income, including that which involves the sale of tickets; any article of voluntary contribution.” Income-producing projects may include, but are not limited to, bake sales, movies, dances, raffles, contributions, and sale of foods, beverages, or snacks.  

• Collecting monies: Your organization may collect cash for deposit, but you may not use credit card readers or other applications, such as Venmo, for collection.
• Tax ID: Student organizations cannot use the Ohio University Tax ID number for fundraising (this is a common request for fundraisers through Chipotle, Buffalo Wild Wings, etc.). 
• Promotion/Contests: Purchase of promotional items (mugs, shirts, etc.) is a permitted use of your organization’s student organization funds. The event or promotion must be related to promoting a specific and authorized university event, organization, or program. 
• Cash or Gift Certificates: Cash and gift certificates that are easily converted to cash are both considered “cash.” Cash is an allowable gift for students and members of the public only as a contest award (it cannot be used as a payment for service). The contest must be approved by the advisor and organization and must provide a benefit to the organization or university. Recipients of cash prizes must recognize the prize as taxable income. Contact the CSEL with questions. 
• Monies: All monies generated from fundraising events must be deposited in the organization’s bank account at Chubb Hall within 24 hours of collection.  

Senate Appropriations Commission: Student organizations are eligible to apply for funding through the Senate Appropriations Commission (SAC). SAC is "the subdivision of senate responsible for accepting funding requests, evaluating funding requests, and allocating funds for programs & events to registered student organizations at Ohio University" (7.02). Student organizations can apply for the following: 

• New Organization Grant: Newly registered student organizations can apply for a $150 grant. In order to be eligible for this grant, the student organization cannot be more than 15 weeks old. Requirements and instructions are as follows:
  • Attend the mandatory student organization training that takes place at the beginning of each semester. 9
  • To apply, log onto BobcatConnect → On the Senate Appropriations Commission page, go to “Forms” → “New Organization Grant” → Complete the application. 
  • For further SAC assistance, email sac@ohio.edu.  
• Bi-weekly & Semesterly Funding: Student organizations can apply for both bi-weekly and semesterly funding through SAC. To apply for bi-weekly or semesterly funding, the student organization will have to complete the following: 
  • Attend the mandatory student organization training that takes place at the beginning of each semester. 
  • To apply, log into BobcatConnect → On the dashboard, click “Manage” → Click your organization and go into the edit toolbar → “Finance” → “Create New Request” → “Create Budget Request” → Select “SAC Bi-Weekly Funding” or “SAC Semesterly Funding” request process → Complete the application.  
  • For official and up to date guidelines on SAC funding, please refer to the Student Senate Handbook located under “Files” on Ohio University Student Senate’s BobcatConnect page. 
  • For further SAC assistance, email sac@ohio.edu. 
• SAC Audits: SAC performs routine audits throughout the year. Misspent or unused funds will be audited back to SAC. For more information regarding SAC audits, email sac@ohio.edu.  
• Research: Ohio University provides opportunities to faculty, staff, and students who are interested in receiving individual grants for research. 

Disbursement Vouchers: All payment requests must be made by submitting a completed Disbursement Voucher.  Do not under any circumstance pay bills directly with cash collected for dues, social assessments, fundraisers, etc. Before submitting a disbursement voucher, consider the following: 

• The voucher needs to be legible in order to be processed.  
• Completely fill in the date, organization name (no abbreviations), and account number. 
• It is required to indicate the name and address of the payee (person or vendor for which payment is being made).
• Indicate the expense distribution. If you have more than one receipt for the same person/vendor, you can list each receipt total on a separate line.
• List the combined total of all receipts.
• A detailed description of the expense(s) must be listed.
• Attach itemized receipts. Non-itemized receipts or credit card slips are not acceptable.  In special cases where a voucher represents a bill for printing of promotional fliers, a copy of the same is required. 
• Payment for National Membership dues requires a copy of the registration form or a copy from the organization’s National Handbook showing how much dues are per member. 

Once the disbursement voucher is completely filled out with both the advisor and the treasurer signatures and proper attachments, return the form to the CSEL (Baker 355). 

Student Organization Disbursement Attachment Requirements: Depending on your disbursement request, different forms must be attached to your disbursement voucher. Forms may be obtained at the CSEL or on the Finance website. Disbursement vouchers may take up to 30 days to be processed. 

*If your student organization wants to pay a student for a service (DJ, photographer, etc.), please contact the CSEL for specific instructions. 

Checks: It is the responsibility of the treasurer and/or their designees to pick up the checks requested and distribute them to the proper people. Checks are mailed directly to the recipients unless there is direct deposit. If a student has direct deposit previously set up, reimbursements will be deposited directly into their personal account.  

• Voiding Checks: If an organization requests a check and later determines that the check was issued in error, lost, or stolen, the organization must return that check to the CSEL and complete a "Void Check/Stop Payment Request" form. If a new check needs to be issued, the organization needs to re-submit their file copy of the original voucher along with the receipts. 

If a student organization member utilizes their own vehicle for travel, the student may be reimbursed for mileage if the organization approves. Mileage is claimed, but can be reduced to the amount of gas purchased. A student must save their gas receipt and fill out the Travel Expense Report for Students. Any travel liability is not associated with Ohio University if an organization is using their own vehicle.  

Organizations may use a university purchasing card to reserve hotel rooms if they are booking less than 10 rooms. If the number of rooms being booked is 10 or more, then it is considered group travel and requires a contract. The contract can be put through Bobcat Buy with the assistance of  Finance Customer Care to process the reservation.