Student Organization Handbook: Finances & Fundraising

The Student Activities Business Office (SABO) is the financial center for all student organizations. SABO provides accounting and banking services, fee-free accounts, monthly financial statements, and financial training. Working with SABO, you will learn how to manage your student organization’s finances, and by default, a little more about your own finances. In addition, the responsibility you have looks great on a resume and will help you manage budgets in the workplace.


In this chapter, you will learn
- how to manage budgets
- how to earn money for your student group
- spending guidelines
- about recommended vendors and computer purchases.

   
Student Activities Business Office (SABO)
Located in the One-Stop Suite at 434 CSC, SABO is the financial center for all recognized student organizations. SABO provides fiscal support for all recognized student organizations: banking, management tips, distribution of Student Activity Fee (SAF) money, and audit services. For the convenience and protection of each organization, all organization finances must be handled through this office.

For questions, call (617) 373-4329 or email sabo@neu.edu.

The following information, including these policies and procedures, is especially important for treasurers and advisors.

   
Establishing an account
Budget and cash accounts
Accounts funded from student fees are called budget accounts. The code for budget accounts starts with the number 800 or 801 followed by three additional numbers (800###, 801###) for undergraduate and graduate accounts respectively. Student fee money may only be used for approved expenses. All expenses require the organization advisor’s signature approval (not the program advisor). Any balance in a budget account at the end of the fiscal year reverts back to the funding entity for future funding. Student Activity Fee-eligible organizations should refer to the Student Activity Fee (SAF) Manual for detailed procedures.

Accounts with money from self-generated or outside funding are called cash accounts. The code for cash accounts usually starts with the number 802 followed by three additional numbers (802###). Funds in a cash account may be spent at the discretion of your organization, with the exception of drugs, alcohol, tobacco products, or personal products. All expenses require your organization advisor’s signature. Any deposits made by your organization will be placed in your cash account. Any remaining cash account balance stays with your organization and is carried forward into the next fiscal year.

Outside Bank Accounts
No student organization may hold a bank account outside of NU. The only exception are sororities and fraternities. Greek organizations may have a “house account” under their national or international affiliation. This account must bear the national or international’s tax identification number and may not indicate any association to NU.

Student Activities Recognition
In order for your undergraduate or graduate student organization to establish a cash account with SABO, it must be recognized and in good standing with Student Activities. Please refer to Chapter 2, “Organization Recognition.”  

A budget account will be established for your recognized organization if it is in good standing, once student fee funds have been granted by respective funding entities.

Your organization must register with the One-Stop Suite twice a year (refer to “Maintaining Student Organization Recognition” on page 11). This includes submitting the “Student Organization Registration” form and the “Anti-Hazing” form, attendance at student organization training session, and updating your Club Manager group information page (stop by 434 CSC for help on this). Otherwise the student organization will be declared inactive and all funds in the student organization account(s) will be frozen. With the exception of deposits, no activity will be permitted against the account(s), until the student organization is registered and in good standing.
   
Treasurer Responsibility
It is the treasurer’s primary responsibility to follow the rules and regulations and to relay financial information to organization members. All expense transactions require the signature of the organization’s advisor. While spending decisions should be made inclusively as an organization, the signature of the treasurer, president, and other officers or members are not authorized. This is to ensure advisor knowledge of financial activity and to maintain accountability.

Any student found violating the following policies and regulations, or processing financial transactions without the authorization of their advisor, may be subject to disciplinary action and may be personally liable for financial obligations incurred.

Organizations that violate the financial policies are subject to suspension, probation or withdrawal of NU recognition.

Advisor Responsibility
All advisors are required to be full-time faculty or staff members of NU. Student organizations are allowed to have co-advisors, but each signature must be on the “Student Organization Registration” form. Co-advisors allow for flexibility of signature authorization in case one advisor is difficult to reach or will be away.

The advisor should be familiar with the policies of Student Activities, SABO and NU. They should ensure that all expenses are legitimate organization expenditures and within NU and SABO guidelines. All expense transactions require the signature of the organization’s advisor. In addition, the advisor should review the monthly financial statement with the student organization to ensure the integrity of transactions against the account.

Signature Authorization
The advisor’s signature on the organization registration form is vital as it provides the appropriate signature for those authorized to approve expenditures against the student organization account. If your advisor is expected to be away, then the advisor may have the co-advisor act in his/her place. If there is no co-advisor, then the advisor may appoint a full-time faculty or staff member of NU to act as a temporary advisor. A memo must be submitted to SABO stating the time period that the appointment is in effect, as well as, the name, campus address, and phone number of the acting advisor. The memo must have the signatures of both the advisor and acting advisor. If ever there is an emergency situation and no secondary advisor has not been appointed, the director of Student Activities may have temporary signature authorization upon discretion.

Per NU’s Professional Standards and Business Conduct Policy, authorized signatories must not approve a payment to themselves or a family member, nor approve a group of payments that includes a payment to themselves or a family member. The individual’s supervisor or the next higher-level supervisor must authorize such a disbursement. Please see page 34 for more information on advisor responsibilities and necessary qualifications.

   
Where the money comes from
The standard sources of funds for recognized student organizations include:

• Student fee allocations
• Funds generated by the organization
• Department contributions
• Co-sponsorships

Student fee allocations
Students are assessed fees each academic semester that they are enrolled at NU. These fees are mandatory. The funds generated from the fees are used for student programming and initiatives.

The following are the three types of fees available:

The Student Activity Fee (SAF): administered by the Budget Review Committee (BRC) of the Student Government Association (SGA) for undergraduate, student organization programming. For a detailed description of the total SAF funding request process and requirements, see the Student Activity Fee Manual, available from:

SGA
    332 CSC
    (617) 373-2651
    www.sga.neu.edu

The Resident Student Fee: administered by the Resident Student Association (RSA) for residence hall programming.

RSA
    Stetson West, Suite 128
    (617) 373-8682
    www.rsa.neu.edu

The Graduate Activity Fee: administered by the Graduate & Professional Student Association (GPSA) for graduate student conference travel and for graduate student organization spending. Please consult GPSA for more information:

Graduate & Professional Student Association
    104 Ell
    (617) 373-4502
    www.gpsa.neu.edu

   
Fundraising Ideas and Procedures:
Student Group-generated Funds
Your organization is encouraged to fundraise, and seek outside contributions from academic departments and co-sponsorships. Money raised is deposited into your student organization cash account. The balance in your account at the end of the year automatically rolls forward to the new fiscal year.

Sales and some forms of solicitation are special privileges granted to recognized student organizations as methods of fundraising and dispensing information about their organization. This privilege comes with specific responsibilities.

All fundraising and solicitation events must first be approved by the One-Stop Suite. To host a fundraiser or solicitation event, talk to your program advisor and fill out a “Fundraising Request” form for permission at least two weeks prior to the event.

Sales and Solicitations
NU is not a marketplace. Sales of material or solicitations of any kind, such as newspapers and other print mediums, insurance, food items, and all other articles are prohibited without the express written permission of designated officials of NU.

Exceptions to this policy are made for recognized student organizations and residence hall groups:

• Residence hall groups should request permission to sell within their housing unit from the director of Residential Life; student organizations should request permission from the director of Student Activities; all others should apply to the NU business manager.
• Such permission, when granted, is for designated areas within NU and is subject to the restrictions imposed by the approving officials.
• General solicitation, especially in such areas as classrooms, lounges, and cafeterias, is not permitted. This policy applies to student groups, NU departments and on-campus vendors that may lease space, or are part of an NU-sponsored program, or are otherwise contracted to NU to provide goods or services.
   
Outside-vendor Policy
In conformance with the sales and solicitation policy and federal and state laws regarding not-for-profit corporations, NU must regulate the amount of commercial activity permitted on the campus. Therefore, it shall be NU’s official policy that:

• Outside vendors are prohibited from selling or promoting products or services on campus without prior permission from the senior vice president of Enrollment Management & Student Affairs (EMSA) and such permission shall only be granted when the conditions of this policy are met and there are no conflicts with existing contracts for goods or services.
• Outside vendors shall include but not be limited to: college tours, radio stations, banks, telephone and other telecommunication providers, testing services, credit card companies, discount card companies, coupon books, storage services, food vendors, clothing vendors, merchandise vendors, direct mail vendors and all other for-profit commercial entities or not-for-profit entities engaged in membership drives or fundraising activities. The campus shall include the physical campus and extensions of the physical campus such as NU’s web site.
• NU recognizes that certain outside vendors may, at times, provide services that will be required by the student population if such goods or services are required in furtherance of or to support the student’s academic experience. In such circumstances EMSA senior vice president may permit vendors providing valuable products or services to do so through the NU Bookstore, or other appropriate space as may be approved by EMSA senior vice president. All such vendor activity shall be limited to no longer than two weeks and shall be performed in a manner that does not interfere with the academic environment. Student organizations should apply for permission by submitting the “Fundraising Request” form to their program advisor.

Solicitation of Donations
Approaching or petitioning individuals, groups, or outside agencies for the purpose of raising funds or other forms of support to the organization can be an effective way to gain financial resources.

Solicitation of businesses must be carefully monitored because of NU’s relationship with area businesses and potential effect on the Office of University Development’s own fundraising efforts. Consult a One-Stop Suite staff member before pursuing this avenue of fundraising.

Solicitation for tax-deductible donations must be coordinated through the Development Office. All checks should be payable to Northeastern University. The name of the recipient student organization and any stipulations associated to the donation should be included with the check. The donation should be mailed to:

Development Information Systems
Northeastern University
360 Huntington Avenue
501 Richards Hall
Boston, MA 02115

Philanthropic Fundraising
Philanthropic fundraising exemplifies a community spirit of caring, and must be pre-approved through the director of Student Activities. The policy requires that:
• Only recognized student organizations may sponsor fund drives and only after the “Fundraising Request” form has been submitted and approved by the director of Student Activities.
• Solicitation is not allowed in classrooms or in faculty or administrative offices.
• Definite and realistic time and goal limits for each project must be included in the request for approval.
• No more than one major fund drive for charity will be allowed in any semester.
• All money collected must be deposited with SABO.
• A check to the charity will be issued after the drive upon written request from the student organization.


Raffles and Lotteries
A raffle is defined as a lottery in which a person buys a chance to win a prize. Student organizations are not permitted to hold raffles or lotteries due to the significant restrictions and strict governance of such activity by the Commonwealth of Massachusetts. However, door prizes where there is no exchange of money are permitted. The circumstances must be such that everyone has an equal chance of winning, and the chance is open to all attending the event. As such, raffles and door prizes are not viable sources of fundraising.

Bake Sales
Your student organization may prepare or purchase non-perishable food (such as baked goods) and sell such food at pre-approved locations on campus, limited to a four-hour period. All goods must be individually wrapped in plastic bags or plastic wrap prior to the sale and must NOT require heating or cooling. Fill out a “Fundraising Request” form with details about the bake sale at least two weeks prior to the sale to confirm a table reservation.

New! Student organizations may conduct sales of baked/dry goods/food in store bought/packaged form. Food must be none perishable and shall not need the support of refrigeration or heating. Food may also include sealed bottles/cans of water or carbonated beverages. During the advising process, Program advisors should review the details regarding the practice of proper food handling protocol as written in the food handling policy. Student organizations who conduct bake sales and display food that is unwrapped or with out approval or violates the guidelines shall lose any opportunity/privilege to conduct bake/food sales for the remainder of that academic year. Note that on violation all sales must cease and the activity terminated. Bake/food sales activities shall only be conducted on or above the 1st floor of the Curry Student Center and at assigned external areas. Please note that Bake/food sales activities are prohibited on the ground floor of the Curry Student Center. Note that the same food handling criteria shall be in effect when groups give away free food as part of their marketing and event promotion efforts.
 
Tangible Goods
Organizations can sell items created or produced by the members of the organization such as jewelry or T-shirts. Goods must be provided at the time of sale, with the exception of a product or service provided directly by the student organization related to a seasonal date of delivery (such as Valentine’s Day flowers or candygrams). Catalog sales are not permitted. Submit a “Fundraising Request” form with a description of the items to your program advisor to gain approval prior to spending any money on items or advertising.

Selling Tickets
Selling tickets to an event requires some advance planning. If you are selling tickets in advance, it is suggested that student organizations use the services of NU Ticket Office. Be sure the tickets are numbered and your organization has a system for accounting for the tickets sold and money collected. A program advisor can help with preparing for ticket sales.

NU Department Support
If an organization’s program or membership is of particular interest to a certain department, consider seeking support from that department. In order for money to be transferred from an NU department to a student organization, a “Journal Entry” form should be completed by the NU department and forwarded to SABO for processing. NU departments may be able to provide some indirect forms of support as well. Departments may allow the organization some telephone or photocopying privileges, saving money for other activities. Departments may have suggestions for other outside sources or contributions. If nothing else, ask them to help promote the organization or event. Consult the One-Stop Suite before soliciting administrative offices. Solicitation of individual NU students, faculty or staff is prohibited unless the organization receives permission from the director of Student Affairs.


Outside Support
Some organizations obtain support directly from their church or community groups, honor and social fraternities/fraternal organizations, or similar sources. These funds are to be deposited into the student organization’s cash account in SABO in the form of cash or checks payable to Northeastern University.

Co-sponsorship and Networking
When your organization is in the planning stages of a great project, invite another organization to get involved. Co-sponsorship of an event is a creative method of making the most of limited resources. With more than 200 NU-recognized student organizations, there are likely to be a few that have an interest in sponsoring a program with your organization. The expenses may be split on an IAF when making payment, or student organizations may transfer funds to one another via a student group transfer form. Two (or more) organizations working on the same project have more financial, human and attendance resources than one working alone.

   
Depositing your Money
Deposits
Deposit all money into your student organization cash account immediately. Never allow any member or officer to take money home or deposit it into their personal account: It is risky as well as being a violation of NU rules. Deposits should always be made to the cash account. SABO staff will promptly credit the cash account and give your organization a deposit transaction copy for your records.

To complete a deposit slip:

• Fill in the total of cash and coins in the “Currency” and “Coin” lines. Calculate the total amount of cash being deposited.
• Itemize each check number and the value of each check.
• Put the total of currency and check in “Total” box.
• Put the organization name and cash account number on the “Account #” line.
• Specify the event or type of fee on the “Source of Funds” line.
• Fill in the name of the individual doing the transaction on the “Deposited By” line and fill in the date.
• Place the money and deposit slip in an envelope.
• Submit the money and deposit slip to SABO (see “night deposits” below for after-business hours).
• SABO will return the verified yellow receipt to the student organization. 
Processing time: one business day.

Night Deposits
To deposit money when SABO is closed, complete the deposit slip and put both copies in a sealed envelope with any cash, checks and change. Go to the information desk on the ground floor or call  (617) 373-4335, and have a building manager paged to assist in depositing the funds into the night deposit safe.

The building manager will escort the individual to the night safe and unlock it. Deposit the funds into the slot and then turn the knob to allow the deposit to drop down into the safe.

Pick up the verified receipt at SABO the following business day. If the Student Center is closed at the end of the event, Public Safety can provide the individual with a lock box.

A student organization member must then return to Public Safety the following day with the key, and retrieve the money to be deposited at SABO.

Cash Boxes
Cash boxes are available to borrow from SABO when a student organization is collecting money for an approved fundraising event. A student organization may request up to $50 in cash, per event, to make change. To request change, complete a petty cash request indicating the amount and denomination(s) that is desired. Have the advisor sign the petty cash request, and then submit it, along with the approved “Fundraising Request” from Student Activities to SABO.

About Checks
• All checks should be made payable to Northeastern University and will be endorsed by SABO.
• For the protection of the student organization, obtain all the information possible from an individual paying by check.
• If a check bounces, then it can tracked if you have a name, student ID number, permanent address and phone number.
• Any check not honored by the bank will be deducted from the student organization account.
• SABO will notify the student organization in writing, as well as attach a copy of the returned check, for their records.
• It is the student organization’s responsibility to collect on any bad debt.

   
Spending Guidelines
Disallowed expenses
No payment or reimbursement will be transacted for the following expenses:

• alcohol (regardless of age; unless under contract with Chartwells or contracted facility)
• drugs (including over-the-counter medications, i.e. aspirin)
• tobacco products
• fines, penalties or charges incurred by personal negligence
• personal products/expenses

Tax-exempt status
NU is a not-for-profit institution and is therefore tax exempt in the Commonwealth of Massachusetts. This exemption includes purchases of all tangible personal property by NU to the extent that such property is used in the conduct of the business of the purchaser. This exemption does not include such taxes as service or meals tax. Willful misuse (including use for personal purchases) of this exemption may result in criminal tax evasion sanctions.

Additional State Exemptions
NU has reciprocal agreements with other states allowing for certain other tax exemptions. NU has exemption certificates for the following states:

• Arizona
• Colorado
• Connecticut
• Florida
• Idaho
• Illinois
• Kansas
• Kentucky
• Maine
• Michigan
• Missouri
• New Jersey
• New York
• Ohio
• Rhode Island
• Texas
• Utah
• Vermont
• Wyoming

When traveling to any of these states, please contact SABO to confirm the exemptions of the particular state. Copies of exemption certificates can be picked up in SABO.

Petty cash
• Petty cash reimbursements provide your organization with immediate cash reimbursement up to $50 per day.
• Complete a petty cash form, attach the original itemized receipts, and have the organization advisor sign/approve the form.
• Present the approved form, with the original itemized receipts, to SABO. The individual will receive immediate cash reimbursement providing the account has sufficient funds.
• The pink copy of the Petty Cash Form will be returned to the student organization for their records.
• Reimbursements for more than $50 should be processed on an Invoice Approval Form (IAF).
Processing time: same day

Invoice Approval Forms
IAFs are used to request payment for any reimbursement over $50, which include services, performer payment and purchases from vendors. Payment will be made in the form of a Northeastern University check. Keep in mind the following information when using an IAF:

• Amounts over $1,000 require a longer time to process because the signatures of two NU officials are required.
• The original invoice, approved contract, completed registration form or original, itemized receipt(s) must be attached to the IAF for the check to be processed.
• Multiple reimbursements to one individual can be grouped together on one IAF. When paying a vendor directly, there should be one invoice or contract per IAF.
• Checks made payable to an individual for a service provided, or to a vendor for rental of a facility, requires an original, approved contract through Student Activities.
• Only fill in the Social Security number field if payment is for services provided by an individual. A Social Security number is not necessary for a reimbursement.
• If a purchase order initiated the purchase of merchandise, fill in the purchase order number in the P.O. Box. Your organization advisor must sign the IAF.
• Checks cannot be made payable to the same person who approves the form. Organization advisors should have the individual they report to authorize any reimbursements for out-of-pocket expenses they have incurred on behalf of the organization.
• Provide a contact name and phone number in case there are any questions. Indicate on the IAF whether the check is to be mailed or held for pickup. Checks may be picked up in SABO during regular business hours.
Processing time: A check will be ready within three business days if the IAF is submitted before 11 a.m.
   
Reimbursements
• Reimbursements must be made payable to the individual that incurred the expense.
• Reimbursement to an individual for expenses paid in the amount of $50 or less can be processed on a petty cash form or an IAF. Reimbursements greater than $50 require an IAF.
• Complete an IAF, attach the original, itemized documentation including proof of payment (i.e. receipts, invoice, order form, registration form, etc.) and have your organization advisor sign/approve the IAF.
• Present the approved IAF and original, itemized documentation to SABO.
• The IAF will be processed to generate a check providing the account has sufficient funds. SABO will retain the white and yellow IAF and original documentation. The pink copy of the IAF will be returned to the organization for their records.
• Should the group desire a copy of the back up documentation, they should make a photocopy for their records prior to submitting the originals to SABO.
• The original, itemized documentation should clearly show proof of prior payment by the individual being reimbursed. Statements, photocopies and credit card receipts are not acceptable forms of documentation.
• Statements do not itemize what was purchased and could contain prior balances that have already been paid.
• Quotes are appropriate to obtain purchase orders, but not to request payment. A quote is an estimate, not the exact amount due for payment; therefore an invoice should be submitted for payment.
• Photocopies have the potential of being altered or replicated for multiple payments.
• Credit card slips do not typically itemize what was purchased. If a credit card is being used for payment (i.e. at a restaurant), it is necessary to ask the server for an itemized bill. If the credit card slip does itemize the transaction, it may be used as a receipt.
• SABO RESERVES THE RIGHT TO NOT PROCESS PAYMENT/REIMBURSEMENT FOR GOODS OR SERVICES THAT ARE NOT CLEARLY IDENTIFIED BY OFFICIAL DOCUMENTATION.

Payment for services
To pay a performer, speaker and other individuals or groups who provide services to your  organization, you must have an approved NU contract before the event. Your group cannot advertise the event before contract approval. Bring a completed pre-contract and a completed IAF to Student Activities to process your contract at least four weeks prior to your event. Once both parties sign the contract, Student Activities will submit one original version of the contract along with your completed IAF to process a check for payment. Because most people expect their payment immediately after performing, your organization should double-check with Student Activities to ensure contracts have been returned and submitted to SABO. Do this at least one week before the event to allow for processing.
   
Purchase order (P.O.)
When buying resource materials for your organization, such as T-shirts or giveaways, your organization may complete a purchase order (P.O.) in advance. Purchase orders are a promise of payment to a vendor in exchange for goods or service. A purchase order encumbers money from your group’s account so that once the order is received, the money has already been reserved for that purchase. If the received merchandise is satisfactory, then an IAF must be processed in order to pay the vendor.

Why everyone likes P.O.s
• Businesses and vendors prefer P.O.s because it assures them that the organization is approved to make the purchase and guarantees them payment.
• NU prefers P.O.s because it assures us that your group planned and prepared in making this purchase.
• Student groups prefer P.O.s too, because they don’t have to use their own money up front.
• Groups can be assured that the company delivers what was ordered.
• A check request is less likely to be questioned than a reimbursement request.

How to obtain a P.O.
• Request an itemized quote from the vendor. The quote should provide the vendor’s name, address and phone number as well as an itemized list of what is being purchased, the unit cost of each item, any tax and/or shipping, the total cost of the order and any special arrangements.
• Have your advisor sign/approve the quote.
• Present the approved quote to SABO. If your organization has sufficient funds to cover the estimated cost, money will be encumbered (reserved) and the P.O. issued by SABO.
• SABO will retain the pink P.O. and original quote (please make a copy of the quote for your group’s records.)
• Three copies of the P.O. will be returned to your student group:
        White–goes to the vendor
        Yellow–for your student group records
        Green–this is to be submitted with the
            IAF and original, itemized invoice
            to initiate payment to the vendor.
Processing time: same day

Any order over $1,000 requires written bids from at least three different vendors. The choice should be the lowest bid. If the choice is not the lowest bid, then attach a written explanation for the decision.

If the vendor does not require a P.O., simply attach the original, itemized invoice to an IAF for payment. To avoid the account being charged twice, remember to note the P.O. number in the appropriate IAF box.

Do not pay a vendor in advance of receiving the merchandise. Should you not receive the merchandise, or receive it in unsatisfactory condition, you may lose leverage to negotiate a resolution and/or lose your organization’s money.
   
Payment to Another Student Group
Payment to another student organization is an internal transfer of funds and can be done via a “Student Group Transfer” form. A transfer is a convenient way of working out payments for co-sponsorship or purchase from another student organization such as a payment for Northeastern News advertisements. It is a good way to do business because it is quick, easy and requires no exchange of actual currency. Simply fill out a “Student Group Transfer” form, have the advisor for the organization incurring the expense sign the form, and attach any pertinent documentation. Submit the form to SABO for processing. Providing the account has sufficient funds, SABO will approve the transfer and provide the student organization with two budget-approved copies–one for the organization making the payment and one for the organization receiving the payment.
   
Stop payments
On rare occasions, a check may be lost or stolen and a cancellation of payment (stop payment) is necessary. Should your group find themselves in this position, send SABO an e-mail or memo stating:

• name of the person, company or organization the check was made payable to
• the amount of the check
• the invoice number
• the date the request was submitted to SABO
• the reason for stop payment
• whether the check is to be voided or reissued

Check void means the check is no longer required.  If your organization had a check processed that is no longer required for whatever reason and you wish to cancel it, return the original check to SABO and ask them to void it. Do not destroy the check! SABO will need the check in order to void it.

Check reissue means the check in its current form contains faulty payment information. A new check with the correct payment information is required. Confirmation from the bank takes approximately 10 working days. Once SABO receives the confirmation, a check can be reissued, if appropriate.
   
Procurement Card
SABO may be able to assist with purchases via the use of a procurement card, also called a procard. A procurement card may be used to expedite the following payments:

• capital equipment up to $2,000 (consult the Reference Guide to University Agreements for a listing of preferred vendors.)
• hotel rooms
• airfare (Expedia and STA are NU’s preferred vendors, see page 73 for more information.)

Procurement Card Procedures
• Obtain a written quote from the preferred vendor contracted by NU. This quote should itemize the purchase and any terms of agreement. Should there be a better deal with another vendor, submit a quote from the preferred vendor along with the quote from the vendor of choice.
• Write the account number to be charged on the quote.
• Have your advisor sign/approve the quote that has been selected.
• Submit the approved quote to SABO.
Processing time: one full business day

* Note: Departmental procurement cards should not be used for any student organization transaction with the expectation of doing a journal entry to reimburse the department. This practice is in violation of the procard agreement and may jeopardize the staff member’s procard privileges.

   
Transfer and Direct Charges
Funds transfer: This is a convenient way of making payments when co-sponsoring events or purchasing products/service from another student organization or NU department. A funds transfer is used to transfer funds from one student organization’s account to another. For fund transfers from an NU department, consult first with SABO.

Types of funds transfers are:

• Student organization to student organization–use “Student Group Transfer” form.
• NU department to student organization–submit completed “Journal Entry” form to SABO.
• Student organization to NU department–submit completed “Journal Entry” form to SABO.
Processing time: next day

Budget transfers/reallocations: Budget transfers/reallocations should only be used internally within BRC (800XXX), GPSA (801XXX) or RSA (805XXX). Transfers between NU entities and student organizations should only be done on journal entries, not budget transfers.

Direct billing by an NU department: Obtain an invoice from the department itemizing the goods/services being purchased. Make note of which account number is to be charged on the invoice and have the student organization advisor sign the invoice. Once approved by the advisor, bring the invoice to SABO. SABO will then process a journal entry for payment.

Following is a list of some of the NU departments that your student organization may interact with:

• Blackman Auditorium
• Building Services
• Campus Recreation
• Information Services
• Media Services
• NU Business Office
• Public Safety
• NU Ticket Center
• Sign Shop
• Telephone Services
• Transportation

   
On-Campus Preferred Vendors
NU has contractual arrangements with service providers called preferred vendors. Business conducted with preferred vendors can be charged directly to the student organization account as follows:

• Obtain the appropriate form from SABO for proper transaction authorization and billing purposes.
• Conduct the transaction with the vendor.
• Make a copy of all transaction documentation for your organization’s financial records. SABO will keep all original documentation.
• Return the original transaction documentation, enclosed packing slips etc. and receipt to SABO, which can help with account concerns and ensure proper billing.

Bookstore
    Ground floor Curry Student Center
    (617) 373-2286
    office supplies, NU merchandise, etc.
Obtain a bookstore voucher from SABO, and bring this with the selected items and NU ID to the faculty & staff register. Give sales slip and form to SABO. Store requisitions cannot be used for personal items or textbooks.

Corporate Express
    (781) 455-9150
    NU’s preferred vendor for office supplies
View Corporate Express catalog at SABO, or the Student Organization Resource Room. Get an order form from SABO, fill it out, and return it to SABO, who will place the order. Upon delivery, give “Priced Pack List” to SABO. Frequent users should ask SABO about online ordering.

GA Blanco
    (800) 292-6625
    NU’s preferred vendor for computer supplies
Ask SABO for a GA Blanco requisition form, fill it out and return to SABO, which will place the order. Upon delivery, give enclosed packing list to SABO.

Pitney Bowes
    40 Columbus Place
    (617) 373-5178
    NU mailing services
Mailings can be processed via the mail room, which can save time and money in sorting and stamping. To process a mailing, bring items to SABO, and fill out a mail requisition. All mail will be sent first class unless otherwise indicated. Bulk mail (over 200 pieces) must be in ascending (lowest to highest), zip code order, in order to save you money. All bulk mail is sent third class.
Processing time: next day.

Reprographics
    11 Ell and 17 Forsyth
    (617) 373-5646
    NU’s preferred vendor for copies and printing
Get a Reprographics requisition form from SABO, and indicate services requested (copying, quantity, etc.) Deliver to Repro, and then upon order completion, sign the receipt and bring to SABO.

STA Travel
    144 CSC
    (617) 373-7900
    discount student travel service operation
Visit STA Travel to make travel arrangements. Obtain two copies of the detailed itinerary from the STA agent. Complete an IAF payable to STA, obtain group advisor signature, and submit with two copies of the itinerary to SABO. SABO will approve one itinerary and return it to the individual to deliver to STA for processing of the travel arrangements. The second itinerary will be attached to the group advisor-approved IAF in order to generate payment to STA.

Universal Shipping Pros (USP)
    140 CSC
    (617) 373-2090
    copy cards, mail services, office supplies.
Request a USP Requisition Form from SABO. Bring a copy of receipt to SABO.

   
Food/catering options
Chartwells
    106 St. Stephens St.
    (617) 373-2479
    http://neucatering.catertrax.com
    NU’s catering service
Select menu online, and Chartwells will provide a “Budget Approval” form and itemized invoice. Obtain your organization advisor’s signature on the form, and return it with the invoice to SABO. SABO will fax the form back to Chartwells. See Chapter 3, “Event Planning.”

Curry Student Center Food Court
    “No Frills” small event menu
Complete the required information on the “No Frills Menu” order form, and obtain your advisor’s signature. Submit completed form to SABO, which will fax the form back to Chartwells.

Food coupons
Food coupons are a nice way of rewarding staff and volunteers. These coupons are billed at face value. Cash will not be issued for any remaining balance not used on the coupon. Prepare a memo stating:

• face value of the coupon
• number of coupons requested
• student group name
• account number to be charged
• date desired, and contact name and phone
• Have your advisor sign the memo, and give to SABO at least one week prior to the date that the coupons are needed.

   
Travel reimbursements
Please review travel policies on page 14 when traveling on student group business.

Hotel
• Payment for room charges can be arranged in advance through SABO or reimbursed upon return.
• Payment in advance: Obtain an itemized written quotation from the hotel on room(s) cost and taxes associated with the room. Have your organization advisor approve this quotation and indicate your account number. Submit the paperwork to SABO, which will pay for the room in advance and bill directly to your account.
• Reimbursement of personal funds upon return from the trip: Obtain an itemized, original room receipt from the hotel. Attach the hotel receipt to an IAF, obtain your advisor’s approval signature and submit the documentation to SABO for reimbursement.

Airfare
• Payment for air travel can be arranged in advance through SABO or reimbursed to an individual upon return.
• Payment in advance: use a travel provider:
    Expedia Travel
        (617) 451-4200
        www.expedia.com
        An NU-preferred vendor
Contact Expedia Travel to coordinate the travel arrangements. Obtain a detailed itinerary from Expedia. Indicate the account number to be charged on the itinerary and have the advisor approve/ sign the itinerary. Submit approved itinerary to SABO, which will purchase the tickets. Charges will be billed directly to the student organization’s account.
• Other air travel providers: If a more cost-effective option is available, then follow the same steps noted above. In addition, documentation will be needed showing that NU’s preferred vendors offered higher fares.
• Reimbursement of personal funds upon return from the trip: Purchase airline tickets with personal funds and be reimbursed via an IAF. Attach original, itemized documentation as proof of payment with the cost clearly identifiable (examples could include original travel agent receipt, airline ticket confirmation receipt, or boarding pass accompanied by credit card statement). Submit the approved IAF and payment documentation to SABO for reimbursement.

Incidental travel expenses: Individuals can be reimbursed for incidental expenses incurred while traveling provided the expenses are approved by the student organization and within NU guidelines. Remember to request and save itemized receipts while traveling, especially for meals. Attach the original, itemized receipts to an IAF and have the advisor approve the IAF. Submit the approved IAF and the original, itemized receipts to SABO to generate a check for reimbursement. Note: If the expense is $50 or less, a petty cash voucher may be used in place of the IAF.

Transportation/hotel costs of a performer: Occasionally a student organization may be contractually obligated to pay for a performer’s transportation and/or hotel. The easiest way to handle this is to negotiate with your performer/agent for an all-inclulsive rate. This way, all travel arrangements will be taken care of by the performer or agent. If travel is not included in the contract price and must be paid for separately, the following steps should be followed:

• Obtain an itemized quote from the vendor, indicate the account number to be charged on the quote and have your advisor sign/approve the quote. Submit the approved quote to SABO. The charges will be directly billed to your appropriate account.
• If the performer is to be reimbursed for travel, obtain the original, itemized receipts from the vendor and process them for payment as outlined above under “Incidental travel expenses.” The IAF should be made payable to the performer.


Bus/auto/van service
Automobile/van rental: Vehicle rentals cannot be direct billed to a student organization account, nor can it be paid for in advance. All vehicle rentals must be paid for by an individual and then reimbursed to them upon completion of trip. The agency contract, clearly indicating the total amount paid, should be submitted as backup to the IAF. Student organizations are strongly encouraged to purchase collision damage waiver insurance. All liability will be the responsibility of the traveler.

NU Transportation (Transportation, Receiving and Warehousing Department)
    1 Marbury Terrace, Jamaica Plain
    (617) 373-2343
NU Vans: Students are eligible to use NU vans if they pass a driver’s test and meet the following requirements:
• Valid driver’s license
• Copy of driving record from home state
• Copy of merit rating
• Copy of physical from University Health Center
• Three years good clean driving record
• Must be 21 years old

When all the paperwork is obtained, please call x2343 to arrange for an appointment.

Bus transportation: If available, student organizations can be driven to their destination in a NU bus. Obtain a Transportation Budget Approval Form at SABO or online at@ neu.edu/curry/forms. Complete form, get advisor signature and bring to SABO, which will authorize and fax it to NU Transportation. If an NU bus is not available, Transportation will help find an alternate. NU Transportation will fax a confirmation to SABO, who will then notify the contact listed on the Transportation Form. Upon completion of the trip, Transportation will bill SABO, who will in turn forward the bill to your organization to obtain your organization advisor’s signature. Bring the completed and approved bill, with your account number, to SABO for processing.

   
Computers and Capital Equipment
Capital equipment is defined by NU as non-expendable property having a useful life of more than two years and a unit cost of $500 or more. All capital equipment must be procured, maintained and disposed of according to NU policy. Equipment purchased is considered property of NU. NU-owned property must be housed on campus.

Capital equipment and software purchases: All capital equipment and software purchases, regardless of cost, must be approved by Student Affairs prior to purchase. This process insures that the best value is obtained for the student organization, that the equipment is compatible to NU’s network, and records the item for inventory purposes.

Purchasing procedures:
• Obtain a written quote from NU’s preferred vendor (Dell or Apple for hardware, or GA Blanco for supplies). This quote should itemize the purchase and any terms of agreement.
• If there is a better deal with another vendor, submit a quote from the preferred vendor along with the quote from the vendor of your choice.
• Write the account number to be charged on the quote, and have your organization advisor sign it.
• Submit this to SABO for Student Affairs’ approval and purchase.
Note: It may take up to one full business day for SABO to initiate your order.

Disposition of capital equipment and software: Consult with SABO when disposing of capital equipment that is no longer needed or functional. SABO will manage the removal of the equipment and update inventory records as appropriate. Individual removal of NU property from campus may be considered theft.

Computer maintenance and repairs within the Student Center:
• Software related issues: Consult the Help Desk directly for any software questions or concerns. The Help Desk can be reached at xHELP– (617) 373-4357. If you are attempting to load NU software onto a computer housed within the Student Center, please consult the Help Desk.
• Hardware related issues: Send an e-mail or memo detailing the problem to the Help Desk.

   
Budget Review Committee:
The SGA’s BRC awards funds to undergraduate student organizations events, using SAF funds collected from each student. Your group may apply for multiple events during the fiscal year, except for the media groups and other budget groups.

Several groups, including Council for University Programs (CUP) and the Media Board, get a lump sum from BRC. They can also be funded for one event per semester.

All student groups can request money for equipment, programs and other items, if they meet requirements listed in the SAF Manual. The BRC will allocate money as divided into funding periods. Programs may be fully funded, not funded, or partially funded. Any organization that requests funding for a program and receives less than full funding will be given an explanation.

According to the Student Activity Fee (SAF) Manual, the following are examples of allowable requests:

Events
Fill out a BRC program request form, available at sga.neu.edu, by the deadline specified for the funding period of your event. Once received, you will be notified of a hearing by the BRC. The following are allowable requests:

• performers (concerts, speakers, DJs, comedians, etc.)
• program supplies
• program promotional items
• giveaways (not to exceed $5 per unit)
• T-shirts as giveaways up to $5 each; up to 50 percent of the venue capacity, or 500 t-shirts, whichever is less
• program advertising expenses: a marketing strategy must be included in the proposal. Ads on non-NU web sites and in non-NU publications will not be funded. Ads must bear “Supported by the Undergraduate Student Activity Fee” and the SAF logo
• movies, films etc.
• audio-visual equipment in a large venue open to all undergrads or as part of a larger program
• political programs and activities, unless supporting campaign of an individual candidate
• community service events IF: held on campus; primarily aimed at NU full-time undergrads; relates to student group’s mission
• conference registration fees for two members: one a year
• competition fee and ads: one per year
• equipment: provide detailed current inventory

Equipment and food
• capital equipment, such as computers and other items above $500: Requests must be well-developed and supported by proof of necessity, item specs, price quotes from three vendors, (more if over $1,000), maintenance services and supplies needed, evidence that equipment can be safely stored, and advisor letter
• equipment rentals
• print/broadcast expenses (media only)
• food and beverages: a group may request one program per semester in which food is considered a giveaway with a cap of $15 per person. Additionally, food and beverage consumed by a guest lecturer or entertainer as required by contract will be considered. Banquets, receptions, ceremonies and general meetings will not be funded.

Non-fundable items
The following types of spending will not be funded in any form:

• activities exclusive to membership of one group
• alcohol, drugs, and tobacco products--See alcohol policy, page 18. The BRC will fund events with alcohol provided there is an environment, in accordance with NU alcohol policies, where equal entertainment is provided for both of-age and under-age students.
• charitable contributions
• class projects
• cleaning or alterations of costumes
• deposits, security fees
• fundraisers
• film and photos, photographers, videographers
• human resources (coaches, secretaries, employees)
• late fees, penalties of any types
• loans
• political lobbying and rallying
• plaques, trophies, prizes
• scholarships, stipends, awards
• subscriptions
• student group recruitment initiatives
• transportation, except day trips open to all undergraduate students; travel to NU locations

See the Student Activity Fee manual for procedures, at www.sga.neu.edu. Treasurers are mandated to attend BRC training.