Financial Procedures Guide

Fall2016

Table of Contents

How to Receive Reimbursement From ASNMSU Senate2

What You Must Have Before Starting The Bill Process3

Info You Need to Tell Your Senator Before They Write Your Bill5

Community Service Requirements7

Bills For Travel8

ASNMSU Reimbursement Guidelines8

Reimbursement Restrictions9

Bills For Purchase10

ASNMSU Reimbursement Guidelines10

Reimbursement Process11

How to Get Reimbursed11

Ways to Get Reimbursed11

For Individuals11

For Organizations or Clubs12

Things to Know13

Glossary15

How to Receive Reimbursementfrom

ASNMSU Senate

CHECKLIST

What you must have before starting the bill process

You Must be Chartered

Organizations applying for reimbursement must first be recognized by the University. The Campus Activities Office charters organizations. Clubs and organizations are subject to re-chartering each year. Contact Rose Carbajal at 646-3200 or , if you have questions regarding chartering requirements or your organization’s current status.

Your Organization Must Attend an ASNMSU Financial Procedures Workshop

Workshops are held at the beginning of each semester. Dates and times for the workshops are posted at the ASNMSU office and posted on the ASNMSU webpage (asnmsu.nmsu.edu). The president and treasurer of the organization must attend the workshop, substitutes will not be allowed. Representatives from your organization need to only attend one workshop per school year, unless there is a change in officers. In this case, the new president and treasurer need to attend the workshops.

Organizations Must Complete 4 Community Service Hours for Every $3000 Appropriated

Organizations must complete two different community service projects (two hours that directly benefit the Las Cruces community and two hours that directly benefit the NMSU campus). Paperwork for Community Service hours need to be signed and turned into Kayla Hughley (Director of Community Outreach). These projects must be completed and turned in no later than Tuesday at noon before the Community Affairs Committee meeting. Community service forms are available online on the ASNMSU website and in our office. Keep a copy! See page seven for additional information.

Individuals Must Complete 5 Community Service Hours for Every $3000 Appropriated

Individuals (group of 2 people or less) requesting reimbursement must complete five hours of community service. These hours can be done in the Las Cruces community, NMSU community, or a mixed of the two. Paperwork for Community Service hours need to be signed and turned into Kayla Hughley (Director of Community Outreach). These projects must be completed and turned in no later than Tuesday at noon before the Community Affairs Committee meeting. Community service forms are available online on the ASNMSU website and in our office. Keep a copy! See page seven for additional information

You Must Be Able to Front the Cost of the Trip/Project

The ASNMSU Senate does not allocate funds to help pay for the cost of projects or trips. Rather they allocate funds to reimburse students/organizations after they have complete said trips/projects. Funds received from the various college councils are exempt from reimbursement. Organizations may receive up to $500 of funding from the college councils. Organizations may also receive funds from another department. Any funds received from councils or other departments will be subtracted from the cost of the trip. The total of that amount will be multiplied by 40% and that will be the amount of your reimbursement.

***Because Council funding and ASNMSU Senate Bills/reimbursements come from the same source, there will be no double dipping. Any money received from an organization’s council (undergraduate or graduate) will be subtracted from your Senate Bill before the 40% provided by ASNMSU is calculated***

Ask a Senator to Sponsor a Bill for You

The ASNMSU Senate must pass a bill ordering the transfer of this reimbursement. An ASNMSU Senator must write this bill. If you do not know who your Senators are, they may be found at asnmsu.nmsu.edu/government/senate/ or you may call 646-4415. The ASNMSU Senator you ask to sponsor your bill must provide the ASNMSU Senate with a breakdown of the expenses, a description of the project, and a rationale for the project. You should be able to provide this information when requested. Also ask your senator about deadlines for your legislation. (7-3-3-J of ASNMSU Lawbook)

A Representative for Your Bill Must be Present at All Committees

Your bill will go through three committees before being approved by the Senate. A representative for your bill should try to be present at all committees or the bill will be tabled. This is someone whose name is actually on the bill. If the bill is tabled you will have to wait two weeks for the next committees, and restart the process. This allows for you to be able to answer/defend any questions/problems senators may have regarding your bill

CHECKLIST

Info You Need to Tell Your Senator Before They Write Your Bill

When you are going on a trip

Where you are going

How many days you plan on going

How many people are going

How many hotel rooms you will need

  • Men and women CANNOT room together
  • Advisors are not paid for by ASNMSU

The cost of the hotel rooms

How are you going to get there

  • If by plane:
  • Remember to ask for mileage to and from the airport
  • Only one round trip per vehicle will be paid for
  • If you are not being picked up and dropped off ask for parking money
  • If by rental vehicle:
  • Ask for the rental on your bill
  • Also ask for gas money for the rental; fuel receipts must be retained
  • If you use a personal vehicle your mileage traveled will be multiplied by an IRS rate of.54 as of Jan. 1, 2016

Once you get there, will you need a bus, taxi or shuttle

  • If so ask for money to cover the costs

Will you be needing any supplies for the trip or event

  • What kind
  • How many
  • How much
  • Will it be reusable

Supplies, equipment, uniforms, etc. may be reimbursed differently

  • These items if they will be reused by a group can be paid 49% by ASNMSU and 51% by the organization

Do you need to rent anything for your trip or event

Do you have registration costs or entry fees

What is the purpose of your trip

  • Generally only two people can be reimbursed for a conference
  • For team events check with your Senator to see how many alternates you can take
  • If it is an educational trip, check with your Senator to see if you can go on the trip since there are different rules in the law book

For Foreign travel outside of North America

  • You will need two bills
  1. One for U.S. expenses
  2. One for Foreign expenses (Submit foreign travel paperwork required by NMSU)
  • Bring exchange rates for receipts not in U.S. Dollars

COMMUNITY SERVICE REQUIREMENTS

  • At least 25% of the organization’s active members must complete two (2) hours of on- campus and two (2) of off-campus community service for every $3,000 appropriated.
  • On-campus community service must benefit the campus of NMSU.
  • Off-campus community service must benefit the southern New Mexico community.
  • If there are less than three (3) students from an organization requesting reimbursement, they may choose between fulfilling the 25% requirement or completing five (5) individual hours wherever of community service for every $3,000 appropriated.
  • The community service cannot directly benefit your organization.
  • Example: If you are a part of the motorcycle club, you cannot fix a member’s bike for community service.
  • Community service is valid for one (1) yearfollowing the date of the performed community service.

Graduate Students

You have the option of doing either (2) hours on/off campus or doing (5) hours wherever. This option is given due to the more demanding schedules.

Community Service Organizations

Are not required to do community service and the community affairs committee will determine an organization as service oriented according to the requirements stated in 8-10-3 of the Law Book.

*Community service must be complete BEFORE the bill is introduced to Senate

BILLS FOR TRAVEL

ASNMSU Reimbursement Guidelines

1.Travel:

  • Airfare (cost of plane ticket) *The amount ASNMSU will reimburse at 40% is maxed out at $800
  • Example: If your flight was $1,000, the line item on the bill will be $800 and we will reimburse $320 of that (40%).
  • Gas mileage (to and from airport)
  • Airport parking
  • Checked bag fees (for up to 2 bags)
  • Gas mileage (if driving)
  • If driving a rental your will be reimbursed based on receipts
  • If you are driving a privately owned vehicle, you will be reimbursed at the total miles multiplied by an IRS rate of.54 as of Jan. 1, 2016
  • Vehicle rental (if not driving own vehicle)
  • Other (if you are taking a train or other means of transportation let your senator know)

2.Hotel:

  • Room (Four persons to a room. Male and female cannot room together unless married. You will not be reimbursed for an individual room, unless you are the only person attending.)

3.Travel while at conference city:

  • Ground transportation (city bus, metro, taxi, etc.)
  • Food or per diem WILL NOT be paid for under any circumstances

4.Other fees:

  • Registration fee (ex. Conference registration fees, competition registration fees, etc.) WE CANNOT PAY FOR PASSPORT FEES, performance viewing fees, Sight-seeing fees, tour fees, etc.

5. REMEMBER: ASNMSU utilizes student fees to reimburse 40% of costs for students to:

  • Attend academic/professional conferences
  • Compete in local, state, and national competitions if competing for recognition
  • Some humanitarian aid and community service projects
  • In addition, there are some other items ASNMSU will reimburse, for example, uniforms for competingteams; HOWEVER, there are stipulations

***And while we encourage students to make use of the resources available we also stress the importance of accountability and responsibility when it concerns the fees of the NMSU student body.

***This is a quick list to aid you in obtaining reimbursement from ASNMSU. Your Senator will explain things in further detail with you. Make sure to ask questions so you understand the process.

***There are specific guidelines that must be adhered to, make sure to ask your senator for details.

REIMBURSEMENT RESTRICTIONS

ASNMSU does notprovide reimbursement for the following items:

•Insurance

•Visas/Passports

•Study Abroad

•Classes/Tuition

•Admission tickets

•Food

BILLS FOR PURCHASES

ASNMSU Reimbursement Guidelines

•Reimbursement provided by ASNMSU (Senate Bills or Council Appropriations) may never be used for the purchase of…

1

-Computers-Flowers

-Furniture-Cards

-Food-Alcoholic beverages

-Gifts-Coffee

1

-Office decorations-Other refreshments for office use

-Donations-Scholarships

•You may use these reimbursements to cover…

-Office supplies

-Rental of facilities

-Etc.

•In the past, items such as the purchase of awards and plaques have been approved at the discretion of the ASNMSU Senate and President

•Consult the Comptroller when unsure of a purchase. ASNMSU is exempt from state taxes when purchasing goods (but not for rentals or services)

•Be sure to verify that your organization is not being taxed when purchasing goods

•Talk to your council about this reimbursement since every council has their own by-laws and requirements

***Purchases atOffice Max/Office Depot will not be accepted, the university has a contract withStaples.

REIMBURSEMENT PROCESS

How to get reimbursed

Step 1:Considering your bill is passed & signed off by the Senate Clerk, VP, & President

Step 2: 5 Business days after your bill has been passed contact Debbie Peel, Taylor Brown, or Shannon Doyle to schedule an appointment to complete the reimbursement paperwork.

Step 3:Show up to appointment with reimbursement intake sheet filled out, the original receipts, and a proof of attendance.

Ways to get reimbursed

For Individuals:

  1. The individual must be a member of a club or organization stated on the bill. This is verified with Campus Activities
  2. The individual MUST have an active Banner ID. If not, a Vendor Questionnaire form must be completed
  3. Travel Expense Report or Direct Pay Form – filled out with the payee’s signature
  • Travel Expense Reports are used if the person receiving the check works for the university in any capacity (including students) and they have the direct deposit option
  • Direct Pay forms are used if the check is being made out to the organization
  • Direct Pay forms are also used if the check is being made out to a person who does not work for the university or does not have direct deposit

For Organizations or Clubs:

  1. A check may be provided in the organization or club name

•Direct Pay requests are to be completed with the ASNMSU Fiscal Advisor if the check is made payable to the organization and must be signed by the President of the organization

•The organization MUST have an active Vendor Number

•A Vendor Questionnaire form must be completed if there is not an active Vendor Number

•A Vendor Questionnaire form must be completed every eighteen months to remain active

  1. Club Account

•Unrestricted; President and Treasurer can open this account if you do not have one

•You need an advisor’s signature to get up this account

  • An advisor must sign that they willoversee the use of this account by the club/organization

•Deposit and withdrawals only

•Allows you to charge on campus---- Bookstore, Sodexo/Catering

•Must be used like Checking Accounts and not Charge Accounts (not to exceed total amount in account)

•Delinquent accounts will be frozen and reported to credit departments

•Does not revert back to ASNMSU Surplus account at any time

•Accounts not used for one to two years will be deleted

•Cash withdrawals are limited to $1000/day max

•You can prepare a Direct Pay from this account

  • Example: Your club/organization is renting a hotel room for the trip, it can be paid directly from this account not subject to the $1000/day limit

Things to know

  1. Expenses without ORIGINAL receipts will not be reimbursed, even if they are listed on the bill
  2. We can only reimburse up to the line item listed on the senate bill

•Example: You paid $50.00 for gas but the bill line item for gas lists $30.00. We can only reimburse 40% up to the $30.00

  1. The reimbursement is done based on line item not based on total.
  2. You cannot have received reimbursement from any other NMSU source before we reimburse you the 40% per line item

•Example: Your bill states we can reimburse 40% of $800 for flight. We check your banner ID in the system and see that the Arts and Sciences Department has reimbursed you for your flight. We can no longer reimburse you 40% of that $800 and cannot allocate that money towards any other line item

  1. This requires communication!! If your Department wants to reimburse you as well, that is totally fine! You need to make sure that your Department gets in touch with Debbie Peel our Fiscal Advisor prior to reimbursing you. This way they can coordinate the reimbursement: we cover the 40% and then they can reimburse you to the extend they wish
  2. Anything not included on the bill cannot be reimbursed
  3. All receipts must be in the traveler’s name
  4. The ASNMSU Comptroller DOES NOT have a check book
  5. A check will not automatically be cut in the amount of your Senate Bill or Council Appropriation
  6. Simply turning in receipts does not trigger a reimbursement
  7. Do not give your receipts to your Senator
  8. Do not attach your receipts to your council bills
  9. This process can take up to three weeks after you meet with the Fiscal Advisor
  10. Bills must be submitted by first senate meeting following your departure
  11. Bills for trips that take place during a break must be submitted by the first senate meeting of the following the break.
  12. For all trips before June 15th, receipts and reimbursement vouchers or check requests must be turned in no later than 5:00 p.m. on June 15th
  13. For all trips after June 15th,it is recommended to defer submission of a senate bill request until the next fall semester
  14. You should come in to fill out reimbursement paperwork within three days of returning

from travel.

  1. Travel reimbursements issued greater than sixty (60) days after a traveler returns become taxable to the traveler and will be forwarded to Payroll Services for tax withholdings
  2. Funds for bills that have been passed but no reimbursement paperwork done by June 30 are reverted back to the Surplus Account
  3. Please note that the ASNMSU law book is the binding document for all legislation. Should you have any questions ask your sponsoring senator.

Glossary

College council:means a student organization whose purpose is to promote the interest of the students

of the respective college and which is recognized by NMSU and by the Dean of the College

withwhom the council is affiliated. A “College council” shall consist of no less than ten (10)

members of the college elected or appointed to such council in accordance with the respective

council'sconstitution. No college shall be recognized by the ASNMSU as having more than

one (1) council norshall any council be recognized by the ASNMSU which represents two (2)

or more colleges.

Colleges: means the existing undergraduate colleges and the graduate school of NMSU

Community service organization: means any group whose purpose is primarily service oriented

(service being to either NMSU or the community at large). The decision as to whether or not a group is service oriented shall be made by the Community Affairs Committee.

Community serviceproject: means any project performed by a recognized organization that has