CSO Processes Workshop 2012-2013 Treasurers’ Manual Academic Year 2012-2013 by Council of Student Organizations De La Salle University Budget Team In Cooperation with Office of Student Affairs and the Office of Student-LIFEDefi TABLE OF CONTENTS of Terms ‘Short Cuts for Transactions Purpose/Decument Type 1. Oper: % ational Fund / CSO Budget ‘Standing Policies Guidelines ing Fund ‘Standing Policies Geidelines TIL Procedures * B c > E F ‘General Procedkres Submiting Procedures Depositing Procedures Gdelines for Processing Requilion roceaures General Notes forthe Procedwes ‘Treasurers’ Meting and Consultations Francia Record Bock Tumover of Funds Specimen Signature lering Fund Statement Vatianee Statement Postel Reeuirements Funekaiing Rtvties Other Requirements) Guidelines V. Appendix: Room and Facility Rates Vi. Directory OFFICE OF THE TREASURER COUNCIL OF STUDENT ORGANIZATIONS DE LA SALLE UNIVERSITY Budget Team By: Dy, Paulo Jason Chua, Nicole Leslie Chua, Wilbur Omar del Rosario, Reena Angelica Ng, Kimmietion of Terms |. Operational Fund. This is the sum of money given by the University through S-LIFE to an organization, which is regulated by the CSO. - Working Fund. This is the money of the organization, which 1. Deposit sti was obtained from donations or fundraising activites such as ‘Annual Recruitment Week, solicitations, etc. The working fund is made up of both Depository Fund and Petty Cash Fund. Depository Fund. This Is the pat of the Working Fund deposited in the Accounting Office . Petty Cash Fund/Cash on Hand. This s the sum of money obtained from the Depository Fund that the Organization Treasurer personally keeps and uses for small or unforeseen expenses. 1. Requisition Forms. These are forms found on the Budget Table filled up by an organization in making any requisitions. This is the fom used by the organization's treasurer when depositing cash or checks in the Accounting Office. ;- Payment Requisition Slip. This is the form used by the treasure in withdrawing money from its Funds (Operational or Working Fund). There are always three copies for the PRS: the white, green, and yellow sips. - Cash Advance. A procedure where the treasurer withdraws cash from the Depository Fund before the activity. The money withdrawn from the Depository Fund is to be used for projected expenses of the activity. 1. Direct Payment. A procedure where the organization issues a check diected to the establishment or to a person for the expenses tobe incurred fora specific activity. 8. Liquidation. A post cash advance or direct payment procedure where the treasurer will have to summarize the actual expense to which the withdrawn cash or cheque was used. Here, the (CSO Treasurer, the Accounting Office and the Budget Team will verify whether’ the money has gone into its intended use. Tf however, there is excess cash, this will be subject to the deposit procedures as stated in the manual, 9. Reimbursement. It is a procedure done when officers used personal money for expenses incurred for an activity. This procedure means that the treasurer will withdraw from the depository fund after the activity to give back to the officers Maximum amount that is allowable for reimbursement is 1,000 Pesos only. 10.Book Transfer. It is a procedure done when an organization ‘availed of the services of establishment/sffice|s found in the campus. Ths serves as the payment for the availed services. L1.Income Statement. This is the financial document used to report the revenues and expenses that an organization has incurred during a fundraising activity. This may be used as substitute of the Summary of Expenses Incurred. 12.Fundraising Activity Report. This is a detaled report of the revenues and expenses that an organization has incurred during a fundraising activity, 13.Working Fund Statement. This is a summary of inflow ‘and outflow of cash that an organization has incurred during 2 patticular period. Three (3) copies of this statement are required 14.variance Statement. This is a document to be prepared at the end of a certain period so as to compare the projected revenues (pr) from actual revenues (a) and budgeted costs (be) from actual costs (ac). Three (3) copies ofthis statement are required.