Student Government Accounting Budget Office Manual by oxo41447

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									Student Government
Accounting & Budget
Office Manual
               Student Government Accounting & Budget Office
                   Financial Policy and Procedures Manual

1. Table of Contents                                            Page   2-3

2. Introduction                                                        4

3. Office of Student Government Accounting & Budget                    4-6
           Boca Raton Campus
           Broward Campuses
           Jupiter Campus
           Treasure Coast Campus

4. Student Government Overview                                         6-7

5. Financial Officers of a Student Organization                        7 - 10
          Requirements of the Financial Officers
          Responsibility with A & S Funds
          Penalties for Fiscal Irresponsibility
          Budget Training for each Financial Officer
          General Regulations and Policies
          Internal Signature and Account Maintenance

6. Registration with Office for Student Involvement and   Leadership   11

7. Budget Process & Timeline                                           11 - 13
         A & S Budget Request
         Funding Application
         Review of Requests

8. Purchasing Process/Accounts Payable                                 13 -18
          Student Organization Event Registration and
                  Space Use Request Form
          Expense Justification
          Banner Requisition
          Check Request
          Contractual Services
          Expenditure Transfer (Journal Entry Form - JE16)
          Food Policy
                  Papa Johns and Coyote Jack’s
                  Steve’s Espresso Café
          Touchnet / Marketplace
          Tax Exemption Certificate for Purchasing
          Promotional Items


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9. Travel Policy                                                       18
          Procedure
          Campus to Campus Travel
          Day Trips
          Agency and Program Revenue Accounts

10. Property                                                           18 - 19

11. Revenue and Refund Deposits                                        19 - 20
          Check or Money Handling Policies

12. Office Supplies                                                    20

13. Printing Services                                                  20

14. Hiring and Payroll Procedures                                      20 - 26
           Hiring Justification Form
                  OPS (Temporary) Student Staff Hiring Justification
           Student Appointment Form

15. Phone Bill                                                         26

16. Tuition Reimbursement                                              26 - 27

17. Reserve Account                                                    27 - 28

18. Student Government Golf Cart – Procedure                           28 - 29

19. A & S Allowable Expenditures Grid                                  29

20. Appendices                                                         30




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2. Introduction:
Welcome to the world of the FAU Activity & Service (A&S) fee funding. As a member
of a Student Government (SG) Program, Branch or funded-club, you will need to
understand the proper procedures for budget management. This manual is written to help
the financial representatives of student government funded entities and will serve as a
valuable resource to you.

Students pay a $10.40 A&S fee for every credit hour in which they are enrolled. The
A&S fees collected are given to the Student Government Senate for distribution through
a budget process to various campuses, organizations and programs. Each campus House
of Representatives and Council of Student Organizations (COSO) then make further
distributions of these funds to campus organizations and programs. These funds are
distributed throughout the campus to help best serve the needs and interests of the student
body. A&S funds are not to be used for personal gain. They are student dollars and,
therefore should be used to benefit as many students as possible.

There are many rules and regulations that need to be followed by all A&S fee-funded
areas. The policies and procedures outlined in this manual are in compliance with the
rules and laws that govern the operation of SG budget and finance, Florida Statutes, and
the FAU SG Constitution and Statutes at http://www.fau.edu/sga/constitution.php,
University Regulations at www.fau.edu/regulations, University Policies at
www.fau.edu/policies; in particular, Regulations 4.006 at
http://wise.fau.edu/regulations/chapter4/4.006_Student_Government_and_Student_Orga
niz ations.pdf, and Regulations 4.007 at
http://wise.fau.edu/regulations/chapter4/4.007_Student_Code_of_Conduct.pdf,
Controller’s Office Manual & Documentation at http://wise.fau.edu/financial/info.php,
Purchasing Department at http://www.fau.edu/purchasing/, and Office for Student
Employment at http://www.fau.edu/hr/Student_Employment/index.php.

This manual will assist you in understanding the policies and procedures and also introduce
you to the various campus resources that can assist you in following the procedures.
3. Office of Student Government Accounting & Budget:
SG Accounting and Budget Office (SGAB) is the Office that manages the A&S fees for
the FAU Student Government Association. SGAB services the accounting, personnel,
travel, and/or purchasing needs of A&S fee-funded entities. Additionally, the SGAB will
coordinate training regarding fiscal procedures for all Student Organizations and any
A&S fee-funded entity. The SGAB will be responsible for publishing a policies and
procedures manual setting the A&S fee budgeting and expenditures process. The SGAB
Office is part of the Division of Student Affairs.

Boca Raton: Student Union (Bldg. 31), Room 221, 561-297-6775
      Coordinator for SG Accounts:
      • Processes financial transactions and maintains budget oversight of
         University Wide and the Boca Campus.


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      •   Responsible for keeping accurate accounting records and overall management
          of the University Wide and the Boca Campus.
      •   Organizes training to educate students regarding the budget process,
          the University Controller’s Office and Purchasing procedures and
          policies.
      Part-Time Fiscal Assistant:

      •   Works with student leaders, club and organization leaders, and professional
          staff to assist in the operation of the Student Government Accounting and
          Budget (SGAB) Office.
      •   Daily expenses data entry in Quickbooks for all Boca Raton & University-
          wide accounts, processing of purchase orders, TARs, TAR reimbursements,
          vendor invoices, budget/expense transfers, roll over expenses, projected
          annual telecommunications expenses.
      •   Prepare reports for each account reflecting changes, review adequate
          accounting journal entries on expense justifications, BANNER requisitions,
          and check requests, reconcile account balances between Quickbooks and
          BANNER, assist with the fiscal year-end/new-year filing process, provide
          guidance to registered club and organization members regarding paperwork
          required for expenses to be paid with A & S fees, and any other assignments
          requested by the SGAB Office staff.

Broward Campuses: Davie Student Union (Bldg. 16), Room 218, 954-236-1241

      Senior Fiscal Assistant:
      • Processes financial transactions and maintains budget oversight of
         Broward Campuses.
      • Responsible for keeping accurate accounting records and overall management
         of the Broward Campuses.
      • Organizes training to educate students regarding the budget process,
         the University Controller’s Office and Purchasing procedures and
         policies.
Jupiter Campus: The Burrow Student Union (MC 03), Room 151, 561-799-8696

      Assistant Director for Student Involvement and Leadership:
      • Processes financial transactions and maintains budget oversight of
         Jupiter Campuses.
      • Responsible for keeping accurate accounting records and overall management
         of the Jupiter Campus.
      • Organizes training to educate students regarding the budget process,
         the University Controller’s Office and Purchasing procedures and
         policies.

Treasure Coast Campus: JU 312, 772-873-3441


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       Assistant Director for Student Involvement and Leadership
       • Processes financial transactions and maintains budget oversight of
          Treasure Coast Campuses.
       • Responsible for keeping accurate accounting records and overall management
          of the Treasure Coast Campus.
       • Organizes training to educate students regarding the budget process, the
          University Controller’s Office and Purchasing procedures and policies.
Campus Student Treasurer:
     Each campus has an appointed student treasurer. The following is the
     job description for the position; however, it may vary on each campus.
     • Shall report directly to the Governor.
     • Assist with maintaining accurate records of all financial transactions
         concerning the Boca Raton Campus.
     • Aid with the accounting for all expenditures of the Boca Raton
         Student Government funds.
     • Submit a weekly report on the status of student funds to the House
         of Representatives.
     • Advise the Governor and House of Representatives on all financial
         affairs affecting the Boca Raton Campus.
     • Adhere to all policies, procedures, and guidelines as required for
         proper financial management and ensure the utilization of such by all
         Student Government funded accounts under his/her jurisdiction.
     • Inform Student Government officials of any account where there seems to
         be mismanagement, inappropriate or unauthorized spending or failure to
         comply with established policies, procedures or guidelines.
     • Shall perform all necessary and proper duties delegated by the Governor.
     • Shall be appointed by the Governor and approved by a majority vote of
         the House of Representatives.
     • Shall attend and report to all GAC meetings.
     • May work up to twenty (20) hours per week.

4. Student Government Overview:
The Student Government of Florida Atlantic University is charged by Florida Statute with
the responsibility of allocating that portion of the Activity & Service Fee to tuition paid
by all students within the Florida Atlantic University system. Student Government is
made up of three branches: the Executive Branch, the Legislative Branch and the Judicial
Branch.These three branches work together to serve as advocates for the students of
Florida Atlantic University.
The Executive Branch is led by the Student Body President and Vice President and the
Governors on the Boca Raton, Broward, Jupiter and Treasure Coast campuses. These
individuals are elected in the spring of each school year by university-wide elections.
Some of the roles of these students include: administering the laws of the student body,
signing or

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vetoing acts of the university-wide Senate or House of Representatives, taking the concerns
and recommendations of the student body to the legislative branch and to university
administration.

There are two forms of the Legislative Branch at Florida Atlantic University. The first is the
University Senate, led by the Student Body Vice President and made up of 2 representatives
from each campus. The second form of the Legislative Branch is the House of
Representatives on each campus. The House is led by the House of Representative Speaker
on each of the campuses. The Legislative Branch works to ensure that the needs and
concerns of students are heard and also works to sponsor bills for appropriate funding to
departments, programs and organizations and adopt and revise constitutional amendments.
The Judicial Branch functions as the court of the student body and is led by the Chief
Justice. There is an Associate Justice on each campus. This group hears appeals from
groups or individual students on such issues as unconstitutional actions by students or
student groups and violations of the student body constitution and statutes.
5. Financial Officers of SG, SG Program, Advisors, Account Managers, and
Student Club or Organization:
The financial officer is responsible for the proper and LEGAL use of A&S funding.
Financial Officers are the Student Body President, Student Body Vice President,
Campus Governor, Campus Speaker of the House of Representatives, Campus
Treasurer, Advisor (Account Manager), and Executive Board of the student club or
organization, and are usually the President, Treasurer or Vice President, along with Club
Advisor. There should be at least one student and staff advisor (account manager)
designated as a financial officer per SG, SG Program and Student Club or Organization
and an additional leader should attend training so in case of a vacancy in the role of the
primary financial officer, that leader can step into the role.

A Financial Officer of each entity must meet the following requirements:
   1.) Be a FAU student or staff member
   2.) Attend SGAB Financial/Fiscal Training
   3.) Explain all pertinent information to the officers and members of their
       organization (i.e., upcoming events, deadlines and policy changes)
   4.) Read the Finance Code Chapter 200 of the SG Statutes at
       http://wise.fau.edu/sga/pdf/Chapter_200_Fiscal_and_Finance.pdf
       To ensure the entity is acting in accordance with the University Regulations 4.006
       Student Government and Student Organizations, SG Constitution, Statutes and
       University policies
   5.) Fully understand the policies and regulations of Chapter 200 and the content of
       this Manual
   6.) Maintain accurate records of the organization’s financial activity in order to
       handle the information gathered to the succeeding Financial Officer and to the
       FAU SGAB in case of University, State of Florida, or SG audit
   7.) Be responsible for storing, securing and keeping an inventory of all property
       purchased with A & S funds and be able to present such inventory for audit.


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   8.) Obtain as needed account summaries from the FAU SGAB office.

Financial Responsibility with A&S Funds:
A financially responsible entity is one which:
    1.) Complies with the State of Florida, University and SGAB Rules & Regulations
        including the SG Chapter 200 Fiscal & Finance Code and procedures established
        in the SGAB Financial Policy Manual
    2.) Obtains proper authorization from SGAB before obligating A&S
        monies 3.) Keeps a positive balance in accounts at all times
    4.) Spends in accordance with the allocation
    5.) Follows SGAB Office guidelines
    6.) Does not use A&S funds to purchase any alcoholic beverages, tobacco, fire
        arms, and any other prohibited items by University Regulations, Policies and
        State Law
    7.) Entities or organizations receiving A&S funding are subject to audit by
        the University
    8.) Ensures that all A&S funded property issued to the organization is
        properly protected, controlled and accounted for in accordance with this
        policy
Any alleged acts of financial irresponsibility must be reported to the SGAB offices. The
following actions can be taken against Financial Officers and/or entity or organizations
that demonstrate fiscal irresponsibility:

   1.) The Associate Vice President and Dean of Students or designee (and/or campus
       designee) can relieve the Financial Officer of financial authority/privileges.
   2.) The Associate Vice President and Dean of Students or designee (and/or
       campus designee) can temporarily freeze an entity or organization’s account.
   3.) The Associate Vice President and Dean of Students or designee (and/or campus
       designee), with support with Student Body President, Campus Governor, Campus
       House of Representatives, or COSO, or Senate, can request a permanent freezing
       of an entity or organization’s account.

Sanctions for Fiscal Irresponsibility:
Violations of these policies and laws described herein by an employee or student are
grounds for disciplinary action up to and including termination or expulsion in accordance
with applicable University and the Florida Board of Governors regulations and/or
collective bargaining agreements. Such disciplinary actions also may include reprimand or
suspension. Student organizations may also be sanctioned for violation of these policies
and laws. Sanctions may range from written reprimand to revocation of recognition as a
student organization. Disciplinary action by the University does not preclude the
possibility of criminal charges against a student or employee. The filing of criminal
charges similarly does not preclude action by the University.

Violations of this policy will subject the individual not only to university sanctions but also
to potential criminal prosecution by the appropriate authorities. Specific sanctions for


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faculty, administration, staff and students are under the jurisdiction of the following: (i)
for faculty: The Office of Academic Affairs; (ii) for administrators and staff: The Office
of Human Resources; and (iii) for students: The Office of the Associate Vice President
and Dean of Students.

Training for each Financial Officer and/or Entity or Organization:
An organization and/or entity receiving A&S fee funds or HOPING to receive A&S fee
funding, must send at least one Financial Officer of the entity or organization to complete
Financial Officer training. Financial Officer training will be conducted by the SGAB
Office (and partner campuses) three times a year: once in the Fall Semester, once in the
Spring Semester, and once in the Summer Semester, if needed. The financial workshops
will consist of reviewing all materials in the SG Statute 200, and the materials in this
Financial Policy Manual. After completion of SGAB training, all Financial Officers must
complete SGAB Financial Certification.

Training will consist of presentations by the SGAB Office and Student Involvement
and Leadership.
Failure to attend training and obtain SGAB Financial Certification will result in the
Associate Vice President and Dean of Students or designee (and/or campus designee)
will relieve the Financial Officer of their financial authority/privileges. The Associate
Vice President and Dean of Students or designee (and/or campus designee) can also
temporarily freeze an entity or organization’s account until further notice.
General Regulations and Policies:
These general regulations and policies are governed in Student Government
Statutes: Chapter 200 - Fiscal and Finance Code.

All expenditures of A & S Fees shall be conducted through regulations, policies and
procedures of Florida Atlantic University and follow all applicable State of Florida
guidelines; i.e. purchasing, travel, employment, etc.

    A & S Fees must be spent in accordance with a particular entity’s budget
     allocation as approved by Student Government. Any variance from the budget
     allocation is subject to the approval of Student Government Accounting and
     Budget Office.
    No A & S Fee monies may be deposited by any entity into an off-campus
     bank account.

    No A & S Fee account may go into deficit.

    No A & S Fees shall be used on or in behalf of any political campaign.

           •   Political campaigns shall be defined as any person or party running for
               any position in: Student Government Elections or Any Campus Election;
               Local Elections; State Elections and/or National Elections.


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    A & S Fees shall not be spent to directly benefit non-FAU students, excluding
       the use of A & S monies by Student Government for the following purposes.

          •   Recognition of faculty and staff who have assisted in SG
              endeavors including Advisors for Student Organizations.

          •   Recognition of non-FAU persons and or entities that have assisted with
              SG endeavors.

    A & S Fees shall not be expended toward purchases of firearms, alcohol, tobacco,
     or any other drugs or weapons.

    All A&S Fee funded entity events shall be open to all students at no charge with
     the exception of Student Government and Program Board sponsored events such
     as concerts.

    All A&S fee funded entities are required to be fiscally responsible as outlined in
     the SGAB’s financial policy and procedure manual.

    A & S Fees shall not be used for fundraising events.

          •   Any alleged acts of fiscal irresponsibility must be reported to the SGAB.

Internal Signature and Account Maintenance:
When should signatures on accounts be updated? It is important that all authorized
signers for Activity and Service Accounts be updated on a regular basis. Signatures
should be updated in the following situations:

   1) When an authorized signer is no longer affiliated with SG, he or she needs to
      be removed from student government accounts. When a new account
      manager is assigned to an account he or she needs to be added as an
      authorized signer to appropriate accounts.
   2) When a new account is created. When an authorized account signer changes his
      or her position within SG.

The SG A&B Office will provide you with the proper form to notify the office of
these changes.

How does one become an authorized signer? The SG Budget and Statues indicates who
has signature authority over specified accounts. The SG A&B Office will provide you
with the proper form to notify the office of authorized signers.

6. Registration with Office for Student Involvement and Leadership:




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According to Regulations 4.006, all student organizations must maintain active
registration and submit for approval on-and/or off-campus events with the Office for
Student Involvement and Leadership on their campus.

In order to submit a budget or spend A&S fees your organization’s status must be kept up-
to-date with the Office for Student Involvement and Leadership. Registration of student
organizations is done by the third Friday of the Fall Semester and is the responsibility of
the officers to register the organization in order to maintain the organization’s status. Each
organization will have a file with the Office for Student Involvement and Leadership
which records membership, organization status, officers, eligibility and participation.
The Office for Student Involvement and Leadership on each campus is located:
   • Boca Raton Campus is in the Student Union, Room 206 and can be reached at
      (561) 297-3735, or http://www.fau.edu/sil/;
   • Broward Campuses in the Davie Student Union, Room 203 and can be reached
      at (954) 236-1219 and in Downtown/Ft. Lauderdale Campus, Higher Education
      Complex, Room 507H and can be reached at (954) 236-5695, or
      http://www.fau.edu/student/broward/sil/;
   • Jupiter Campus in the Burrow Activity Center (MC 03), Room 151 and can be
      reached at (561) -799-8696, or http://www.fau.edu/jupiter/current-
      students/student- life.php; and,
   • Treasure Coast Campus is in JU 312 and can be reached at (772) 873-3441,
      or http://www.fau.edu/psl/prospective-students/studentservices.php.

7. Budget Process and Timeline
In order to request a budget, all Financial Officer, entities or organizations, must be in
compliance with the guidelines set forth in this manual and the SG Finance and Fiscal
Code, Chapter 200 ( http://www.fau.edu/sga/constitution.php?mainlinks=4).
The University-wide Budget Process is formally outlined in 206.00 of the Finance and
Fiscal Code, Chapter 200. The campus-based budget process is formally outlined in
208.00 of the Finance & Fiscal Code, Chapter 200.

The Student Government Accounting and Budget Office will provide Budget
Construction Workshop in the Fall semester. During the workshop, SGAB will provide
necessary budget forms to the Financial Officers. This workshop is mandatory for those
entities seeking funding from Student Government Activities and Service Fees.

The Office of Student Involvement and Leadership will provide Budget Construction
Workshop for clubs and organizations in the Fall semester. During the workshop, SIL
will provide necessary budget forms to the Financial Officers. This workshop is
mandatory for those entities seeking funding from Student Government Activities and
Service Fees.



A & S Budget Request:


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The following timeline will, include but not limited to, and follow guidelines
provided within the Finance and Fiscal Code, be followed in the presentation and
deliberation of University-wide budget requests:
    1.) The SGAB will have budget request forms available for all SG University-wide
        programs, University, and student affairs departments by the first academic day in
        October. All University-wide budget request forms, including advisory boards,
        student affairs, university departments and all other entities, will be due no later
        than two weeks into November.
    2.) All University-wide entities that filed budget requests shall be scheduled
        for hearings will be no later than last week of November.
    3.) The University-wide Budget & Allocations Committee shall approve all budgets
        no later than first week of December. The Student Senate shall approve all
        University-wide budget recommendations by the end of the Fall Semester.
The following timeline will be followed in the presentation and deliberation of
campus-based budget requests:
   1.) The SGAB will have budget request forms available for all university-wide
       programs and student affairs departments by the first academic day in October.
   2.) All budget requests, including campus based budgets, SG programs, and campus
       and student affairs department and entities will be due no later than two weeks
       into November.
   3.) All campus-based entities requesting funds shall be able to sign-up for a hearing
       prior to the end of the Fall Semester. The SGAB office will present a draft budget
       to all campuses by second week of the Spring semester.
   4.) All entities who applied for campus-based funding will present their budget to
       the Campus-Based Budget and Allocation Committee during the last two weeks
       in January.
   5.) The Campus Governor shall approve the allocations of the House by spring
       break and then forward them to the Student Body President.
   6.) Student Organizations will present to COSO on their campus immediately
       following the allocation of funds to the campuses.
A detailed budget timeline will be published by the SGAB for the University-wide and
Campus-based budget process, including COSO timeline, at the start of the Fall semester.
Funding Applications:
All entities applying for funding will need to complete the following forms:
            a. Budget Request Form
                     i. University-wide Entities: The A&S Funding Budget Request
                    ii. Campus-based Entities: The A&S Funding Budget Request
                   iii. Clubs and Organizations: The COSO Funding Request
                These forms will be updated and posted online in accordance with
               the Budget Request Process indicated earlier in the manual.

           b. Program Report which includes:
                  i. Organization Profile (mission, officer listing & membership);



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                   ii. Individual descriptions of projects, programs and services;
                  iii. Information on meetings conducted during the past fiscal year; and,
                  iv. Additional items that may be requested by the SGAB and
                       different funding committees.

Review of Requests:
Allocation of funds and Review of the Budgets will be done by the following groups:
   • University-wide: The University-wide Budget & Allocation Committee.
       Membership and procedures are described in 207.200 of the Finance & Fiscal Code
       Statute
   • Campus-Based: The Campus-Based Budget & Allocation Committee.
       Membership and procedures are described in 209.000.
   • Campus-Based Organizations: By campus-based Councils of Student
       Organizations (COSO). Membership and procedures are described in each of the
       Campus-based statutes.

The SGAB shall ensure that all applicants for funding are eligible to apply and will
verify that each group has attended Budget Training.
All groups who apply for funding are entitled to a budget hearing with the appropriate
allocation committee. These hearings should be used as a time for the applying entity to
discuss and present their request and also will give the allocation committee the opportunity
to address requests prior to making recommendations regarding their allocation.
8. Purchasing Process/Accounts Payable
If/when an entity is funded by A&S fees must work with the SGAB and provide
proper information in order to process paperwork at least 15 business days prior to
the desired purchase or travel date.

The following information is meant to educate financial managers regarding the basic
procedure for processing expenditures. While an individual organization financial
manager may never complete this paperwork on their own, understanding the details
needed to initiate paperwork should be extremely valuable to the financial managers and
SGAB office, as it will help to get paperwork done more quickly.
General Guidelines:

   •   Students and staff are not allowed to spend out of pocket and be reimbursed for
       items or services purchased without SGAB approval. All reimbursement request
       for out of pocket expenses that did not obtain prior approval by SGAB approval
       will be denied. Funds will not be released for such purposes.

   •   Please submit any expense requests at least 15 business days before the funds are
       needed. All expense requests will be processed within 15 business days from date
       of submission to the SGAB office. No rush request will be granted for any
       reasons.



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   •   All receipts and invoices must be submitted to the SGAB Office within one
       (1) business day after purchasing or service is provided. No vendors may
       receive payment in advance of performance or services.

   •   When hiring a person or company for a service rather than a commodity, you
       must complete a Performance Agreement, attach a flyer and any other significant
       documentation and submit it to the SGAB at least fifteen (15) business days prior
       to event date.

   •   Food and beverages may no longer be purchased for regular, standing or ad
       hoc, program, club or organization meetings. Refreshments may be purchased
       for any other event.

Full details regarding the policy and procedure of Accounts Payable and Purchasing
are available online at:
http://www.fau.edu/controller/accounts_payable/acct_pay_policies.php
http://www.fau.edu/purchasing/manuals.php

Student Organization Event Registration and Space Use Request Form
A Student Organization Event Registration and Space Use Request Form must be
completed for every program on or off campus that an A&S funded entity plans to
sponsor. This form is available in the Student Involvement and Leadership on your
campus or online at:
http://www.fau.edu/studentunion/forms/Student_Event_Registration.pdf.
Expense Justification
All expenses, such as SG program and club or organization activities using A & S fee
funds, must be pre-approved by the Associate Dean of Students, or their designee, and
Senior Vice President of Student Affairs, or their designee. Banner (Purchase)
Requisitions to create Purchase Order, Check Requests, and Expense Transfer Form to
pay an expense, must be accompanied by the Student Involvement and Leadership
Student Organization Event Registration and Space Use Request Form, with an Expense
Justification Form available at the Student Government Budget and Accounting Office,
your campus SG Advisor Office, and online at http://www.fau.edu/sga/forms.php. This
form requires signature approval from both the Associate Dean of Students or their
designee on your campus and the Senior Vice President of Student Affairs or their
designee for all expenses above $3,000. If expense is below $3,000 the signature
approval is only required by the Associate Dean of Students on your campus.

You can find this form at http://www.fau.edu/sda/forms/index.php?mainlinks=6
We provide you an example of how to fill out the Expense Justification form in
Appendix A. Please note that you will have to change this information based on your
programming purpose, account information and justification for purchase or service.
Banner Requisition:
A Banner Requisition must be completed in order to request a Purchase Order. The
information needed on the Banner Requisition information is the name, address, Federal ID


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number, phone number, and fax number of the vendor, the index number to be charged
the fund to be charged and the amount to be charged. Banner Requisitions are used to
encumber funds, and they can be used to initiate one time payments to a vendor or a
blanket order to a vendor (multiple invoices.) Once a Banner Requisition is completed a
Purchase Order will be created. Once a PO is in place, the invoice can be sent over to the
SGAB’s Office with the respective P.O. number in order to initiate payment.

You can find this form at http://www.fau.edu/purchasing/forms.php

We provide you an example of how to fill out the Banner Requisition form in Appendix
B. Please note that you will have to change this information based on your programming
purpose, account information, and justification for purchase or service.
Check Request:
A Check Request is a one-time payment which does not exceed $1,000. A Check Request
requires the following information: vendor/individual name, date of event, type of event,
vendor/individual name, Federal ID number/Social Security number, cost of event,
address of vendor/individual, and the contact information of the individual completing
the form. An example of the form is available online at:
http://wise.fau.edu/controller/accounts_payable/acc_pay_forms.php

We provide you an example of how to fill out the Check Request form in Appendix
C. Please note that you will have to change this information based on your
programming purpose, account information and justification for purchase or service.
Contractual Services:
A & S fee funded entities will often hire vendors to perform entertainment services on-
campus. The entity should utilize the Worksheet for Performance Agreement in the
Student Club and Organization manual provided by the Office of Student Involvement
and Leadership to compile information needed to begin contractual negotiations. This
form is available online in the student organization manual
http://www.fau.edu/sda/forms/index.php?mainlinks=6 .

Contractual Agreements and subsequent document preparation and processing cannot
happen overnight. If you plan to invite a performer to campus, we strongly recommend
that you begin this process at least 2 months ahead of time!

The entity will work to negotiate all terms of the contract and submit it to the University
Attorney’s Office and Purchasing Department for approvals through the Office of
Student Involvement and Leadership for student clubs and organizations. SG and SG
programs will work through their advisors to facilitate the review by these University
departments. Then, the contract along with a Registration Form, the Justification Form
and the Banner Requisition, or Check Request for anything under $1,000 needs to be
brought to the SGAB Office for processing and approval.




                                             15
You must also fill out an Employee vs. Independent Contractor Status Form at
http://www.fau.edu/purchasing/forms.php and submit it along with the other forms to
the SGAB Office for processing and approval.

We provide you an example of how to fill out the Employee vs. Independent Contractor
Status Form in Appendix D. Please note that you will have to change this information
based on your programming purpose, account information and justification for purchase
or service.

Once all approvals are obtained from SGAB, the paperwork will be sent forward to
the Purchasing Department to process a Purchase Order or Controller’s Office to
process a Check Request.

Expenditure Transfer (Journal Entry – JE16):
JE16 form is used to move expenses from one A&S fee-funded account to another or
another department/fund. The form must show from and to account information: the
name of the department, the organization number, amount to be transferred and purpose
of transfer must be completed. An example of the form is available online at:
http://wise.fau.edu/controller/accounts_payable/xls/Journal_Entry_Expenditure_Transfer
_F orm_-_revised_4-1-09.xls
We provide you an example of how to fill out the JE16 Form in Appendix E. Please
note that you will have to change this information based to/from account information.
Food Policy
Florida Atlantic University has an exclusive soft drink contract with Pepsi and an
exclusive contract for food services with Chartwells (
http://www.dineoncampus.com/FAU/) for the Boca Raton and Jupiter Campuses. Any
food served on either campus must be provided by Chartwells through a Banner
Requisition, unless a waiver has been completed and approved by the Business Services
Office ( http://www.fau.edu/business-services/index.php) on the Boca Raton, Bldg. 31,
room 129, at 561-297-2700 or on the Jupiter Campus, SR, room 107, at 561-799-8690.
The Broward and Treasure Coast Campuses also fall under the Pepsi contract, but not the
Chartwells services. You will have to speak with SGAB office about food vendors that
provide services on these campuses.

You cannot order food for general membership meetings (i.e., e-board), unless for
training sessions that run for three hours or more. General events and programs that are
open to the general student body can provide food.

Papa John Pizza and Coyote Jack’s
Papa John and Coyote Jack’s is sub-contracted vendor provided by Chartwells. The
organization and/or departments must obtain approval in advance through the Expense
Justification if you would like to order pizza through Papa John or food through Coyote
Jack’s. Once approved by the SG Accounting and Budget Office, all pizza orders or food
orders must go through the Papa John’s or Coyote Jack’s on-campus vendor. To make an
order through the on-campus Papa John’s call 561-504-2480 or visit Coyote Jack’s in the


                                           16
Student Union, Boca Raton campus, to place the orders ahead of time and to pick up the
pizza up when ready. You must bring the receipt to over to the SG Accounting and
Budget Office to ensure that Papa John’s is paid for this service.

Steve’s Espresso Café – Davie Campus
Steve’s Espresso Café in the Student Union Building is open Monday through Thursday
for breakfast, lunch and dinner and Fridays through lunch. They also provide catering
services for on-campus events. The organization and/or departments must obtain approval
in advance through the Expense Justification by SG Accounting and Budget Office.
Big K-Mart – Boca Raton
We have established a blank Purchase Order (PO) for SG programs and clubs. To use
the blank PO, you must follow these steps:
   1. The student will need to fill out a Student Organization Event Registration and Space
      Use Request Form and get approval for the event where food will be provided.
   2. The student will need to apply for Food Wavier Request through Business
      Services.
   3. The student will need to obtain a temporary food service event permit
      through Business Services.
   4. Bring these approved documents to the Student Government Accounting
      and Budget Office, along with a filled out an expense justification form.
   5. Once approved by the SGAB Office, you can shop at the Big K-Mart.

Touchnet / Marketplace
We are currently using the Touchnet / Marketplace system on a case by case basis.
The current administrator for the Student Government Store in the Touchnet /
Marketplace system is the director of Student Government or designee.

The uStores features of TouchNet Marketplace Suite allows administrator to set up online
stores and track the sales and item fulfillment. The uStores site is a collection of online
stores. Each store is managed separately but with centralized payment processing and
reporting. We will continue to explore this resource within the Campus Life community.
The director of Student Government or designee will set up a store for the program. All
stores will be setup to not auto-fulfillment (this mean the students credit card will not be
charge automatically). Once the deadline for sign-ups, or making payments in the system,
has expired, the administrator will review the submissions and confirm those accounts that
will need to be charged in accordance to the “No Show” policy. The “No Show” policy is
utilized when a student signs up for the program and does not no show up for the event,
trip or etc. The director of Student Government will release the holds on the other accounts
for students who attended the event or program. At the end of the business, the director of
Student Government or their designee will reconcile the account to ensure that payments
have posted to the proper accounts. These records will be maintained in the director of
Student Government Office and a copy sent to the SG Accounting and Budget Office.




                                            17
For more information on the Touchnet / Marketplace system, please
visit http://www.fau.edu/aftss/marketplace.php.

Tax Exempt Certificate Process for Purchasing
The University will not provide you with a copy of the Tax Exempt Certificate. You must
provide the company name, phone number, fax number, and a contact number to the SG
AB Office and we will be fax this information directly to the company with the
Department of Purchasing assistances. You are responsible for follow up to make sure
that the company received your information.

Promotional Items

All entities funded through Activity and Service fees can purchase promotional items that
are allowable with A & S Funds, please visit
http://www.fau.edu/controller/accounts_payable/allow_expenditures.php. All entities are
allowed to purchase promotional items and giveaways associated with a plan event or
program that has been approved by the Student Involvement and Leadership. Clubs and
Organizations will also be allowed to purchase promotional items and/or giveaways not
directly associated with an event or program. You must also fill out an Expense
Justification, along with Banner Request or Check Request. You must follow these steps
for selecting one of the approved vendors for promotional items at
http://www.fau.edu/branding/licensees.php. Any items with FAU logo must be used in
accordance to the University Communication and Marketing standards set forth at
http://www.fau.edu/branding/.

9. Travel Policy:
Please refer to the SG Accounting and Budget Travel Policy located on the
departmental website at http://www.fau.edu/sga/forms.php.

10. Property
Any purchases for the office or production equipment, furniture and similar items, using
A & S fees, will automatically become the property of Florida Atlantic University and
will adhere to The Controller’s Office Property Management Procedure at
http://wise.fau.edu/controller/property/ . Once a club, program or department makes a
purchase, the SGAB office will record this purchase and the individual or department
responsible for the purchase or inventory. Each department will be audited by SG
Accounting and Budget and Property Management Office to ensure proper internal
control and use of property.

11. Revenue or Refund Deposits:
Deposits are made into respective accounts when revenue is collected or a cash refund
needs to be deposited. To make a deposit into respective accounts use the following steps:
   1) To make deposit into a revenue account you will need the appropriate account
      number, and sub-code. This information can be provided to you by the Student
      Involvement and Leadership Office or Office of Student Government Accounting


                                           18
        and Budget.

   2) Once you have all the necessary information, deposit should be made at
      the University’s Cashiers Office.

   3) Once deposit is made a copy of the deposit slip and FAU Revenue Account
      Deposit form (Appendix J) should be given to the Student Involvement and
      Leadership Office (SIL) (clubs only or use the SIL Form) or the Student
      Government Accounting and Budget Office for all other SG Funded Programs for
      their records.
   4) To deposit refunds, the student should bring the refund check to the SGAB office
      to process for deposit back to the appropriate account. You will need to provide
      the SGAB the information regarding the purpose of the refund and the account to
      be credited on the FAU Revenue Account Deposit form (Appendix K).
Check or Money Handling Policies
   1. All university departments that receives or handles checks or money must use
      an endorsement stamp.
   2. All checks received must be restrictively endorsed (stamped) by the department at
      the earliest point in the collection process. If a check is provided a deposit to hold
      a student’s seat or spot for program and event, then the department needs to
      provide a log of checks received and those checks returned back to the student
      with the student’s signature.
   3. All collections must be log and receipts provided by the Office for Student
      Involvement & Leadership (SIL) or Student Government Accounting and Budget
      Office (SGAB). These receipts and logs should subsequently be compared with
      the deposit and collections recorded.
   4. Voided receipts or transactions should be accounted for and reviewed on a
      monthly basis by the SIL office or SGAB office. All copies of the voided receipt
      form should be retained.
   5. Deposits should generally be made daily. No collections should be held more than
      5 business days. All deposits must be adequately secured at all times.
   6. Individuals delivering deposits to The Cashier Office should obtain staffs’
      signature/ initials acknowledging receipt of funds at the time of the deposit. A
      copy of deposit slip must be given to the respective organization account manager.
   7. Receipt book, log sheet, and deposit slips should be retained in file for five years.

   Note: Pre-numbered receipt books can be obtained at The Controller’s Office Bldg.
   10, Room 149. All receipts should be issued in consecutive number/order with only
   one book used at a time.

12. Office Supplies:
   Vendors are Office Depot or Corporate Express. The following is a brief overview
   of the approval for purchase of office supplies:
   1.   Online select the product, item#, page#, quantity, & list price and print it out.


                                              19
   2.   Complete Justification Expense Form and submit it along with printout and
        Student Organization Event Registration and Space Use Request Form to
        the Student Government Accounting & Budget Office.
   3.   The order will be processed by the SG Senior Secretary.
        Note: Office Depot Order: Orders received prior to 12 noon will be delivered on
        the next business day. Corporate Express: Orders received prior to 12 noon will
        be delivered in three business days.

   4.   You will be contacted when your order has arrived in the SG Senior
        Secretary’s office. You will be required to sign for the order given to you.

13. Printing Services

We have Toshiba Copy Center on the Boca Raton Campus. Please contact the SG
Accounting and Services Office to have access to these services. On the partner
campuses, you also need to speak with your campus SG Accouting and Budget Office to
use an established copy services on- or off-campus.

14. Hiring and Payroll Procedures:

All employment funded by A & S Fees must be approved by the SG director or
advisor, Associate Dean of Students and Senior Vice President of Student Affairs or
designees through PeopleAdmin system at https://jobs.fau.edu, web-based system
allows each department to post vacate student assignments.

Posting Position and Hiring Committees All entities funded by A & S funds and
budgeted with positions must post their job on the Human Resource (HR) People Admin
system at http://www.fau.edu/hr/Student_Employment/job_posting_hr.php#post. The
number of days of posting and hiring committees is determined by the Student
Government Constitution and/or Statutes for that position. If not determined by SG rules,
then the position will run for a minimum of five (5) business days. Department head and
advisors may contact HR department to establish access to this system. All full-time,
administrative, and support personnel positions must be approved by Supervisory, Dean
or Associate Dean, Senior Vice President and HR department or their designees.

Application New student and returning students must apply for open positions at
https://jobs.fau.edu/applicants/jsp/shared/frameset/Frameset.jsp?time=1252085695559.

Student Eligibility Students will be checked by the SG director or advisor to meet the
University Standards (Regulations 4.006) for holding student leadership position:
   1. Be enrolled a minimum of six (6) credit hours in the Fall and six (6) credit hours
      in the Spring semesters, if an undergraduate student;
   2. Be enrolled a minimum of three (3) credit hours in the Fall and three (3) credit
      hours in the Spring semesters, if a graduate student.




                                           20
   3. Maintain a 2.25 or higher Grade Point Average each term and cumulatively on all
      courses attempted at Florida Atlantic University. The Student Government
      President and Vice President, Chief Justice and Associate Justices must have 2.5
      or higher GPA in accordance to the SG Constitution.
   4. Be free of any obligation for fees or payments to the University or receive
      a deferment by the end of the Drop/Add period each semester.
   5. Be free of any disciplinary sanctions unless an exemption is granted by the Dean
      of Student Affairs.
   6. Student officers must be degree seeking students.
   7. Students interested in holding offices who have not completed a full term and do not
      have a FAU cumulative grade point average must obtain permission from the Office
      of Student Development and Activities (Student Involvement and Leadership) and/ or
      the Dean of Student Affairs Office or designee in order to be eligible.
   8. Notwithstanding the other provisions of this section, students in their last
      semester before graduation are eligible to participate in campus activities if they
      are enrolled for the required number of credits needed for graduation that
      semester. This provision shall only apply for one term.

Please note if you do not meet these minimum requirements or the Student Employment
Office minimum qualifications to hold student positions at the University, then you are
ineligible to hold a student position and there is no rights to an appeal.
Step 1
Hiring Process
Once the hiring committee and/or hiring officer has selected a student or temporary
employee for the posted position, they will need to notify the director of Student
Government and/or advisor or designee by email. Please include the student’s complete
name, position, email address, and the best phone number to reach them and Z number.
You also need to provide the name of the program (ex. SAVI, Governor’s Assistant),
Index Number, Fund Number, hiring start and end date, why this position should be
considered as critical (purpose and benefits). Please note: You may use the Hiring
Justification Form (Appendix F) and submit via email.

The student should NOT start work until their appointment paperwork is completed
and approved to work by director of Student Government or advisor and student
employment.
Step 2
New Student Employees
The hiring department or student supervisor should direct the new student to report to the
director of Student Government and/or advisors. Due to U.S. Government I-9 Regulations, it
is imperative that new student employments must complete additional paperwork in the
Student Employment Office, or an office appropriate to their campus. The new student
employee must follow the Student Employment instructions at
http://www.fau.edu/hr/Student_Employment/appt_info_hr.php#appt and must sign-in with
Student Employment Office PRIOR to beginning any assignment. We encourage student to
do this BEFORE they complete their appointment paperwork. They also will need to


                                           21
complete on-line student orientation session by following the instructions located at
http://www.fau.edu/hr/Student_Employment/New.php#new. The director of Student
Government and/or advisor will provide new student employee with a LIST OF ITEMS
(driver’s license, social security card, blank check for direct deposit) that should bring
with them to the Student Employment Office. If you have specific questions on these
procedures, you may call Student Employment at 561-297-6090.

Returning Students Employees
If the student has already worked at FAU, they MIGHT not need to do the Student
Employment paperwork and orientation. Please contact Student Employment to find out
if you need to check-in or update your information at 561-297-6090.

Regular Temporary Personnel (OPS) and Full-time Positions
These position classifications must complete paperwork in the Human Resource Office
or appropriate office on their campus.

Background Checks
The FAU Employment Office implemented a new on-line process for pre-employment
background investigations. Florida Atlantic University has contracted with HireRight,
Inc. to perform the service and will be coordinated by Human Resources. Please refer to
the Background Screening Process section of the Employment Webpage for complete
details. http://www.fau.edu/hr/Employment/bgcheck_0508.php#startcontent.
Background checks will only include civil, state and federal court records. Employment
and credit checks will not be performed. The intent is not to infringe upon your privacy,
but to have a process to consider students with felonies in their background. Having a
closed felony on your record does not necessarily preclude anyone from holding office or
appointed position. There is no cost to you. The processing charge for these background
checks will be covered by the hiring department.

Prior to the start of employment, all new and returning students and regular temporary
employment are subject to background check. The following SG positions will receive
background check during the SG Declaration of Candidacy period for the Student Body
President, Student Body Vice President, Campus Governors, Campus Speaker of the
House, and for the Chief Justice and Associate Justice during the SG presidential or
governor interview process for these appointed positions. Any of the above positions
becomes vacate during the academic year (due to resignation, succession, etc.) a
background check will be performed for an incoming officer.

In the case any problems are discovered that would require intervention, the Associate
Vice President (AVP) and Dean of Students office will follow-up with the candidate
according to University policy. The AVP/Dean of Students office will follow the process
in accordance to University regulations and policies. Please contact Associate Vice
President and Dean of Students Office at 561-297-3542 with any questions you may have
about the background check.

Direct Deposit



                                            22
Florida Atlantic University’s payroll policy requires that all employees receive their
salary and other payments via direct deposit. A direct deposit form can be found at
http://wise.fau.edu/controller/payroll/PDF/Direct_Deposit.pdf. This form must be
included with your student employment appointment forms to Human Resources.

International Students
Please refer to the International Student section of the Student Employment website for
additional information at
http://www.fau.edu/hr/Student_Employment/intl_students_hr.php#intl.

Student Employment Handbook
It is important that all student employees are read and uphold the information in the
Student Employment Handbook at http://www.fau.edu/hr/files/StudentHandbook.pdf.
Step 3
Final Actions
After the student employee has completed the check-in process, paperwork and
orientation with Student Employment Office, they will be given a signed sheet stating
that they have completed these procedures. The student should bring this signed sheet to
the director of Student Government and/or advisor office. They will need to complete the
following forms: Family Educational Rights and Privacy Act (FERPA) (Appendix G), SG
Employment Work Schedule Form (Appendix H), Conditions of SG Employment
(Appendix I), and Employee Acknowledgement Form at
http://www.fau.edu/hr/Student_Employment/images/ employee_ackform.pdf. Upon
completion and signature of these forms, the director of Student Government and/or
advisors or designee will establish an student appointment through the Electronic
Personnel Action Forms (EPAF) system, web-based system allows each department to
process student assignments via MyFAU. The appointment is reviewed and approved by
the director of Student Government and/or advisor, Dean or Associate Dean of Students
and Senior Vice President of Student Affairs. Once approved, the student will be cleared
to work by the director of Student Government and/or advisor or designee.

Payroll
   A. Once all employment paperwork is completed by the employee, information is
       entered into the HR personnel system by Student Employment or the Human
       Resource Department and the payroll process can begin. Payroll data entry may
       be done only the Thursday before pay day through the next day until 10:00 am. It
       is very important to get all time sheets or other changes into the appropriate
       office no later than Wednesday by 5:00 pm. The biweekly pay period starts on
       Saturday and ends on Friday.

   B. Students and advisors paid on an hourly basis must complete a Temporary (OPS)
      timesheet. Timesheets are due in the SG/advisor office the 2nd Wednesday of the
      pay period. The Friday of the second week at 10:00 a.m. is the absolute last time
      when hours may be entered into the payroll system. Timesheets must be signed by
      the student or regular temporary employee, student supervisor (only for student
      employees), and supervisor. Students and temporary employee may not work more
      hours than indicated by their appointment form and work schedule. Any changes to


                                             23
       the work schedule must be approved by the supervisor at a minimum of 24 hours
       in advance. An example of a timecard is available at
       http://www.fau.edu/hr/files/OPSTimesheet-2.xls.

   C. The position number for biweekly pay is 500000 for degree seeking and 800000
      for graduate students and advisors.

   D. On the Friday of time input, a report of work hours for each paid employee is
      printed out at the end of the day. On the following Monday, a Payroll Certification
      List is printed out that this issued by the Payroll Office. This report must be double
      checked very diligently with Student Government records to determine that
      everyone is scheduled to be paid and the correct amount for pay is listed.
   E. The payroll certification list is the final report of work hours and ready to be issued
      for the next pay period. The payroll certification list must be approved by the
      Student Government TKAA Administrator (SG Senior Secretary/SG Accounting
      and Budget Office Coordinative) then signed by the Student Government
      Director/Advisor and retained for audit purposes. The current year should be
      available with the SG Office and previous years should be stored with convenient
      accessibility. Payroll certifications are available at http://wise.fau.edu/banner/ –
      Banner E-Print, Repository HR Banner FAUP payroll certification list (pwrcert).
      Reports of Hours are available at http://wise.fau.edu/banner/ – Banner E-Print,
      Repository HR Banner FAUP Report of Hour list (phrhour).
   F. In case an employee is not going to be paid due to a payroll processing error, a
      manual paycheck may be requested from the Payroll Department using the
      appropriate form (
      http://wise.fau.edu/controller/payroll/PDF/Manual_check_request.pdf). The
      position must have been entered into the HR system in order for this process to
      be completed. The employee should be informed of this situation and be
      allowed to make their own decision, as a revolving check is usually only 67% of
      the total expected to be paid and at least 28% of that is withheld for income tax
      purposes. The University Controller’s Office will also charge a $25 processing
      fee for a revolving check request. A person’s last paycheck from the University
      may not be requested as a revolving check. Revolving checks are issued through
      a local FAU account and not the State of Florida Controller’s Office. All payroll
      adjustments are made the next pay period. The excess income tax is not
      refundable until the individual files their tax return and is due a refund the
      following year.

Special Projects
Occasionally, a student and regular temporary are required to work on a special project
that will be paid on a lump sum basis when the project is completed. A New Student
Appointment Form or a Personnel Action Form must be completed with all appropriate
information for new employees. If student or regular temporary employee has already
worked at the University, then we will establish one-time payment format through Student
Employment or Human Resource Office. The full time equivalent (FTE) and salary must


                                            24
equal minimum wage. The payment amount is entered in the appropriate place. The FTE of
this special project and any other work is totaled and should not exceed 20 hours. Near the
finish date of the project a Lump Sum Payment form must be completed, appropriately
signed and forwarded to the Payroll Department before payment can be made.
Separation
When a student resigns, is terminated, or no longer eligible to work for Student
Government in accordance with SG Constitution and Statutes, a memo must be written
indicating the end date (last day worked) of the appointment. This memo is emailed to SG
Director/Advisor or their designee, upon arrival by Student Affairs, the SG Secretary will
cancel the appointment through the EPAF system and a copy is retained in the student’s
records/personnel file. Make a note of the end date on the appropriate student appointment
form in the student’s file.

Income Tax
Income tax is deducted from most pay checks according to a chart supplied by the
Internal Revenue Services and the information supplied on a W-4. International students
must indicate an additional $8.00 per pay deduction. Earnings statements (IRS W-2) are
issued by Florida Atlantic University Payroll’s Office and distributed by the Student
Government Department. By federal law they must be distributed by the last day in
January. They are mailed. It is important for all employees to keep their mailing address
current in MyFAU. For duplicate W-2 forms it is necessary go through MyFAU to make
the request in the Self-Service section. W-2 statements include a separate space for any
manual checks that were issued during the year. For more information on the tax
guidelines go to http://www.fau.edu/hr/Student_Employment/tax_guidelines_hr.php#tax.

Social Security (F.I.C.A.) or Medicare
Social Security (F.I.C.A.) or Medicare is not deducted from payroll for students who are
working half time or less at the institution where they are enrolled. The FAU Controller’s
Office institutes federal criteria for these programs in the payroll process. Please review
the Student Employment policy at
http://www.fau.edu/hr/Student_Employment/tax_guidelines_hr.php#tax


Student Records
A student employment records, including but limited to, EPAF, student appointments,
Personnel Action Forms, class/work schedules, all correspondence and miscellaneous
items, must be kept in the hiring department. Records for students with Student
Government and/or programs must be stored and retained for audit purposes.
15. Phone Bill Procedures:
Account managers that receive monthly phone charges, please use the following steps
for processing phone bills:
   1. Each month you should receive your phone bills for telephone or cell phone usage
      verification form with a memo indicating the date to return the signed form to the


                                            25
         SG Senior Secretary’s Office and/or advisor or their designee, along with your
         long distance phone log.
   2.    Once you receive your phone bills and usage verification form, review the
         phone bills for discrepancies and determine if there are any personal long
         distance calls.
   3.    Long distance calls are located under the Suncom section of your phone bill.
   4.    All long distance calls should be logged on your long distance phone log forms
         and should be consistent with your phone bills (indicate any discrepancies on the
         telephone usage verification form)
   5.    All personal phone call obligations must be paid at the University’s Cashier
         Office and indicated on the telephone usage verification form before the form is
         signed and returned to the SG Senior Secretary’s Office or advisor. You must
         provide payment receipts from the cashier’s office to the SG Senior Secretary‘s
         Office or advisor. Or, you may also pay phone obligations for personal calls visit
         http://aftss.fau.edu/telephone/.
   6.    Please return your completed telephone usage verification form, phone bills,
         and long distance phone logs to the SG Senior Secretary’s Office or advisor or
         their designee by the designated deadline.

16. Tuition Reimbursement:

The Student Body President and Vice-President may be given tuition and/or fee
reimbursement up to a maximum of 30 undergraduate in-state credit hours, for the
Academic Calendar Year subject to budgetary funding or in accordance with the following
options:

         Undergraduate Student
         If the officer is an undergraduate student out-of-state, 30 credit hours and/or fees
         or the equivalent of 30 undergrad in-state tuition and fees, whichever is higher.
         Graduate Student
         If the officer is a graduate student in-state, 27 credit hours and/or fees or the
         equivalent of 30 undergrad in-state tuition and fees, whichever is higher.
         If the officer is a graduate student out-of-state, 27 credit hours and/or fees or
         the equivalent of 30 undergrad in-state tuition and fees, whichever is higher.

         These options are only available when the Student Body President and/or Vice
         President position is held by graduate student and the Graduate College is
         providing the tuition benefit program to graduate student.

No tuition reimbursement will be given for courses that have been withdrawn or less
than a “C” grade for undergraduate or “B” grade for graduate has been earned and
without fulfillment of the following rules.

Rules:




                                               26
   1. The officer has been in office and remained in office from the academic
      day following the Drop/Add date through the last day of classes as defined
      in the academic calendar for the appropriate semester.
   2. The officer has submitted proof of his/her grades received for the semester the
      reimbursement is for to the SGAB. (The summer semester includes summer I,
      II, and III. The total summer reimbursement cannot exceed 10 credit hours).
   3. The SGAB coordinator has verified the grades through the Office of the Registrar.
   4. Reimbursement shall be processed once verified by the SGAB coordinator
      and director of Student Government.
   5. No reimbursement will be given for incompletes until an acceptable grade is
      issued.
   6. Students must not have any pending student code of conduct issues.
   7. Failure to comply with any of these rules will prohibit tuition and/or
      fee reimbursement from occurring.
An elected official has the option to waiver the tuition reimbursement. Any unused
funds will remain the SG account and/or will be determined through SG Senate
legislation to be used for other important purposes.

17. Reserve Account:
University-wide Reserve Account
According to University Regulation 4.006 the Senior Vice President for Student Affairs
will have a reserve account for emergency expenditures. The amount allocated would be
determined by the University Budget and Appropriations Committee according to SG
Statutes for Fiscal and Finance. The A&S Reserve will be utilized for cash flow needs,
enrollment shortfalls, and budgetary emergencies. The A&S Reserve shall be maintained
at a level no less than ten (10) percent of the annual budget. The required contribution into
this account will be the first priority of A&S dollars. A Student Senate bill will be
required to release funds from this account and approved by the Senior Vice President for
Student Affairs.

Campus Student Union and Campus Recreation Reserve Accounts
According to University Regulation 4.006 and provided in Student Government Statutes
200 for Fiscal and Finance, each Student Union and Campus Recreation Facility will set
aside a minimum of one (1) to five (5) percent of the cost of operating the facility based
on the data as provided by the FAU Office of the Vice President for Facilities for a
replacement and renovation (R&R) account beginning in fiscal year 2007-08 and
continuing thereafter, to be transferred no later than June 1 of each fiscal year. These
funds will be used for depreciation of their respective facilities and budgetary
emergencies as well as for repair and replacement of furniture and equipment. This set
aside will only be required in year’s when the facility can afford to do so.

There will be two categories of R&R:

   1. Physical Plant – anything with a useful life over five years as defined by the
      FAU University Controller's Office.



                                             27
   2. Furniture and Equipment Replacement – anything with a useful life less than
      or equal to five years as defined by the FAU Controller's Office.

Any expenditure from the R&R account up to $10,000.00 must be approved by the
Facility Director and Facility Advisory Board with notification given to the Student Body
President and the Senior Vice President for Student Affairs. In an emergency, and the
absence of other individuals mentioned in, the Facility Director may expend funds with
the approval of the Senior Vice President for Student Affairs.

Any expenditures from the R&R account over $15,000.00 must be approved by a
majority of the group consisting of the Facility Director, Facility Board, the Student
Senate, Student Body President and Senior Vice President for Student Affairs. The
Facility Advisory Board shall have only one vote.

The required contribution for R&R will have first priority on the self-generated funds for
the Student Union and Campus Recreation facilities. These funds will be reviewed
annually by the SG Accounting and Budget Office. Once a twenty-five (25) percent level
of the replacement cost of the facilities has been achieved, the Student Senate will create a
committee to review these funds.

18. Golf Cart Procedure:
The use and operation of Student Government’s Golf Carts (including SG Programs) must
adhere to The Environmental Health & Safety Policy Procedure #14. Read the policy at:
http://www.fau.edu/facilities/ehs/policies-and-procedures/EHS14-Golf-Carts.pdf. All
students need to be authorized by the Director of Student Government to use golf cart. SG
Accounting & Budget office will keep a list provided by the director of the Student
Government authorized to use the golf carts. All authorized students must complete the
Golf Cart Training before they can have access to use a golf cart. The training will be
coordinated by the SG Accounting and Budget’s Office, Environmental Health & Safety’s
Office and Office of Student Government. Upon completion of training, authorized
students requesting to use the golf cart must sign out on the Golf Cart Sign-In/Out sheet.
You must provide your Owl Card and will return back to you by the SG Accounting &
Budget Office staff. After using the golf cart, you must return it to proper location for
storage and charging. You must also ensure that the security chain/cord is properly
connected and locked. You will return the golf cart key to SG Accounting and Budget
Office by indicating on Sign-In/Out sheet the return of cart and your Owl Card will be
returned to you. Please be aware if you damage, broke or crash the golf cart when it is in
your signed out possession or not follow these procedures, or University policy, for golf
cart use, you will be referred to the Associate Vice Presidents and Dean of Students Office
and may be financially held liable for these items or policies.

19. A & S Allowable Expenditures by Fund

The University Controller’s Office has established the Allowable Expenditure by Fund
grid. To review the grid and what is allowable with A & S Funds, please visit
http://www.fau.edu/controller/accounts_payable/allow_expenditures.php.


                                             28
Appendix A
                    Expense Justification Form
Club/Organization Name: Director of Student Media

Index No: S00343               Amount $ 480.00            Fund: LOCSTG

Name of the Event: Labor to Install C arpet._______________________________

Date(s) of the Event: 3/6/09

Purpose and Benefits:



                                        29
Installing carpet to improve The University Press’ Storage room floor and prevent
slipping.___________________________________________________________
_

_____________________________________________________________________

Prepared by: Student/Staff Name                    Signature: ____________________

Contact Number:                                    Date: ________________________

Note: This section for University use only.
Approvals:


__________________________________                                      ____________
Director of Student Government/SG Advisor                                     Date

____________________________                                            ___________
Associate Dean of Students Affairs                                           Date

____________________________                                            ___________
Senior Vice-President of Student Affairs                                      Date
Expense over $3,000.00

Review by:

________________________________                                         ___________
Accounting & Budget Office Coordinator                                        Date

Rev: 6/13/2008 by Jose LezamaName of the Event: Labor to Install
C arpet.________________________________

Date(s) of the Event: 3/6/09




                                              30
Appendix B




             31
Appendix C




             32
Appendix D
Employee vs. Independent Contractor Status Forms




                                33
34
35
36
Appendix E
ETF Form




             37
Appendix F
                        Hiring Justification Form
Program Name: _______________________________________________________

Position:
______________________________________________________________________

Index No: ______________      Fund: LOCSTG

Hiring Date: Beginning__________________Ending:__________________________


Why this position should be considered as critical. (Purpose and Benefits):
______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Prepared by: ____________________________        Signature: _____________________

Contact Number:________________________     Date:__________________________
______________________________________________________________________
Note: This section for University use only.

Approvals:
_______________________________                         _________________
Associate Dean of Student Affairs                                Date
_______________________________                         _________________
Vice President of Student Affairs                                Date

Review by:

__________________________________                      _________________
Accounting & Budget Office Coordinator                           Date


                                            38
Appendix G
         FAU Student Government Family Education Rights and Privacy Act Consent Form

The federal Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g;
34 CFR Part 99) and state law protect the privacy of student education records. The law
applies to all schools that receive funds under an applicable program of the U.S.
Department of Education.

You have the right to retain your privacy and/or to give permission to whomever you
choose to be informed of your academic information and status.

I, __________________________________________, waive my FERPA right to
privacy of my education records and information that may relate to my involvement with,
participation in, or seeking office with FAU Student Government or any student
organization, and hereby authorize Florida Atlantic University to release such records.
These records may be released to any requestor of such records for the purpose of
complying with the Florida public records law. I understand that I may receive a copy of
any released records upon my request.


Signature: _______________________________________ Date: _________________

Student Z Number: ___________________________




(Original to Registrar, copy to Student Affairs)




                                                   39
Appendix H
                             STUDENT GOVERNMENT EMPLOYMENT
                                   WORK SCHEDULE FORM

To comply with the State of Florida and University policies, Student Government
Temporary employees must report work schedules that average no more than 20 hours
per week and do not conflict with registered courses.

Please provide the following regarding your work schedule to the Student
Government advisor. Also, include a copy of your class schedule.

Please print:
_____________________________              ___________________________________
Name                                       Student Z#

_____________________________              ___________________________________
Position                                   Academic Major

Please list below the hours each week you plan to work for Student Government:




I certify my work schedule averages no more than 20 hours per week and I will not
work during classes for which I have registered.

_______________________________            _______________________________
Student Signature                          Date

_______________________________            ___________________________________
Student Government Advisor                 Date




(Original to Student File)




                                          40
      Appendix I
                              Conditions of Student Government Temporary Employment

Student Government Elected Officials and Student Employees are Temporary employees (formerly OPS) at the
University as defined by University Regulations and human resources policies. As a Temporary student employee, I will
be paid on an hourly basis and may not work more than 20 hours a week. In addition to the regulations and policies that
apply to all Temporary employees at FAU, I also agree to the following provisions of my Temporary student
employment:

 If my position qualifies for tuition reimbursement, I agree that in order to receive reimbursement I must (1) receive
  a grade of C or better in each class, (2) remain enrolled in each class for the full semester, and (3) remain fully
  employed in my Temporary student employment position through the last day of the academic semester. I
  understand that the Vice President for Student Affairs may waive any of these requirements under special
  circumstances.

 I agree that I must maintain the required minimum grade point average and eligibility requirements as stated in FAU
  Regulations and the Student Government Constitution and Statutes as a condition of employment. If I fail to meet
  and sustain the minimum requirements, my employment will be terminated.

 I agree to follow and uphold the rules, policies and procedures contained in the University Regulations and Policies,
  and in the Student Government Constitution, Statutes and Fiscal Procedures Manual. I agree that it is my
  responsibility to read and become familiar with these documents.

 I agree that my Temporary employment position, compensation, privileges and job availability may change at any
  time.

 I agree to attend all training sessions (informal or formal) planned by the Division of Student Affairs.

 I agree to use keys given to me in connection with my employment in the proper manner and follow all University
  and Student Affairs policies on keys.

 I agree to hold my required office hours during regular University business hours. I agree not to hold office hours
  when I am in class. I agree to submit a copy of my class schedule and office hours schedule to my Student
  Government Advisor each semester, and will notify my Student Government Advisor if I change my class schedule
  at any time.

 I agree to attend the mandatory Environment, Health and Safety (EH&S) training session on proper Golf Cart use
  before I can sign-out a golf cart through the Student Government Advisor.

 I agree to complete my timesheet in an accurate and timely manner according to University and Student
  Government Accounting and Budget office procedures.

 I agree that the University may terminate my Temporary student employment at will at any time without notice. I
  understand that my employer is the University, not Student Government. The Vice President of Student Affairs or
  designee is the University delegate regarding all student employment matters.

 I agree to return all University property upon my separation from employment for any reason. If I fail to return any
  University property, I agree that the cost to replace all unreturned items may be deducted from my final paycheck
  and/or a Student Affairs hold may be placed on my registration until all property has been returned.

                                                                _________________________________________
PLEASE PRINT Employee Name                                      Position Title

____________________________________                            _________________________________________
(Employee Signature)                                            Date

                                                           41
Appendix J

                            FAU Revenue Account Deposit Form


    Club Name:______________________________________________________________


    _________________________            ___________________________
    Amount                                         Date

    _________________________            ___________________________   ____________
    Index                                          Org                 Account/Fund

    Purpose for Deposit:
    ________________________________________________________________________
    ________________________________________________________________________
    ________________________________________________________________________
    ________________________________________________________________________

    Prepared by: __________________________Phone #: _______________________

    Email Address: ________________________

    Delivered by: _____________________________________________________________


    Note: This section for University use only.


    Review by:

    __________________________________                       _________________
    Accounting & Budget Office Coordinator                        Date




                                              42

								
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