Account Handbook

INTRODUCTION

This handbook has been prepared as a tool for acquainting registered student organizations with procedures, forms, and policies necessary to effectively carry out the fiscal responsibility policies under the University of Oklahoma and the University of Oklahoma Student Association. This handbook has been prepared jointly by the Student Affairs Office and the University of Oklahoma Student Association (UOSA) and is to be used as a guideline. However, because of the uniqueness of our many registered student organizations and varying complexities of their fiscal procedures, we do not present the handbook under pretense of answering all questions for organizations. Thus, we encourage all officers to check with their advisors or the Student Affairs office, concerning questions on procedures and policies. NOTE: A number of these policies may be under review and may change. The following information is the most current available.

No changes in the procedures or terms contained in this handbook will be permitted unless specifically authorized by the Student Affairs office. Communication with regard to the handbook or its use should be directed to the Student Affairs office, Room 265, Oklahoma Memorial Union.

Questions related to the handling of the student accounts or the role of student account officers should be directed to your advisor, the Student Affairs office for clarification, or, regarding clarification of UOSA policy, to the UOSA President, Chair of Congress, Chair of Graduate Student Senate, or the Chair of the Budgetary Committee of the UOSA.

ROLE OF THE STUDENT ACCOUNT OFFICER

A. GENERAL INFORMATION/DEFINITIONS

Where do UOSA monies come from and how are they funded?

  • UOSA monies are funded by the UOSA Budgetary Committee in line items through the student activity fees that you pay each semester.

    • What is a line item?

  • A line item is a category in which funds are allocated. Categories that are funded are 1) Office & General Expenses and 2) Programs/Events/Activities (PEAs). The last day to submit a line item transfer request to UOSA is the first workday in June of each year.

    • How do I apply for funds?

  • All registered student organizations will have the opportunity to attend a budget meeting. Notices will be placed in your organization mailbox located in OMU 181, Conoco Center , and in the student newspaper.

    • When does the UOSA fiscal year begin and end?

  • The UOSA fiscal year begins on July 1 and ends on June 30 of each year. However, there is a cut off date of the last day of regular classes of each spring semester for purchases and reimbursements.

    • When can I begin to use my funds?

  • Before any funds can be disbursed, the student officer(s) that will be in charge of handling financial transactions will be required to sign a Financial Responsibility Card. NO ONE, OTHER THAN THOSE THAT SIGN, WILL BE ALLOWED TO MAKE TRANSACTIONS. ALSO, A FINANCIAL RESPONSIBILITIES CARD MUST BE ON FILE WITH YOUR ADVISOR'S SIGNATURE.

    • How can I begin to use my funds?

  • Once the necessary paperwork has been completed you may begin to use your monies. All transactions require a UOSA Account Request Form for processing. Funds can be used in the following ways: a purchase order (po), transfer of funds, reimbursement or a direct payment. These forms are located in the UOSA Accounting Office.

    • What is a Purchase order?

  • A purchase order is an authorization for your organization to charge supplies/materials directly to your account. This is the easiest and best way to utilize your funds. All P.O. receipts/invoices are due within five (5) working days. Your organization is not allowed to place an order without first securing a purchase order. If a request is not honored, your organization will be liable for the expense.

    • What is a transfer of funds?

  • A transfer of funds is used when you are reimbursing another campus department for expenses incurred on behalf of your organization.

    • How can I be reimbursed?

  • You can be reimbursed for items you purchased with your personal funds, as long as the items were listed in your original budget. You must have a paid itemized receipt, which lists both the amount and the items purchased. Please note that an individual cannot sign the UOSA Account Request Form to authorize their own reimbursement, another officer must sign the form.

    • How can my organization be reimbursed?

  • Your organization can be reimbursed for items purchased with your organization's personal funds, as long as the items were listed in your original budget. You must have a paid itemized receipt which lists both the amount and exact item purchased. In addition, your organization must have a federal employee identification number (FEIN) in order to be reimbursed.

    • When would I use a direct payment?

  • Direct payment to the vendor can be made when the vendor requires pre-payment of items. It is also used when you are ordering literature or brochures for your organization.

    • When and where do I turn in receipts?

  • All purchase order invoice receipts must be itemized and returned to the UOSA office (see contact information below) within five (5) working days from the date of the purchase order.
  • All receipts for reimbursement must be the original itemized receipt and show proof of payment. These receipts are due no later than thirty (30) days from the date of purchase.
  • The last day to submit all receipts is by the last day of regular classes for the semester that the event was held.
  • When requesting a transfer of funds, a copy of the statement of account and itemized invoice must be attached.
  • Failure to return the appropriate documents will result in fines being levied against your organization.

    • Where is the UOSA Accounting Office located?

  • UOSA
    Conoco Student Leadership Center
    OMU 181

    • B. ROLE OF THE STUDENT OFFICER

    1. Prior to the undertaking of any financial transaction a designated student officer (generally the president, vice president or treasurer of your organization) must read the UOSA account information and sign a UOSA Financial Responsibility Card. Unauthorized student personnel are not permitted to obligate funds from any student account.
    2. Students are not authorized to sign a contract on behalf of the university. Student officers may only authorize funds in accordance with state laws, university and UOSA policies and procedures. Student officers are responsible for adherence to state, university and UOSA policies related to use of funds and for providing complete, adequate documentation for all expenditures.
    3. The Budgetary Committee of the UOSA allocates funds in line items. Organizations will be allowed to transfer no more than $50.00 to a line item without the written approval of the Chair of the Budgetary Committee of the UOSA.
    4. Stipend and Salaried student account officers are responsible for submitting appointment information and weekly payroll documentation to the UOSA Staff Assistant for processing.All time sheets are due by 5:00 p.m. on Fridays, NO EXCEPTIONS.
    5. All receipts for reimbursement must be the original itemized receipt and show proof of payment. These receipts are due no later than thirty (30) days from the date of purchase. However, the last day of regular classes for the semester is the final date to submit all receipts.

    C. HOW TO SPEND YOUR UOSA FUNDS

    There are four methods in which to spend your UOSA funds. All methods require a UOSA Student Account Request Form signed by the student account officer and your advisor. No forms will be accepted without the appropriate signatures. Failure to comply with UOSA policies and procedures will result in fines being levied against your student organization. REMEMBER, IT TAKES TIME TO PROCESS YOUR REQUEST, SO PLEASE PLAN AHEAD. You will need to keep in mind the following when submitting a request form.

    Be specific in the material that you are requesting. Only the items listed will be included on the purchase order.

  • All printing requests require an attached copy of the material being printed.
  • All advertising requests require an attached copy of the ad.
  • All requests for registration require an attached copy of a brochure or official letter about the conference, attendees’ names and social security numbers.
  • All requests for food (including candy) require documentation of the event. Please note that due to the university’s beverage contract only Coca-Cola beverages are allowable for on campus events.

    • Method 1: PURCHASE ORDER

    A purchase order (po) will enable you to charge the materials directly to your UOSA account.
    A po is required for all charges whether the vendor is a University department or off-campus vendor.
    When using this method DO NOT place your order BEFORE you have secured the po.

    In order to obtain a po, you will need to complete the following steps:

  • Submit a completed UOSA Student Account Request Form
  • Allow one working day to process
  • Pick up your po
  • Take the po to the place of business
  • Return all itemized invoices/receipts within five working days from the date of the po

    • Method 2: REIMBURSEMENT

  • Submit a completed UOSA Student Account Request Form no later than the last day of regular classes for the semester that the event was held; but no later than 30 days from the date of purchase, whichever comes first
  • Attach original itemized receipts. Copies cannot be accepted
  • Be sure that the receipts show the name of the vendor, date of purchase, items purchased, and proof of payment, (i.e., a -0- balance)
  • Allow at least fourteen days for processing
  • Be sure you didn't sign for your own reimbursement
  • For reimbursement to student organizations outside bank account, you must have a Federal Employer Identification Number (FEIN)
  • Travel reimbursements require the completion of a travel claim after the event in addition to a UOSA Account Request Form, itemized receipts, and proof of the event such as a brochure

    • Method 3: TRANSFER OF FUNDS

  • Submit a completed UOSA Student Account Request Form
  • Attach documentation verifying expenditure (copy of the statement of account and itemized documentation)
  • Include a detailed description of reason for transfer

    • Method 4: DIRECT PAYMENT . (For materials that must be pre-paid)

  • Submit a completed UOSA Student Account Request Form
  • Attach necessary paperwork (order form/contract)
  • Allow at least fourteen days to process

    • D. REVIEW OF PUBLICATIONS

    In order to convey a consistent and accurate message and content all externally disseminated publications must be reviewed by the office of Public Affairs, Room 319 Whitehand Hall. Publications that must be reviewed include, but are not limited to:

  • Newsletters and magazines distributed to alumni, prospective students, and other external audiences
  • Academic bulletins and departmental brochures
  • Recruitment materials for students and faculty
  • Conference brochures and programs
  • Covers, folders and invitations for special events
  • Posters

    • HSC and Norman campus faculty and staff can obtain copies of the Publications Policy and submit their publications for review by contacting Jerri Culpepper in Public Affairs at 325-1701.

    E. UOSA ACCOUNT INFORMATION

    The following guidelines will help you in preparing your budget and spending your monies.

    THE FOLLOWING ITEMS CAN BE PURCHASED WITH UOSA FUNDS:

    1. OFFICE SUPPLIES. Due to university contracts, all supplies must be purchased from Corporate Express. Catalogs are available in the UOSA Accounting Office.
    2. PRINTING. Printing of certificates is not allowed. All permanent fixtures, or publications (typed, photocopied, printed or otherwise duplicated matter of more than 25 copies) must state "printing funded by UOSA" when it is used for the following purposes:
      • To state the purpose or to promote the participation in any group or organization which receives funding from UOSA
      • To promote the participation in any program or activity for which the student group or organization received funding from the UOSA.

      3. A hand stamp is available in the UOSA Accounting Office for your use. All communications using, either explicitly or implicitly, the name of the institution or any of its division shall explicitly state on the editorial page or in the broadcast that the opinions expressed are not necessarily those of the institution or its student body. A sample must be provided before a purchase order or reimbursement can be obtained.

      Also, in accordance with the Americans with Disabilities Act, printed materials that announce an event or program, including invitations, news releases, fliers and newsletters, must include information to offer accommodations. An appropriate phrase would be: Accommodations on the basis of disability are available by contacting (name, address, and phone) by (date).

    3. ADVERTISING IN THE OKLAHOMA DAILY. The ad must pertain directly to your organization and the words "funded/sponsored by UOSA" must be included on the ad.
    4. POSTAGE. STATE LAWS FORBIDS THE REIMBURSEMENT OF STAMPS. Each envelope must have a University return address shown in the upper left hand corner and either stamped on the envelope or included in the letter the words “postage funded by UOSA”. Your organization’s address for mailing to the Conoco Center is: Your organization’s name, 900 Asp Avenue , OMU 370, Box ??? (See list by mailboxes), Norman , OK 73019 .

      All mail must be delivered to the UOSA Accounting Office for mailing, unless pre-approved by the UOSA Accounting Office. Do not deliver the mail to Central Mail Services. For bulk and non-profit mailings contact Central Mail at 325-1759 for additional guidelines.
    5. RENTAL of on-campus and off-campus facilities (except for facilities that serve alcohol), public address systems, podiums, table/chairs, risers, audio/visual equipment, and sound/light systems.
    6. INTRAMURAL AND TOURANAMENT FEES.
    7. ORGANIZATIONAL DUES. Individual Dues are not allowed.
    8. REGISTRATION FEES & LODGING FOR OU STUDENTS AND THEIR ADVISOR ONLY. A brochure, list of names and SSN’s must be provided.
    9. SERVICES PROVIDED by D.J.'s, Performers, Entertainers, etc. A signed contract, by all parties involved is required.
    10. SECURITY FOR EVENTS.
    11. FOOD FOR BANQUETS, DINNERS, MEETINGS. If you are having the meal catered by an outside vendor you must provide a menu of the meal to be served, a flyer verifying the date, time and location of the event. If an individual prepares the food, a Contract for Services form and itemized grocery receipts, as well as, a menu of the food served and a flyer verifying the date, time and location must be submitted before payment can be processed.
    12. RENTAL OF TRADITIONAL INTERNATIONAL COSTUMES for cultural events. Costumes cannot be purchased using UOSA funds.
    13. DECORATIONS. Streamers, balloons, crepe paper, poster board, ribbon and paper signs.
    14. REFRESHMENTS.
    15. TRANSPORTATION. The trip must be educational and pertain directly to your organization. NOTE: Student Organizations are not permitted to rent vehicles directly from OU Motor Pool unless your advisor drives and supervises the use of the vehicle. Students are not permitted to drive. Also, your advisor must accept responsibility for any damage to the vehicle.
    16. ALL TELEPHONE installation and rental fees must be specifically pre-approved by the Budgetary Committee of the UOSA.
    17. BANNERS promoting your organization or event.
    18. SUBSCRIPTION RENEWALS.
    19. UNIVERSITY OF OKLAHOMA SOLICITATION PERMITS.
    THE FOLLOWING ITEMS CANNOT BE PURCHASED WITH UOSA FUNDS
    1. Plants, flowers (including artificial), centerpieces or greenery.
    2. Holiday decorations.
    3. Gifts, cards, prizes, gift certificates/cards, personal items of any nature, t-shirts, mugs, lamps, pen/pencil sets, pad holders, personal calendars/organizers, day planners, etc.; give-aways, specialty items, personal folio planners, personal calendars or organizers, plaques, trophies, awards, certificates or membership pins for your organization.
    4. Monetary awards to individuals.
    5. Clothing of any kind: including uniforms, shoes, etc.
    6. Alcoholic beverages or medications.
    7. Appliances.
    8. Scholarships.
    9. Donations to charitable causes or activities including the purchase of special event tickets.
    10. Endorsement of Political Candidates or causes, (campus, local, state, national and worldwide).
    IMPORTANT…THE ABOVE ITEMS ARE NOT CONCLUSIVE AND CAN CHANGE AT ANY TIME.

    F. UOSA FINE SYSTEM

    A PURCHASE ORDER IS REQUIRED IN ADVANCE FOR ALL CHARGES TO YOUR ACCOUNT.

    ALL PURCHASE ORDER RECEIPTS/INVOICES MUST BE ITEMIZED AND ARE DUE WITHIN FIVE (5) WORKING DAYS.

    ITEMIZED RECEIPTS FOR REIMBURSEMENT ARE DUE BY THE LAST DAY OF REGULAR CLASSES OF THE SEMESTER, OR NO LATER THAN 30 DAYS FROM THE DATE OF PURCHASE, WHICHEVER COMES FIRST.

    ANY MISUSE OF FUNDS; FAILURE TO PLACE THE WORDS "FUNDED BY UOSA" ON PRINTED MATERIALS AND ADVERTISEMENTS; FAILURE TO RETURN ITEMIZED RECEIPTS/INVOICES WILL RESULT IN THE FOLLOWING:

    1st Offense: $25.00 organizational fine.

    2nd Offense $50.00 organizational fine and the invoice being returned to the individual incurring the charge for payment. Payment must be made within seven (7) days. Your account will remain frozen until a paid receipt has been provided to the UOSA Accountant.

    3rd Offense Removal of all UOSA funding by the Budgetary Committee of the UOSA for the current fiscal year and the next year's funding will be placed in jeopardy.

    INCURRING A CHARGE WITHOUT FIRST SECURING A PURCHASE ORDER WILL RESULT IN NON-PAYMENT OF THE INVOICE WITH YOUR UOSA FUNDS AND YOUR UOSA ACCOUNT WILL RECEIVE A $35.00 FINE. YOUR ACCOUNT WILL BE FROZEN UNTIL PROOF OF PAYMENT HAS BEEN PROVIDED. PAYMENT MUST BE MADE WITHIN FOURTEEN (14) DAYS.

    UNIVERSITY AND UOSA PURCHASING POLICIES AND PROCEDURES

    A. BASIC POLICIES

    1. All accounts of registered organizations receiving Student Activity Fee funding are maintained by the Office of Student Affairs.
    2. All funds must be deposited daily upon receipt, regardless of source, in accordance with state laws. Under no circumstances will any University account be allowed to be in deficit.
    3. All student activity fees are considered state or public funds and, therefore, state laws; university and UOSA policies restrict the allocation and expenditure of these funds.
    4. Under certain circumstances, certain funds may be kept in an outside account. However, the Student Affairs office and UOSA recommend the use of university accounts for all transactions. It is suggested that university purchasing policies be followed when utilizing outside accounts.
    5. University and state travel policies must be adhered to when utilizing student activity fee allocations.
    6. Self-generated funds are subject to all university policies, but not to the additional UOSA policies.
    7. All accounts with the University are subject to an audit by the University Internal Auditing Office at any time to determine the following: (a) if student organizations are purchasing items at an off-campus business which are available through the University at a lower price, (b) if unauthorized items are being purchased, received and used on campus, (c) to determine if the invoices are correct, (d) to determine if organizations are splitting purchases, (e) to determine if organizations are making follow-up inquiries for delinquent deliveries, shortages, damaged or incorrect materials, and (f) to determine if adequate control records are being kept.

    B. REGULATIONS

    1. No one shall have the authority to sign any document, which binds or incurs an obligation for the University without appropriate authorization from the university president. For student organizations and activities this authorization is handled through the Student Affairs office, OMU 265. Purchases made by unauthorized personnel are not legal and binding upon the University.
    2. A University employee does not have the authority to purchase items for individuals for their personal use or negotiate special discounts for University employees or students.
    3. Travel expense payment to students in advance of travel will not be allowed from any account.

    G. TYPES OF ORGANIZATIONAL ACCOUNTS

    A. UOSA ACCOUNTS

    Only monies received by the Budgetary Committee of the UOSA are maintained in your UOSA account.

    B. UNIVERSITY ORGANIZATION ACCOUNTS

    All registered organizations are eligible to set up a university account. Your advisor must complete a new account request form. Your advisor will be responsible for processing payments, making deposits and reconciling monthly statements. Funds generated by student groups from dues, assessments, fund-raising events, or any other revenue-generating activity could be handled through outside bank accounts or through a University account.

    C. OUTSIDE BANK ACCOUNTS

    University and Regent policies do not prohibit student organizations from using bank accounts outside of the University for the purpose of maintaining funds, except those from student activity fees, which are state funds that must be maintained within the University system.

    Student organizations are not permitted to use the university’s federal employer identification number (fein) to open a bank account. Groups may request a number by visiting the IRS web site at http://ww.irs.gov, the form you will need to complete is SS-4. Also, student organization registration does not imply tax exemption. The university’s tax exempt status applies to university departments and offices. Some groups may be tax exempt based upon their parent organization. Please contact your national office to determine your group’s status. In order to apply for tax exempt status you may go to the IRS website and review publication 577 and forms 1023 and 1024.

    Student organizations are not required to register outside bank accounts. Funds generated by student groups from dues, assessments, fund-raising events, or any other revenue-generating activity could be handled through outside bank accounts or through a University account. Student groups holding fund-raising events in University facilities will be required to pay a facility fee.

    The UOSA Office strongly suggests that in order to protect the student officers, the account sponsor of the student organization and to alleviate any problems that might arise in regards to withdrawals and deposits, the faculty or staff sponsor of the student organization should be a co-signer for all disbursements made from outside accounts.

    Click here for the Organization Programming Form


    Back To UOSA Budgetary Committee Home


    © Copyright 2006 - Jeff Wilson