All registered clubs may open an account at JP Morgan Chase Bank, located in the Texas Medical Center at 6560 Fannin. The Assistant Director of Student Activities supervises and has signature authority on all club accounts. As treasurer you are responsible for reconciliation of the bank statements, ordering new checks, making timely deposits, keeping accurate balances, collecting bank statements and keeping the club updated on monthly balances.

To open a new account for your club or to update the signatures on the account:

1. Pick up forms and sample sheet from the Clubs Office.
2. Obtain signatures in black ink of at least three officers (including the treasurer) of your organization.
3. Complete the required information on the bank forms.
4. Return the form to the Assistant Director of Student Activities.

For new accounts:
Please see the Assistant Director of Student Activities for the appropriate paperwork and procedures. Upon receipt of your paperwork the bank will issue you an account number and temporary checks. Ordering permanent checks will cost about $25 for the most basic design.

For existing accounts:
Leave the updated forms with the Assistant Director of Student Activities to be mailed to the bank.

IMPORTANT

• There must be two (2) signatures on all checks written. The Assistant Director of Student Activities can countersign checks when other authorized personnel are not available.
• You cannot write checks if you are overdrawn. Club members may be personally responsible for overdraft fees. Always sign your office, i.e. Treasurer, after your signature on checks, then you will be acting on behalf of your club, not personally.
• Account statements are mailed to the Clubs Office, 2nd floor, Ley Student Center. Please check your mailbox frequently.
• These accounts carry no service charge. Any inconsistency in this matter should be reported to the Clubs Office, immediately.
• Because club accounts require 2 signatures on all checks, accounts are ineligible for ATM/debit cards.

DIRECTIONS
JP Morgan Chase Bank (Medical Branch) is located at the intersection of University Blvd. and Main Street, on the first floor of Scurlock Towers (see map). Use the parking garage entrance on Fannin and take the parking ticket inside the bank for validation. The walk-in entrance is on the Fannin side of the building.

Creating Financial Statements

BUDGET
Your budget should be a careful plan of expenditures and revenues for the following year. A good way to budget is to:

1. First examine the records provided by the past treasurer. Last year's income statement can serve as a tentative budget for next year.
2. Meet with the rest of the club, especially the other officers, to discuss if last year's funds were properly allocated. Also, consider new ideas for fundraising and new expenses. Then, incorporate them into this year's budget.
3. Be realistic. Be as certain as possible that the money will be available this year. Remember, when budgeting always underestimate income and overestimate expenses.
4. Create a spreadsheet of your working budget.
5. If you would like help or advice, feel free to consult with the Assistant Director of Student Activities.

INCOME STATEMENT
An income statement lists revenues and expenditures during a particular time period; a month, a quarter, or even a year. Using an income statement, you can calculate net income; what is left over after all of your expenses are deducted from your revenue. This is useful because you can measure financial performance over a span of time. See the example below.

BALANCING THE CHECKBOOK
Always be sure to enter checks and deposits as soon as you write or make them, and calculate the balance after each transaction. A sample of a balanced checkbook is given below.

RECONCILING BANK STATEMENTS
Bank statements arrive on a monthly basis and should be reconciled with the checkbook as soon as possible. There are many software applications, such as Quicken, that can be used to make this process easier. If such an application is not available to you, you may reconcile the statement by hand. If you are completely unfamiliar with this process, read the directions provided on the back of each bank statement.

Tips for Effective Financial Management

(from former treasurers of student organizations)

GO TO TREASURER TRAINING
The Office of Clubs Office hosts several Treasurer Training Workshops. Attendance at one workshop is mandatory for every club treasurer with a JP Morgan Chase account. Watch for emails listings dates & times in the fall.

STAY UP TO DATE
It is impossible to make good financial decisions without knowing how much money you have. Reconcile your bank statements monthly and set aside an hour or two every week to prepare for your organization's meetings.

BUDGET
It is crucial that your club budget money carefully at the beginning of each year. If your organization has different committees, each committee should have an individual budget.

SECURE THE CHECKBOOK
Keep the checkbook in your possession or in a secure place at all times. There must be two (2) signatures on all checks. You cannot write checks if you are overdrawn. Club members will be personally responsible for overdraft fees.

BLANK CHECKS
Three words: don't do it! This is one of the worst practices a treasurer can start. If you give someone a blank check, you have no record of the amount or the recipient. If that check is lost, you at the very least incur a stop-payment fee and at the worst could lose a big chunk of your funds.

INTERNAL ACCOUNTS
Clubs with a University internal account should meet with their staff advisors on a regular basis to review their accounts.

JP MORGAN CHASE BANK ACCOUNT STATEMENTS
All bank accounts statements are mailed once a month to the Clubs Office, 2nd Floor, Ley Student Center. Statements should be reconciled on a monthly basis. If two months' worth of statements have accumulated in your mailbox, you will be notified by the Assistant Director of Student Activities. If the third statement arrives before you do, the account will be closed.

RECEIPTS
Never reimburse anyone without a receipt. The best way to make sure that people keep receipts is to never reimburse them without one. It's that simple. Make that clear at the beginning of the year and don't make exceptions. You may also want to require a check request (sample check request available in the hard copy of this manual).

KEEP RECORDS TOGETHER
It is very important for the treasurer to keep organized records. To keep receipts, bank statements, etc. in order, invest in a three ring binder or set of folders.

SECURE ALL CASH
The best opportunity for theft is with cash, so avoid using it unless absolutely necessary. Make it clear that you are not responsible for cash unless it is handed to you in person; advise members of your club not to leave cash in your mailbox or any unsecured place. Deposit any collected cash immediately.

If you are responsible for counting cash, have someone else do it with you and have them co-sign the deposit request form. If someone is giving you cash, require them to fill out a deposit request form and count the cash yourself.

It is always better to reimburse, but if you absolutely have to give a club member cash to make a purchase, require them to sign a receipt denoting how much money they have received. Do not keep large amounts of cash on hand and deposit any cash as soon as possible.

KEEP A SAVINGS CUSHION
Even if your club has a very small budget, keep some money in reserve. When budgeting, always underestimate income and overestimate expenses.

KNOW THE RULES
Make sure you are familiar with the rules governing treasurers and club finances. Read the SA Bylaws and the bylaws of your club to see how money is to be handled and spent. Also, be aware that the Honor Code applies to all club activities.

PASS ON INFORMATION
This is of the utmost importance: give all information and financial records to your successor. Take time to train the new treasurer and answer questions. Make sure he/she knows the location of the checkbook. Remind them to attend one of the Treasurer Training Workshops in the fall semester.

CLUB FUNDING
Most clubs are NOT funded by the University on a yearly basis. For that reason, it is often necessary for clubs to raise funds, both to cover operating costs and to sponsor special events and projects.

In addition to charging members a nominal fee, co-sponsoring events with other clubs, and your own creative ideas for raising funds, some other possibilities are:

Athletic Department
Clubs can seek fund raising opportunities in the Athletic Department during both fall and spring semester.
Fall
1) Clean up after football events (20-25 students) $500.00 -about a 4 hour duty.
2) Volleyball Games -- need rotators -- people to throw ball back to the server. About $15.00 per match.
Spring
Baseball Games - clean up afterwards (10 students) $100.00 -about a 2 hour duty.
For more information contact Mike Morgan in the Athletic Department at X4077 or mikeymo@.

Community Service Grant
The Community Service Grant was proposed by a group of students involved in community service. At the time, RSVP was the only funding source available to these groups and RSVP's funding was being spread too thin. Dr. Camacho allocated funds to this grant for the exclusive use of community service organizations and programs. These funds are separate from the President's Programming Fund and the Student Activity Fund and organizations receiving funding from the Community Service Grant may NOT request funding from the President's Programming Fund.
For more information, contact the Community Involvment Center at X4970 or www.ruf.rice.edu/~service/.

Club Sports
All Club Sports may seek funding from the Club Sports Funding Committee. For more information contact Club Sports at X5398 or clubsprt@. Budget requests are usually due very early in the fall semester.

Dr. Bill Wilson Student Initiative Grant
The grant provides support for an innovative or entrepreneurial student project to improve student activities or undergraduate campus life. BE CREATIVE: the money can be used for any worthwhile student project, however salaries and/or travel will not be supported. Proposals are due on a date to be determined each fall aand the award is approximately $5500. Any Rice student may submit a proposal. Proposals can be sent to Dr. Bill Wilson Grant, c/o Katharine Donato, Master, Wiess College, MS-738.

Envision Grant
Envision offers the only avenue to fund individual students for projects that promote service, foster leadership development, incorporate innovation, and/or exhibit creativity. The Office of the President has provided funding for the program, and Leadership Rice serves as the program's administrator.
During each academic year, students are encouraged to submit proposals for funding to a committee of faculty, staff, and students who select award recipients. The selection criteria and guidelines for submissions are described below. The entire process is intended to educate students through exposure to the critical process of grant writing and, for accepted proposals, through the pursuit of intellectual, creative, and service-based experiences during their time at Rice.
Application: The four-part application includes basic personal information, a project narrative, a budget, and a timeline. In addition, two letters of recommendation are required. As mentioned above, projects should incorporate aspects of leadership, service, creativity, and/or innovation. Projects are not restricted to efforts on campus and can benefit a community of the student's choosing, and students are encouraged to utilize the program as an opportunity to be visionary and bold. The application should be filled out and submitted on-line at www.ruf.rice.edu/~leading/envision.htm. See the website for deadlines each year.

President's Student Programming Fund
Why was this fund established? The President's Student Programming Fund was established by Dr. Gillis to provide funding for student events of a cultural, educational, or otherwise valuable nature. These funds are completely separate from the Student Association, the Rice Program Council and the eight residential colleges, and thus serve as another avenue for student organizations to obtain money. There are four deadlines for fund allocation listed on the web site. However, consideration is still given on a first come, first served basis so please apply at the earliest deadline.
Who can apply for this money? This fund may be used for all student activities sponsored by registered student organizations. This includes, but is not limited to, cultural events, student travel, social events, speaker honoraria, etc.
How do I apply? Fill out the form on the web site at http://www.ruf.rice.edu/~stact/PresFund.html

Rice Cakes
Rice Cakes bakes fresh baked goods daily and sells them through the Rice Coffeehouse. Rice Cakes sponsors a worthy organization each week. Funds raised through the Rice Coffeehouse support university clubs as well as charitable causes. For more information check out www.geocities.com/CollgePark/Square/3458/.

Student Activity Fund
Why was this fund established? The Student Activity Fund was established by Rice students through blanket tax fees to provide funding for events of a cultural, educational, or otherwise valuable nature. These funds are completely separate from the President's Programming Fund, the Student Association, the Rice Program Council and the eight residential colleges and thus serve as another avenue for student organizations to obtain money. The deadlines are listed on the website. However, consideration is still given on a first come, first served basis so please apply at the earliest deadline.
Who can apply for this money? This fund may be used for all student activities sponsored by recognized student organizations. This includes, but is not limited to, cultural events, student travel, social events, speaker honoraria, etc. In addition, this fund also considers special student projects that are not necessarily coordinated by a student organization that may benefit the entire student community.
How do I apply? Fill out the form on the web site at: http://www.ruf.rice.edu/~stact/StuActFund.html

For additional sources outside the campus community, you must seek the approval of the Office of Student Activities.

Remember, if your club is raising money for a specific project, you need to raise all the money before beginning the project. Also, before beginning the project, you should meet with the Director of Student Activities to clarify any rules and regulations for fundraising or solicitation that may apply.

NOTE: Sales of books, stationary, supplies, and novelties are reserved for the Campus Bookstore, food for Rice Catering, and all items at athletic events for the Athletic Office. Plans to sell any items should therefore be approved by the Office of Student Activities before anything is begun.

NOTE: If your fundraising plans do involve the sale of taxable items (articles of clothing, food items that need no preparation before consumption, or tangible items), please refer to "Sales and Sales Tax Exemption" below.

SOLICITATION
No individual student or club, except the Colleges, may solicit funds through advertisements, patrons' bids or otherwise, from anyone other than active student members of the clubs without prior approval of the Director of Student Activities. A form to request solicitation can be found in the Clubs Manual. Members of the Board of Governors and Rice University Associates shall not be solicited.

Money collected through solicitation should only be used for the operations and activities of the soliciting club. Soliciting funds for use by another non-profit organization is not acceptable. Contact the Office of Student Activities for further information.

NOTE: No individual or group may use the name of Rice University or its Colleges for solicitation without prior approval of University officials.

Rice University is tax-exempt, and as a registered Rice student organization or college, you may share that tax-exempt status if your student organization or college meets the following criteria:

• An organization must be created for religious, educational, or charitable purposes if no part of the net earnings of the organization beneifits a private shareholder or individual.
• Items purchased, leased, or rented are related to the purpose of the organization/college and are therefore property of Rice University.
• The primary purpose of the organization is a purpose other than engaging in business or performing an activity designed to make a profit.
• An organization must not be affiliated with a national organization.

Only tax-exempt, registered student organizations are eligible for University funds.

Therefore, you can purchase T-shirts, office supplies, party supplies, project supplies, etc., without paying sales tax to the vendor. Just present to the vendor your tax exemption form, which you can get at the Clubs Office, and you will receive items without being charged sales tax. Please note that any food purchase by a student organization is not tax-exempt. It is the responsibility of the treasurer of your organization to log all of your tax-exempt purchases and turn them into the Clubs Office annually on May 1. All tax exempt purchases above $500.00 require prior approval of the Assistant Director of Student Activities.

Student organizations affiliated with national organizations as chapters, or local networks are required to utilize the tax exemption status of the national organization and are accountable to their tax reporting standards.

Issues become more complicated if you try to resell items after you purchase them, because your tax exemption only extends to buying goods, not to selling them.

• When you resell items, you must charge the buyer sales tax (unless the buyer is another tax exempt organization). For example, if you're fundraising by selling T-shirts, then part of the price you charge the buyers must include sales tax, which the State of Texas requires you to collect and report.
• However, the amount on which you charge sales tax varies. If you buy an item tax-free and then resell it, the State of Texas requires sales tax to be paid on the entire cost. If you pay tax for an item when you buy it, though, then the State of Texas only requires sales tax to be paid on the profit you make since you've already paid sales tax on the base cost.
• The State of Texas allows every tax-exempt organization to raise funds by selling items tax-free one day a month. That means that one day every month. all the money you collect selling your goods is completely your own, and you do not have to pay sales tax on it. When you sell your items at times other than your single tax-free day, however, you must collect and report sales tax. Please see the Clubs Office when taking on such an undertaking to ensure that tax laws and reporting are being coordinated.

Follow these steps if your club is considering buying items for resale:

• Stop by the Clubs Office for advice and to pick up a form on sales tax reporting.
• Fill out the form and obtain the signature of the Assistant Director of Student Activities.
• Keep the form to fill out in detail your sales record, noting the tax free day (usually the day you sold the most items).
• Calculate the sales tax required. Turn the sales tax amount owed into the Office of Student Activities along with a copy of the completed sales permit.

NOTE: In addition to being a Rice policy, this procedure is in acknowledgement of the laws of the State of Texas.

MONETARY DONATIONS
The Clubs Office maintains a gift account for deposits of monetary donations to clubs. Donations sent through this account enable donors to receive a tax receipt from Rice University. Rice University then has a fiduciary responsibility to make sure that the donor's money is spent as stipulated by the donor.

Clubs receiving donations should:

1. Bring the donation to the Clubs Office for deposit into the clubs gift account. (Club Sports see below).

2. Make sure you include the following information with your gift (taken from the procedures of the Development Office):

• A memo from the organization receiving the gift specifying the purpose of the gift, the dollar amount received, whom to acknowledge for the gift, and the address of the individual(s).
• The check or description of the gift (e.g. auction item donated).
• The original letter from the donor which accompanied the check, or a legible copy.
• If there is no letter accompanying the check, copies of any correspondence that led up to the gift should be sent, along with a memo signed by the person who has the most direct knowledge of the donor's intent.
• Any other documentation that clarifies the intent of the donor or restrictions on the gift.

NOTE: If the information sent to the Development Office is incomplete, the gift will be placed in a clearing account until the information is complete. Funds will not be available until the necessary information is received.

To access your club's funds in the gift account:

1. Bring relevant receipts to the Clubs Office. The office will then issue a check request for you and you will be reimbursed for relevant out-of-pocket expenses. This process usually takes about 2 weeks.

2. For purchases over $2500, the Clubs Office will issue a purchase order and the vendor will invoice the university. Items under $2500 can be direct billed to the university. A purchase order or direct bill will mean that you will avoid out of pocket expenses. All invoices to be paid from the gift account should be brought to the Clubs Office. The Director and Assistant Director of Student Activities have signature authority on the gift account.

NOTE: Club Sports should deposit their monetary gifts/donations with the Club Sports Coordinator (Office of Student Activities).

DONATIONS OF PROPERTY
To obtain a tax receipt for someone who has donated property to your organization (equipment, etc.) bring the following to the Clubs Office for submission to the Development Office:

• A description of the property.
• The name and address of the donor.
• Approximate value of the property. (Rice will not assign a value to the receipt, but they do need an approximate value estimated by the donor. If the donor claims that the property is valued at over $5,000, then he/she must get an appraisal and provide Rice with a copy.)

Remember that the Honor Code applies to all club activities. In addition, the Student Association Constitution and Bylaws (required reading for all candidates for student-elected offices) contain rules about club finances. To obtain a copy, stop by the Clubs Office.

ARTICLE F-2: FINANCES OF STUDENT ORGANIZATIONS
Section 1. All subsidiary student organizations, other than publications (publications see below) receiving blanket tax monies shall submit to the Student Association Treasurer at the end of each academic year a proposed budget for the following year. Each such organization shall submit a final income statement for the year by April 15.

Section 2. The financial records or books of all subsidiary student organizations shall be audited by the Internal Auditor of the University. The [SA] Financial Committee shall establish specific dates by which the records of each organization shall be audited.

Section 3. Each subsidiary student organization shall maintain an inventory list for all purchases of equipment or furniture valued at greater than 100 dollars which are to be made at the end of each semester. The organization shall submit a report containing the inventory list and noting any discrepancies to the Treasurer and to the Director of Student Activities.

BY-LAW G: PUBLICATIONS GENERAL PROCEDURES
ARTICLE G-1: FINANCIAL POLICY
Section 1. Financial records
The financial records or books of each student publication shall include the following:
(a) A general journal
(b) A check register and other special journals as deemed necessary by the business manager or coordinator of the publication.
(c) A general ledger containing all accounts in one volume.
(d) A check book with numbered checks. Each check stub shall be completed with a statement of the amount, date, and purpose of each check.
(e) A file of paid invoices. On each invoice shall be written the number of the check used to pay it.
(f) For each issue of the publication, a complete record of all income received. This record shall include the source, date, and purpose of each payment received.

Section 2. Financial books shall be kept in accordance with standard double-entry methods. If capital assets are recorded in an assets account, each capital asset shall be depreciated on a straight-line basis over the expected lifetime of the asset.

Section 3. Each publication shall submit to the Treasurer of the Student Association a complete financial statement for the fiscal year to date and trial balances reflecting the current balances of all accounts. These reports shall be submitted by November 15 and April 15.

Section 4. The Treasurer may inspect the financial records of any student publication at any time.

The Recreation Center administers the Club Sports Program through the Club Sports Office X5398 or clubsprt@. The student representatives of the Club Sports Committee will allocate the funds provided under the direction of the Club Sports Committee. Each club mus have a faculty/staff sponsor and operate according to University regulations.

The sports clubs should supplement University funding through their own resources. Funds for the sports clubs normally come from the following sources:

1. university funding
2. membership dues
3. on-campus fund raising activities
4. off-campus solicitation (permitted only in special circumstances and requires permission of the Sports Club Administrator)

The Office of Student Activities will normally fund the following expenditures within budgetary limitation:

1. entry fees and dues
2. officiating costs
3. equipment and uniforms
4. travel expenses on a limited basis

Clubs will be responsible for funding the following:

1. coaching and instruction
2. promotion and publicity
3. food while traveling
4. awards
5. other/miscellaneous

University funds are requested and allocated as follows:

1. All registered clubs submit a budget to the sports club administrator in early September.
2. A Sports Club Committee meeting is held to discuss budget allocations and department policies.
3. Funds are awarded to each club for the academic year.

Note: Before funds from the budget can be disbursed all club sports must have completed the following:

a) Participation agreements for each active member.
b) Equipment inventory.
c) Driver Record with signature for each driver of a rented, leased, or university operated vehicle.
d) A travel cover sheet for each trip the club takes.

These forms can be accessed from the club sports web site.

Reimbursement procedures:

1. Approximately one week after the event submit all reimbursable receipts to the sports club coordinator in the Office of Student Activities. The receipts are sent to the Buy-Pay Office for payment, and a check is issued within one week. The university requires original receipts for reimbursement.
2. If funds are not available to pay for a trip, a travel advance may be requested. This advance must be in writing and submitted to the sports club administrator at least three weeks in advance of the travel date. Immediately upon return from the trip, all receipts are to be submitted to the Office of Student Activities for processing.
3. To purchase equipment/uniforms: obtain all necessary information from the vendor and give to the Office of Student Activities. The items will be ordered with a university purchase order or with a purchasing card.

For blanket tax organizations only

Blanket tax organizations include the Student Association, KTRU, the Rice Thresher, the Campanile, Rice Broadcast Television, the Rice Program Council, the Rice Student Volunteer Program (RSVP), Honor Council, University Court and University Blue. Most blanket tax organizations have internal accounts. Regular charges to these accounts might include staff assistant salary, university phone charges, mail charges, and large purchases of equipment (to be sure that the equipment is included in the Rice inventory).

Organizations wishing to check on the status of their internal account should meet with their staff advisor.

Every undergraduate student pays a fee to blanket tax organizations. Check with the Office of Student Activities for the fee amount for your organization. Early in the fall semester the cashier's office will issue blanket tax checks based on the typical enrollment and account for any remaining fees at the beginning of spring semester. The cashier's office will automatically transfer a portion of the fee to the internal account for those organizations with phone, mail, etc. expenses. The remainder of the fees are issued in a check to the organization. The Office of Student Activities will call you when the checks arrive.

As treasurer of an internal account, you will need to become familiar with Rice University's accounting forms. The most common ones are noted below. Detailed instructions can be found on each form's reverse side. Please consult with the Office of Student Activities regarding these documents. In most cases, the signature of your staff advisor will be required on these forms.

PURCHASE ORDER
Use a five-part purchase order form for services or goods over $2500. Purchase order forms are available in the Office of Student Activities. A purchase order should be completed at the inception of a purchase (as opposed to the completion). Purchase orders can also be used for pre-paid orders. The green receiving report on the purchase order must be signed when goods/ services are received, only then will Buy-Pay Process issue a check.

CHECK REQUEST
Use a check request form for:

• reimbursement of payments already made and for which paid receipts are available
• to pay for services when an invoice is not expected.

NOTE: Check request forms cannot be used when an invoice is expected.

INTERDEPARTMENTAL CHARGE
The Interdepartmental Transfer (IDT) is used in the sale of goods or services from one campus unit to another. For example, if the Office of Student Activities purchased an ad in the Thresher, an IDT would take care of the transfer of funds from the Student Activities internal account to the Thresher internal account. Completed IDTs should be sent to the Controller's Office, MS-70.

DEPOSIT VOUCHER
This form should be filled out to record cash or check deposits into the internal account. Take the form to the Cashier (1st floor, Allen Center) with copies of all checks. Keep a copy of all checks for your records.

TRAVEL ENVELOPE
The Office of Student Activities should be informed when student organizations are planning any form of travel. A travel envelope (available from the Office of Student Activities) should be completed when the traveler is expecting any sort of reimbursement from a university internal account. Original receipts should be saved (air fare passenger receipts or electronic ticket, hotel bills, auto rental, parking, etc.) and turned in following the trip. Travel envelopes can be picked up in the Office of Student Activities.