Programs for Leadership and Service Education

Financial Information

Organizational Funds

Another important member of the student organization leadership team is the treasurer. It is his/her responsibility to manage the finances of the group. Deposits, check requests, petty cash reimbursements and other transactions should be carried out by the treasurer of the organization. The president and faculty/staff advisor are the only other members of the organization that may complete financial transactions.

Two information meetings are scheduled at the beginning of each academic year for student organization treasurers. Treasurers of student organizations, Greek housing units, and residence halls will be contacted in early fall and must attend one of those meetings. At this meeting, a treasurer's handbook is supplied and contains instructions for specific transactions. Also, account numbers and copy access codes are distributed at this meeting. Any discrepancies between the records of the student organization treasurer and those on file at the Programs for Leadership and Service Education (PuLSE) office should be questioned promptly.

Greek housing units also may have a Butler student organization account which is used primarily to charge copy center expenses, bookstore charges, mail charges, food service charges, facilities management expenses, and public safety charges. It is suggested that copies of these charges be sent to the Programs for Leadership and Service Education (PuLSE) office. At the beginning of the academic year, a positive balance must be in the account against which charges can be made during the year.

Every student organization must maintain its financial account at Butler University. Records of student organization accounts are maintained in the Programs for Leadership and Service Education (PuLSE) office. All deposits, withdrawals and check requests should be made through this office. Outside bank accounts are strictly prohibited. There are several reasons for this:

  1. treasurers change each year, and records are apt to get lost or not forwarded,
  2. maintenance of records by the Programs for Leadership and Service Education (PuLSE) office ensures continuity,
  3. banking institutions often charge fees, which won't occur through the Programs for Leadership and Service Education (PuLSE) office,
  4. the Programs for Leadership and Service Education (PuLSE) office is more convenient than an off-campus site, and
  5. having all funds pass through the Programs for Leadership and Service Education (PuLSE) office ensures that money be used for authorized expenses only.

Financial Reports

Each month, a financial report generated by the Business Office will be sent to each student organization treasurer if requested. It is the responsibility of the treasurer to reconcile the account with their own records. Questions regarding any discrepancies should be discussed with the Programs for Leadership and Service Education (PuLSE) office.

Student organization balances roll over from one year to another.

Treasurer's Handbook

It is imperative that each student organization carry a positive balance in its account. If a student organization slips into a negative balance, that organization will not be able to participate in any campus programs or make any further transactions until the account is cleared.

Treasurer's Handbook (PDF)

Advance Money
Check Requests
Contracts
Deposits
Fundraisers
Food Services Charges
Grants
Monthly Reports
Postage
Purchase Order
Reimbursements
Tax Exempt Number
Transfer of Funds
Travel
Van or Car Rental

Advance Money

  • Advance money to cover incidental expenses may be obtained from a student organization account.
  • Event limit per organization is $200.
  • Cash Advance Forms can be obtained from Programs for Leadership and Service Education (PuLSE).
  • Once signed by a PuLSE staff member, the form can be taken to the Student Accounts window in Jordan Hall to obtain cash.
  • SAVE ALL RECEIPTS of expenditures. These must be ORIGINAL receipts, not copies.
  • Within two weeks of purchase, take all receipts to PuLSE to file an expense report.
  • If a satisfactory expense report is not filed, the account may be frozen and the advance will be charged to the student's individual university account.
  • Student funds may not be used for the purchase of alcoholic beverages.

Return to Top

Check Requests

  • To have a check written from a student organization account, a proof of purchase is required by the Business Office (i.e. a bill or invoice). An ORIGINAL COPY of the invoice/bill is required. Copies are not acceptable. The federal ID number of the company is also necessary. If a check is cut to an individual, a social security number is required. Also, if the vendor/company has never been contracted by Butler University, a W-9 form must be completed by the company (the company/vendor should have a copy of a W-9).
  • Bring the invoice/bill to PuLSE.
  • A request for payment (RFP) will be prepared and sent to the Business Office for preparation of a check.
  • Check requests must be made by the end of the day on FRIDAY for the check to be ready by the END of the FOLLOWING WEEK.
  • Checks will be mailed from the Business Office unless a request is made that they be picked up. Checks may be picked up in Programs for Leadership and Service Education.

Checks Returned for Insufficient Funds
Checks returned for insufficient funds are sent to the Student Involvement and Leadership Programs office. If school is in session, the check will be turned over to the treasurer of the student organization for follow-up. If school is not in session, the Student Involvement and Leadership Programs office will follow-up with the student whose check has been returned. Until the check is reissued, the amount of the check is deducted from the student organization account.

Return to Top

Contracts

  • For your protection, students are not authorized to sign contracts.
  • If a contract is involved in planning a campus event, it must be reviewed and signed by the Director of PuLSE.

Return to Top

Deposits

  • Bring all student organization deposits to Programs for Leadership and Service Education. Do not take them to the accounts window in Jordan Hall.
  • Checks must be endorsed on the back with the student organization account number.
  • Large amounts of coins MUST be wrapped.
  • A receipt will be issued for your records.
  • Any returned checks (for insufficient funds) will be the responsibility of the student organization.

Return to Top

Fundraisers

  • Before a student organization begins a fund-raising project, approval must be obtained from a PuLSE staff member as well as the Faculty/Staff Advisor of the organization.
  • Fund-raising Applications are available in the PuLSE Office.
  • Any organization sponsoring a fund-raiser is responsible for all incurred debts.
  • The sponsoring organization is expected to file a report with Programs for Leadership and Service Education after the event has concluded. Summary report forms are also available in PuLSE.
  • Ticket/Money Raffles are considered "gaming/gambling" according to Indiana State Law. If an organization is considering this, please talk to the staff in PuLSE.

Return to Top

Food Service Charges

  • The food service office (317-940-9764) must be contacted regarding all on-campus catering.
  • Your student organization account number is required at the time of food order.
  • Please request that a copy of these charges be sent to PuLSE.
  • The charges will automatically be withdrawn from the student organization account.
  • As Aramark has the exclusive contract for catering on campus, clearance must be obtained from their office to bring in food from outside vendors for events scheduled in University buildings (Residence Halls are excluded).

Return to Top

Grants

The Student Government Association offers grant money for special programs/projects. Contact the treasurer of SGA for details at (317) 940-9361.

Return to Top

Monthly Report

  • Each month a financial statement of transactions will be sent to each student organization.
  • Statements should be checked carefully for errors.

Return to Top

Postage

  • When mailing student organization-related mail, place your student organization account number in the upper right hand corner of the envelope.
  • If more than one envelope is being mailed, you may place a rubber band around the envelopes and label (in upper right hand corner) only the top envelope.

Return to Top

Purchase Order

  • If a company requires a purchase order number prior to purchase, contact PuLSE.
  • The following information will be needed to issue a purchase order number: name/address of the company, federal ID tax number, and estimated cost.

Return to Top

Reimbursements

  • If you have spent personal money for a student organization expense, bring all receipts to Programs for Leadership and Service Education. These must be ORIGINAL receipts, not copies.
  • If the expense is less than $100, a petty-cash slip will be issued which can be cashed at the Student Accounts window in Jordan Hall.
  • Reimbursements larger than $100 will require a check to be written. This will take approximately one week to process.

Return to Top

Tax Exempt Number

A tax-exempt number has been assigned to Butler University and its organizations. Contact PuLSE if you need this number.

Return to Top

Transfer of Funds

Transfer of funds between campus organizations or University departments may be made in the PuLSE Office.

Return to Top

Travel

Programs for Leadership and Service Education can assist student organizations with travel and hotel accommodations and reimbursements.

Return to Top

Van or Car Rental

  • A purchase order for rental must be requested through PuLSE.
  • All drivers (students, faculty, and staff) must be approved by the University.
  • Please have the following information when requesting a rental purchase order: list of drivers, date of travel, vehicle delivery date, time and location, and vehicle return/pick up information.
  • The Purchasing Department will then obtain the vehicle for you.
  • This process may take several days, so please plan ahead.

Return to Top

Thank you for your participation as a faculty/staff advisor! If you have any questions or concerns, please contact the Programs for Leadership and Service Education Office at (317) 940-9262!

Treasurer's Handbook

It is imperative that each student organization carry a positive balance in its account. If a student organization slips into a negative balance, that organization will not be able to participate in any campus programs or make any further transactions until the account is cleared.

Treasurer's Handbook (PDF)

Advance Money
Check Requests
Contracts
Deposits
Fundraisers
Food Services Charges
Grants
Monthly Reports
Postage
Purchase Order
Reimbursements
Transfer of Funds
Travel
Van or Car Rental

Advance Money

  • Advance money to cover incidental expenses may be obtained from a student organization account.
  • Event limit per organization is $200.
  • Cash Advance Forms can be obtained from Programs for Leadership and Service Education (PuLSE).
  • Once signed by a PuLSE staff member, the form can be taken to the Student Accounts window in Jordan Hall to obtain cash.
  • SAVE ALL RECEIPTS of expenditures. These must be ORIGINAL receipts, not copies.
  • Within two weeks of purchase, take all receipts to PuLSE to file an expense report.
  • If a satisfactory expense report is not filed, the account may be frozen and the advance will be charged to the student's individual university account.
  • Student funds may not be used for the purchase of alcoholic beverages.

Return to Top

Check Requests

  • To have a check written from a student organization account, a proof of purchase is required by the Business Office (i.e. a bill or invoice). An ORIGINAL COPY of the invoice/bill is required. Copies are not acceptable. The federal ID number of the company is also necessary. If a check is cut to an individual, a social security number is required. Also, if the vendor/company has never been contracted by Butler University, a W-9 form must be completed by the company (the company/vendor should have a copy of a W-9).
  • Bring the invoice/bill to PuLSE.
  • A request for payment (RFP) will be prepared and sent to the Business Office for preparation of a check.
  • Check requests must be made by the end of the day on FRIDAY for the check to be ready by the END of the FOLLOWING WEEK.
  • Checks will be mailed from the Business Office unless a request is made that they be picked up. Checks may be picked up in Programs for Leadership and Service Education.

Return to Top

Contracts

  • For your protection, students are not authorized to sign contracts.
  • If a contract is involved in planning a campus event, it must be reviewed and signed by the Director of PuLSE.

Return to Top

Deposits

  • Bring all student organization deposits to Programs for Leadership and Service Education. Do not take them to the accounts window in Jordan Hall.
  • Checks must be endorsed on the back with the student organization account number.
  • Large amounts of coins MUST be wrapped.
  • A receipt will be issued for your records.
  • Any returned checks (for insufficient funds) will be the responsibility of the student organization.

Return to Top

Fundraisers

  • Before a student organization begins a fund-raising project, approval must be obtained from a PuLSE staff member as well as the Faculty/Staff Advisor of the organization.
  • Fund-raising Applications are available in the PuLSE Office.
  • Any organization sponsoring a fund-raiser is responsible for all incurred debts.
  • The sponsoring organization is expected to file a report with Programs for Leadership and Service Education after the event has concluded. Summary report forms are also available in PuLSE.
  • Ticket/Money Raffles are considered "gaming/gambling" according to Indiana State Law. If an organization is considering this, please talk to the staff in PuLSE.

Return to Top

Food Service Charges

  • The food service office (317-940-9764) must be contacted regarding all on-campus catering.
  • Your student organization account number is required at the time of food order.
  • Please request that a copy of these charges be sent to PuLSE.
  • The charges will automatically be withdrawn from the student organization account.
  • As Aramark has the exclusive contract for catering on campus, clearance must be obtained from their office to bring in food from outside vendors for events scheduled in University buildings (Residence Halls are excluded).

Return to Top

Grants

The Student Government Association offers grant money for special programs/projects. Contact the treasurer of SGA for details at (317) 940-9361.

Return to Top

Monthly Report

  • Each month a financial statement of transactions will be sent to each student organization.
  • Statements should be checked carefully for errors.

Return to Top

Postage

  • When mailing student organization-related mail, place your student organization account number in the upper right hand corner of the envelope.
  • If more than one envelope is being mailed, you may place a rubber band around the envelopes and label (in upper right hand corner) only the top envelope.

Return to Top

Purchase Order

  • If a company requires a purchase order number prior to purchase, contact PuLSE.
  • The following information will be needed to issue a purchase order number: name/address of the company, federal ID tax number, and estimated cost.

Return to Top

Reimbursements

  • If you have spent personal money for a student organization expense, bring all receipts to Programs for Leadership and Service Education. These must be ORIGINAL receipts, not copies.
  • If the expense is less than $100, a petty-cash slip will be issued which can be cashed at the Student Accounts window in Jordan Hall.
  • Reimbursements larger than $100 will require a check to be written. This will take approximately one week to process.

Return to Top

Transfer of Funds

Transfer of funds between campus organizations or University departments may be made in the PuLSE Office.

Return to Top

Travel

Programs for Leadership and Service Education can assist student organizations with travel and hotel accommodations and reimbursements.

Return to Top

Van or Car Rental

  • A purchase order for rental must be requested through PuLSE.
  • All drivers (students, faculty, and staff) must be approved by the University.
  • Please have the following information when requesting a rental purchase order: list of drivers, date of travel, vehicle delivery date, time and location, and vehicle return/pick up information.
  • The Purchasing Department will then obtain the vehicle for you.
  • This process may take several days, so please plan ahead.

Return to Top