This document provides information for club and organization treasurers about financial processes at the university. It outlines the roles and responsibilities of the SGA Treasurer and club treasurers. It details how to request and track funding, submit financial paperwork, and plan events. Treasurers learn about budgeting, fundraising, contracts, transportation, and working with SGA and other offices for financial needs. The workshop aims to guide treasurers on proper financial management and accessing resources.

1. Fall Treasurer Workshop
Guide to Club/Organization Treasurers!

2. My Role as SGA Treasurer
 To monitor the funding of all 130+ Clubs/Organizations
 Allocate funding for each Academic Year in the Spring
 Act as a liaison between organizations and Community Development
 Process all financial paperwork
 Oversee all financial transaction conducted by Student Government
 Arrange and suggest Co-sponsorship requests
 Co-Chair of the Finance Committee

3. YOUR Role as Treasurer
 Process all financial paperwork (IDT’s, Check-Req’s, etc)
 Always keep your budget current
 In charge of your club/organizations fundraising efforts

4. Keep Track of Your Budget!
 EVERYTHING must go on your Budget Spreadsheet
 Purchases
 GDS Orders
 Fundraising Deposits
 Credit Card Purchases
 etc

6. How Do You Request/Access Money?
 Program Proposals!
 Submit ALL the time – for programs, for money, for finance committee, for meetings, etc
 Submit via 25 Live – if you need the training please let me know

7. Timeline for Program Proposal Submission
To Ensure funding…
 One Week Prior – A simple meeting
 Three Weeks Prior – An Event (no Dj’s, no
Contracts)
 One Month Prior – Large Event (On/Off
Campus, DJ, Performers, etc.)

8. Contracts, Lodging, & Transportation 101
Contracts
 Must be drawn up/signed at least two
weeks prior to the event with Rachel
Siconolfi in Room 221- University Center
 W9 Form needs to be signed as well
 Full Time faculty member must be the
contact person for the contract
 Once completed, It is important to HAND
it to Rachel in Room 221
Lodging and Transportation
 Have to receive transportation/lodging
quote before submitting Program
Proposal
 Waiver forms/Chaperone forms need to
be signed before payment
 The final step: Reserve through Rachel
Siconolfi Room 221 in the University Center

9. *NEW*- GDS Food Ordering Process
 If your club/organization plans to order
through GDS this year:
 See Rachel to set up a GDS account for
your organization
 Also, GDS Menus will be in her office for
your convenience to look at

10. Ways to Spend/Receive Money
Want to Spend Money?
 From your account – Only money that is
present in your account will be spent
 Via IDT for on campus services – found on
blogs.shu.edu/sga
 Community Development Credit Card –
Order online
services/transportation/lodging through
the Credit Card *see Rachel*
 Check Req – Spend money out of pocket,
be reimbursed
 Form found on blogs.shu.edu/sga
Want More Money?
 Finance Committee – Each Semester
Finance Committee has an average of
$33,000 to give in aid to
clubs/organizations
 FUNDRAISE – The best thing you could do
for your organization! & the money
accumulates from year to year!
 *Remember*- All fundraised money is to be
given to the University Center Ticket Office.
Once your receive a receipt, bring it to
Room 221 to record on your account

11. Forms – Check Requisitions
 Reimbursement form
 When submitting this form, please attach the receipt with your items that you purchased
 DO NOT include personal items on this receipt – your request will not be granted
 If you do not want it sent to the address the University has on file, indicate pick up in the
“Special Instructions” area
 Only purchases over $250.00 need approval from Community Development
 If equal value or under, please have a statement signed by President and Treasurer confirming
their knowledge of this purchase

12. If student, must be the
address on file with the
University
Must include the
following:
• What
expenditure
was
• Name of Club

13. Forms - IDT
 IDT forms are used for the following:
 Purchase on campus services (Print Shop,
Campus ID Office, Etc)
 Co-sponsorship via monetary aid

14. Name of Organization
that money is coming
from
Name of Organization that
money is going to
Date
Description/list of
what is being
ordered, event
name
Total all
items

15. *NEW*- Finance Committee Forms
Before You Want To Meet with Finance
Committee…
 Submit a program proposal requesting
Finance Committee assistance
 Once your program has been
approved/received an approval email,
Submit a FC form via survey monkey
 Blogs.shu.edu/sga - forms
What To Bring To The Meeting
 NEW – Finance Committee Breakdown
Sheet – To be brought to the meeting
 8 copies
 Blogs.shu.edu/sga - forms

16. *NEW* Co-sponsorship Request Form
 New Process for submission
 Blogs.shu.edu/sga, forms section, Co-sponsorship Request –ONLINE FORM!
 Co-Sponsorship budget is open to:
 Non SGA Recognized Organizations
 Departments
 Greek Life

17. Who I Work With…
 Rachel Siconolfi, Room 221 (top floor in U-Center)
 rachel.siconolfi@shu.edu
 Colleen Dallavalle – Room 117A (1st Floor U Center (next to the Living Room))
 colleen.dallavalle@shu.edu
 Maggie Bach – Room 227 (top floor in U-Center)
 Maggie.bach@shu.edu

18. Treasury Team
Ashley Jefferson
SGA Treasurer
Jessica Page
Assistant Treasurer
Timothy Hoffman
Finance Chair

19. My Contact Information
 Sgatreasurer@shu.edu
 Office Hours – Wednesdays 11-12:15, 5-
6pm

20. Reminder – INVOLVEMENT FAIR!
 Involvement Fair is Thursday September 5 from 11am -3pm
 Open to all Student Group and Departments
 Sign Up Now to have a table or risk being on the wait list!
 https://www.surveymonkey.com/s/2013InvolvementFair

21. Any Questions?