Financial Guide for Student Organizations

FINANCIAL SERVICES CENTER GUIDELINES FOR STUDENT ORGANIZATIONS

Office of Student Life
200 Houston Hall, 898-6533
(Revised August 2008)

Description of the Financial Services Center
Student Organization Registration
Record Keeping Requirements
SAC Online Budget Tracking System
Financial Training
Financial Policies and Forms
Section I: Budgets and University Services
Section II: Receipts and Documentation
Section III: Reimbursements
Section IV: Travel and Entertainment
Section V: Purchasing Card (PCard)
Section VI: Purchase Orders
Section VII: Contracts
Section VIII: Small Bills, Duplicating, Subscriptions
Section IX: Payments to Individuals
Section X: Guest Speakers/Performers
Section XI: Deposits to Accounts
Section XII: Vending/Charitable Contributions
Section XIII: Keys to Student Offices
Resource Directory

Financial Services Center

The Office of Student Life (OSL) Financial Services Center (FSC) administers the budgets of all student groups under the Undergraduate Assembly (UA), the Social Programming and Events Committee (SPEC), the Graduate and Professional Student Assembly (GAPSA), and the Student Activities Council (SAC) with the exception of the following groups: the Sports Club Council, WXPN Sports and groups affiliated with the Music Department. The OSL FSC is located in Room 200 Houston Hall and consists of a Manager and three Financial Advisors. (See Directory at end.)

Each student organization has been assigned a primary financial advisor (FA). This individual will be responsible for all financial transactions, records for her respective groups. However, if your FA is not in, please feel free to address your questions to any member of the FSC. A list of groups and financial advisors is available via the SAC web page and is also posted on the OSL bulletin board.

Registration

All organizations are required to register with the OSL at the beginning of every academic year. You can register on-line at http://www.vpul.upenn.edu/osl/register.html.

Record Keeping

All student organizations are required to keep financial records and to know and follow the rules and regulations of their overseeing organization (the UA, SAC, SPEC, GAPSA or GISAC). All questions about these rules and regulations should be addressed to the responsible individuals and committees. Your FA is responsible for processing your financial transactions; you are responsible for spending your funding appropriately.

SAC Online Budget Tracking System

SAC and UA groups can check their budgets via SAC Online at http://sac.students.vpul.upenn.edu/login.asp. New treasurers must obtain their group's password from the outgoing treasurer; if your group has never received a password, see Rodney Robinson in the OSL. SAC Groups: take all questions regarding budgeted amounts, carryover or spending policies directly to SAC Exec. If you think an entry has been placed in the wrong category, duplicated or omitted, check with your FA first. SAC Online does not replace record keeping by group treasurers.

Financial Training

Since all pertinent information can now be found on the web, we expect student treasurers to educate themselves. Twice a year (October and February), all registered treasurers will receive a letter (via email) explaining what we expect of them. The number one item is to review these guidelines and SAC or GAPSA policies.

Financial Policies/Forms

Policies described below are University-wide and govern all funds held in University accounts including revenues deposited into these accounts.

All forms referred to in this document can be found in hard copy in the OSL and in digital form on the Policies and Forms page.

SECTION I: BUDGETS/UNIVERSITY SERVICES

Budgets/Fiscal Year: Budgets are allocated according to the University's fiscal year, July 1st through June 30th. Financial business must be completed by the end of the academic year to allow for fiscal year closeout.

University account numbers: All funds allocated to student organizations are held in a University account. This allows University departments to debit (or credit) your account for goods or services. Please have departments requesting your account number contact your FA; account numbers will not be given to students.

University departments that direct bill your account are:

Penn Student Agencies - bus rentals, postering service to name a few.

Penn Bookstore and The Computer Connection - requisitions are available from your FA. You will receive a 10% discount and tax exemption at The Bookstore and tax exemption at The Computer Connection. (They also give the discount/tax exemption on Purchasing Card (PCard) transactions.)

SAS Multi-Media Services (Basement, DRL) - to rent movie and slide projectors, PA systems, etc.

Room Reservations - The Office of the Perelman Quadrangle and VPUL Facilities oversees the reservation process for the Perelman Quadrangle as well as a variety of student performing arts, multipurpose, and campus green spaces as well as for the University's 200+ central pool classrooms. The Office coordinates all associated special event services including security, housekeeping, audiovisual and rental and provides oversight for a portion of VPUL non-academic facilities projects. The room reservation form is available on line at http://www.vpul.upenn.edu/perelmanquad/reserve/reserve.php. Be aware that although registered student organizations are not charged room rental fees, they may incur other expenses such as housekeeping, table rental, audio/visual or electrician fees.

The Daily Pennsylvanian - SAC Groups are NOT funded for DP ads. Currently funded groups are listed with the DP; you just need to identify yourself as belonging to an undergraduate or graduate activity administered by the OSL. Bills are forwarded to your FA and will be paid automatically upon receipt.

Hotels for guest speakers-see Section X.

SECTION II: RECEIPTS/DOCUMENTATION

All original, itemized receipts are required.

Sales tax will be deducted from all receipts except travel and entertainment.

If an individual's name appears on a receipt or a cancelled check, then reimbursement must be made to that individual.

Travel and Entertainment: (Please see Section IV for special requirements for the documentation of travel expenses.)

SECTION III: REIMBURSEMENTS

All forms referred to here are available online.

Before you make any purchase, ask yourself, "Should this be handled by Purchase Order?" (See Section VI.) And "Could this be paid for by PCard?" (See Section V.)

WARNING: Certain expenditures should NEVER be handled as reimbursements:

Payments to individuals for services including honoraria (speakers), disc jockeys, musical performances, etc. The University will NOT reimburse you for payments made to individuals for services or honoraria. (See Section IX). Turnaround time is thirty days.

All reimbursements over $25 will be made by check. All checks will be mailed directly to the payee (allow three to four weeks) or by Electronic Funds Transfer. Individuals who have signed up for direct deposit through Payroll will have their reimbursements directly deposited into their bank accounts. You can check the status of your reimbursement in U@Penn. Go to the Payroll section and click on My Reimbursements.
Petty Cash is available for reimbursements under $25 or so. Bring receipts to Rozell Jackson in the OSL.
All Travel and Entertainment (food, etc.) expenses must be accounted for on a Form C-1, Travel and Entertainment Expense Report. Amounts under $25 will be reimbursed by Petty Cash. (See Section IV for Travel and Entertainment policies.)
Gifts/Prizes: It is no longer allowable to buy gifts for students, staff, faculty, or speakers, etc. This includes prizes that are given for a competition or as door prizes. Cash prizes may still be awarded to winners of competitions; a University check must be mailed directly to the individual.

SECTION IV: TRAVEL AND ENTERTAINMENT

SAC Groups: review SAC policies on travel (and your budget brief).

The University PCard cannot be used for travel expenses other than conference registration. It may be used for entertainment expenses--but only for take-out food and supplies like cups and napkins, etc. The PCard may be used for registration fees and gasoline for rental cars only.

See also http://www.finance.upenn.edu/comptroller/travel/ to view all University travel policies and guidelines.

Travel and/or Entertainment Reimbursements-Receipts/Documentation

All travel and entertainment expenses over $25 must be accounted for on form C-1, Travel and Entertainment Expense Report. Entertainment expenses also require form C-1A (the second sheet of the C-1 form). Reimbursements under $25 will be made by petty cash. (See Section III.)

All students must also fill out the Contract for Personal Services for all travel and entertainment reimbursements.

In addition to the Contract for Personal Services, international students must submit copies of their passport, visa and I-94 card, and fill out the Foreign National Information Form.

Airfare, Rail, Bus: ticket stub/passenger coupon only. From the Travel web page: "If a traveler purchased an electronic ticket (from a travel agency or on the web), they should request a "passenger receipt coupon" be issued at the time of check-in at the airport. If they neglected to do that and an original passenger receipt coupon is not available, they will need to provide some proof of purchase such as a credit card receipt or itinerary/ invoice, AND boarding passes issued at the time of travel to provide the necessary documentation that the trip occurred."

Gasoline receipts may be turned in for cars rented through or owned by the University only. For personal car use, submit mileage. The current mileage reimbursement can be found on the travel web page.

Lodging: itemized hotel receipt only.

Submit a list of all travelers if you are reporting travel expenses for individuals other than the payee.

Reservations for air travel for members of your group or guest speakers/performers may be made with American Express Travel (8-9439) and charged to your group's account. There will be a $35 fee for each ticket. Amtrak: you or your FA can book rail travel directly through Amtrak with her PCard and print the tickets at the Houston Hall Amtrak kiosk.

Making reservations with American Express:

Step One:
Give your FA details of your travel plans.

Step Two:
Identify yourself and say that you are from Student Life.
Give the traveler's name, dates, times, destination, etc.
State requested ticket delivery date and address.
Provide the name and fax number of your FA.
Make note of the counselor's name and the reservation code.

Step Three:
Once the reservation is completed, the American Express agent will fax a copy of the Itinerary to your FA who will review the reservation and fax the authorized itinerary back to American Express.

NOTE: Only coach air and rail fares are appropriate. If you must make first-class or Metro-Club accommodations, you must submit written justification to your FA.

Arrangements made with travel agencies other than American Express will not be honored. Bills submitted will not be paid.

Chartered buses can be arranged for through Penn Student Agencies or by Purchase Order.

Cash advances up to $200 may be obtained for travel or entertainment expenses only. (In general, 'Entertainment' refers to any event where food is served.) Original receipts must be submitted with a C-1 (and C-1A form for entertainment) within two weeks of the trip or event. Advances not cleared will be charged against the payee's Bursar bill.

Pre-payments: Registration fees or hotel deposits may be pre-paid. Allow four weeks for a University check to be mailed directly to the organization or hotel. You will need to furnish complete documentation-original registration form, etc. Registration fees should be paid by PCard whenever possible. All payees must be on the BEN database; if they are not, they will need to submit a W9 form.

Car rental: Students who are unable to rent cars on their own may take advantage of the University's contract with National. (See Lynn Moller for authorization.) You should be aware of the following:

Automobile travel conducted by student organizations is not insured through the University of Pennsylvania's automobile liability coverage. This means that the University's insurance will not extend to claims brought against the drivers or the organizations in the event of an accident, nor will this insurance cover expenses related to injuries sustained by students or their passengers arising out of use of the vehicle.

The University will not reimburse for costs relating to damage to a vehicle rented by a member of a student organization.

Accordingly, the individual picking up the rental vehicle and all individuals who sign up as drivers must:

Be 21 years old.

Attend a driver's safety course offered by the University and provide a copy of your certificate of attendance to your FA.

When using National Car Rental you should decline the LDW option and all additional liability coverage unless:

The trip involves six or more hours of consecutive driving time
The number of vehicle occupants is more than six
The destination is New York, Massachusetts, Florida or California

PhillyCarShare: Students can rent vehicles through a Student Activities account. Contact Lynn Moller (moller@upenn.edu) to register. Drivers registering through the OSL must also take the driver safety course offered by the University. Vehicles can also be rented personally; turn in the itemized receipt with form C-1 for reimbursement.

Hotel for guest speakers: (See Section X)

SECTION V: PENN PURCHASING CARD PROGRAM

The University of Pennsylvania Purchasing Card (PCard) Program was designed to improve efficiency in processing low dollar value purchases from any supplier that accepts MasterCard. Student PCards have a $500 per purchase maximum. You may NOT split a charge to get around this limit. Your FA can use her PCard for the purchase of all items with a total dollar value under $5000.

* Restricted commodities include: Travel and Entertainment (gas, served meals), alcoholic beverages, contract maintenance, and office furniture. When in doubt, see your FA to determine whether it is appropriate to use the PCard for a given purchase.

Process: Contact the supplier to be sure they accept MasterCard; obtain the exact cost. You are required to submit itemized documentation when reporting the purchase.

To have your FA make a purchase for you, give her the details of the purchase plus the name and phone number of the supplier and the name of a contact person. She will call the supplier to authorize the purchase. It is imperative that your FA receives all documentation of the sale—invoice, receipt, packing slip, etc.

Student Purchasing Cards

Applications are available in the OSL (not online -- pick up a hard copy). Before you receive your PCard, you must have completed the online training; details are on the application.

The card is in an individual’s name and may be used by that individual only. The card is not transferable.

The card may not be used for personal purchases.

The maximum per purchase amount is $500.

The PCard cannot be used for any travel or entertainment expenses other than conference registration fees and gasoline for cars rented through or owned by the University. This includes meals that are served to you.

Report all purchases to your FA within 48 hours by filling out a PCard Report Form and attaching the receipt. If you cannot get in to the OSL to do this, email your FA with the details of the purchase and follow up with the documentation later.
- If you neglect to do this, your card will be suspended. Repeated infractions of this policy will result in your card being cancelled permanently.

The Penn Bookstore will give their 10% discount and tax exemption with the University PCard. Be sure to tell the cashier that you are using a University PCard before s/he rings the sale. (Requisitions are also available for The Bookstore and The Computer Connection. (See Section I.)

Gifts/Prizes: It is no longer allowable to buy gifts for students, staff, faculty, or speakers, etc. This includes prizes that are given for a competition or as door prizes. Cash prizes may still be awarded to winners of competitions; a University check must be mailed directly to the individual.

Any unauthorized charges or improper use of a PCard will result in disciplinary action and the forfeiture of your group’s budget.

SECTION VI: PURCHASE ORDERS

For purchases under $4999 (including shipping charges), please use the PCard when allowable. (See Section VI.)

The University will not issue Purchase Orders for advertising, duplicating, film rental or catering under $2000. (See Sections V and VIII.)

WORDS OF WISDOM: University policy mandates that a purchase order be issued before an order is placed. Only authorized University staff members have the ability to commit funds from a University account. Arrangements made between a student and a supplier without obtaining a PO may result in personal liability for the student.

To have a purchase order (PO) issued, contact your FA. In addition to the name and address of the supplier, you will need to give a complete and easily understood description of the goods or services you are ordering including model/catalog numbers and itemized prices.

The PO will be faxed to the supplier as soon as it has been approved. The supplier then ships the goods (or performs the service) and sends an invoice directly to the University's Accounts Payable Department (as directed by the Purchase Order). Payment will be made thirty days after Accounts Payable's receipt of the original invoice. No payment will be made until Accounts Payable receives the ORIGINAL invoice--no statements, no facsimiles. The purchase order number must be noted on the invoice. Be sure your vendor understands this process. If a supplier gives you an invoice, be sure to get it to your FA immediately.

Before a purchase order can be issued, the supplier must be in the University's financial database. See your FA to find out if the supplier is in the system; or check the Purchasing page on the web (http://www.purchasing.upenn.edu/). If they are not in the system, your FA will need to send them some forms to fill out. It may take a few days for Purchasing to add them to the database.

Speakers and performers are paid by purchase order when they furnish a federal ID number or when we are paying an agency rather than an individual. All contracts must be negotiated through the OSL. (See Section VII.)

Orders of $5000 or more must be accompanied by written bids from three suppliers. In the rare instance when this is not possible, or when you are not choosing the lowest bid, submit a letter of explanation.

Major equipment (one item costing $5000.00 or more) will be bar-coded by the University for security and inventory purposes. Let your FA know where the item will be kept. (All equipment purchased through a University account must be kept in a University building.) You will also need to furnish the name and phone number of someone who will be available to assist in the bar coding process.

Office supplies: If your organization requires major office supply expenditures (more than the normal pens and staplers), you should order through your FA. The University has contracted with Office Depot and receives a sizable discount on their catalog prices. Your FA will have a catalog you can look through. Small purchases can be made at the Penn Bookstore. (See Sections I, V.)

Catering: All catering that involves a contract or has a dollar value of $2000 or more must be processed through your FA before the event takes place (a PO must be issued). POs can only be processed for suppliers that are on the Purchasing list of approved caterers.

If you don't have a contract and the total bill will be under $2000 (e.g., when food is delivered and not served), you may use your or your FA's PCard to pay the bill. (See Section V.) If they will not accept the PCard, then we will have to issue a Purchase Order and so the supplier will have to be on the Catering Services list. If you are paying an individual, see Section IX.

SECTION VII: CONTRACTS

WARNING -- There are several things you must keep in mind regarding contracts:

No student may sign a contract on behalf of his/her organization.

All speakers, performers, etc. must have a contract. If they do not supply one of their own, get a generic contract from the OSL.

All contracts for lectures, performances, programs* and services sponsored by student organizations must be reviewed by the Office of Student Life and signed by the Purchasing Department. It is your responsibility to follow up on the contract approval process.

* This includes hotels for conferences sponsored by Penn student organizations.

You still need to see your FA to arrange for payment--she will need a copy of the contract.

Agreements for bus rentals, T-shirts, etc. can be submitted with a PCard or purchase order request without further contract review.

SECTION VIII: SMALL BILLS, DUPLICATING, SUBSCRIPTIONS

Small bills (duplicating, film rental, magazine subscriptions, etc.) should be paid by PCard. See Section V.) If the supplier will not accept the PCard, you can pay the bill yourself, obtain an itemized receipt and request reimbursement.

Duplicating: Use the PCard whenever possible.

Campus Copy - Funded organizations can set up an account by speaking with Ron Shapiro at Campus Copy. Do this in advance, as he will need to call your FA for approval. Invoices are forwarded to your FA on a monthly basis.
University Copy Service will be given a list of funded organizations. If you get an invoice, be sure to submit it to your FA promptly.
Kinko's Copies - We do not have a direct billing arrangement with Kinko's. Please use cash, personal credit card or University PCard.

Telephone bills- We will not pay entire phone bills (unless SAC has agreed to pay the entire cost). Submit the original itemization of calls and highlight the ones you are claiming as business related.

SECTION IX: PAYMENTS TO INDIVIDUALS

CAUTION: All speakers and performers must have contracts. (See Section VII.)

CAUTION: Do not pay the individual yourself; you will not be reimbursed.

Payments to individuals are made by check and mailed directly to the payee's home address after services have been rendered. Allow four weeks. This includes speakers, performers, disc jockeys, caterers, and all others who have rendered some service (including students hired for a few hours labor).

Individuals who are on University payroll (even student workers) must be paid through the payroll system. Your FA will need the individual's social security number, home department and departmental contact person. Your account will be charged for employee benefits in addition to the amount of the payment: about 30% for full-time employees and about 10% for part-time employees.

To pay individuals (who are not on University payroll) for services your FA will need the payee's full name, home address, social security number, a W-9 and a C-12 form filled out by the payee. You will also need to submit an invoice or a detailed description of services rendered, including the dates and hours of service and a copy of the contract when applicable.

To pay speakers your FA will need the payee's full name, home address, social security number and a W-9 form signed by the payee. You will also need to submit a copy of the contract and a flier or official announcement of the event. (University employees cannot accept honoraria.)

Non-Resident Aliens: All non-resident aliens must also submit a Foreign National Information Form in addition to the W-9 and C-12 forms. U.S. income tax will be deducted from payments over $100.00 to non-resident aliens. If the payee's home country has an appropriate tax treaty with the U.S. and the individual wishes to claim exemption from this tax, s/he must file form 8233.

Please be advised that some individuals cannot be paid at all due to their Visa classification. We will also need Visa documentation; see the Tax Office guidelines at http://www.finance.upenn.edu/comptroller/tax/honorarium_matrix1.shtml.

SECTION X: GUEST SPEAKERS/PERFORMERS

Honoraria: (See Sections VI and IX.) The University will not allow University affiliates to receive honoraria. University affiliates may be taken to dinner in lieu of payment. The University will not make payments to organizations funded through donations in lieu of payment to a speaker/performer. Remember: all contracts must be submitted to the OSL for approval. (See Section VII.)

Hotel: University departments and student organizations receive a discount rate at the Inn at Penn and at the University City Sheraton. Check with the hotel about availability and then ask your FA for an authorization form. They will bill your account directly.

Travel arrangements may be made through American Express Travel and billed directly to your group's account. (See Section IV.) If a guest makes his/her own travel arrangements and needs to be reimbursed, s/he must submit all original receipts with a signed C-1 form. (See Section IV.) If the guest has not filled out a C-1, s/he may submit receipts with a letter giving an account of his/her trip to Penn that gives the date and purpose of his/her visit. Non-University affiliated persons must also sumit a W-9 form.

SECTION XI: DEPOSITS TO ACCOUNTS

Bring cash and/or checks to your FA for deposit them into your account. Checks must be made out to the "(Trustees of the) University of Pennsylvania." Put your group's name in the memo portion of the check. Do not endorse checks.

Cash and checks must be counted before they are brought in for deposit. Checks and bills must be in ascending order by dollar amount.

The University does not accept checks drawn on foreign banks under $50.

Gifts/donations: all gift checks must be brought in and identified as ‘gifts.’ Please bring in all accompanying correspondence including the envelope if the check was mailed and a copy of your thank-you letter. If the donor is an alum, give class and school. The donor should also write a letter detailing the purpose of the gift.

University departments must transfer funds to your account by journal entry (See Section I). University checks cannot be deposited into your account.

Returned (bad) Checks: Groups will be charged $30 for any check that is returned by the issuing bank.

SECTION XII: VENDING/CHARITABLE COLLECTIONS

The University vending policy permits vending by members of student organizations for the benefit of the organization. All profits must be deposited into a University account before they can be used or donated to a charitable organization. All vending/collecting requires a permit that can be obtained from the OSL.

SECTION XIII: KEYS TO STUDENT OFFICES

Keys to student offices in Houston Hall and Williams Hall may be obtained from Fran Walker in the OSL (for offices in Room 200) and from Rodney Robinson for all others. All individuals requesting keys must be on a list submitted by the organization's officers. There is a $5.00 refundable deposit required for each key.

Activities Manual