Information for Organization Treasurers

The role of the treasurer:
The treasurer is the liaison between the SLUSAF Central Treasurer and the organization’s executive board.  Whenever there are issues you are uncertain about or need assistance with, please contact the central treasurer.

The treasurer’s responsibilities include:

o       Maintaining the finances of the organization: i.e., taking care of requesting and depositing funds, keeping records of all transactions and of the available balance in the organization’s budget, attending treasurer and budget meetings.

o       Budgeting for the following year based on evaluation of the group’s current year performance and needs.

IMPORTANT CHANGE! Budget Statements are now available online and will not be sent out via e-mail. Please look under the "budgets" section.

Check requests:

• Check requests are due no later than Tuesday at 12 noon in the SLUSAF mailbox at the Student Activities Desk (with Timberly Hewitt).

• Make sure that the requests are properly filled out: i.e., the correct budget code is used, a detailed description of funds usage is provided, and a receipt or other appropriate documentation is attached.

• You must use expense codes in making your check requests. The codes can be found here: http://web.stlawu.edu/business/expensecodes.html If the amounts are large and do not belong to the same expense code, you must use different check requests. For example, Room, Food, and Registration fee cannot be submitted as one check request.

• 3 signatures are required: the SLUSAF central treasurer, the organization treasurer, and the organization advisor. The name of the treasurer should be readable.

• If someone is being reimbursed, don’t forget to include his or her social security number.  When the check goes to a company, provide the name and address of the company.

• If you have any questions about check requests, please don’t hesitate to contact Saurabh.

• Any time honoraria are paid, a W-9 form needs to be filled out well in advance.  Please submit the form to the Business Office 2 weeks prior to the event.

• Paying Canadian citizens requires special paperwork, so be sure to contact the Business Office well in advance for the procedure.  They will need a letter and a US Tax ID number (or, if none is available, one will be assigned).

• Yellow Slips are no longer sent out to organizations. If you want yellow slips, please send in a written request VIA CAMPUS MAIL to Saurabh Gupta, CMR 2043.

Local purchase orders (POs):

• Small or large POs can be obtained from Timberly Hewitt at her Student Center desk.

• Don’t forget to bring back the pink, yellow and green copies to Timberly.

 

Credit card:

• One credit card is available at the UC desk for limited use and contingent upon proper identification. The limit on the card is $1000.

 

Cash Advances:

• There will be no cash advances for any SLUSAF funded group. Payment for hotels, equipment, etc. can be made in advance using a check request provided proper receipts are provided.
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Payrolls

• Groups that pay employees MUST contact Saurabh Gupta with a list of name and SSNs of students eligible to be paid. Requests should be e-mailed to sgupt01@stlawu.edu

Fundraising:

• Groups can deposit money into their account by picking up a deposit slip from the Student Activities desk at the Student Center.