1. Overview
2. Introduction
3. Deposits
4. Reimbursements
5. Special Fund Raising Activity
6. Food Fest
7. Project Funding

Hello!! If you are reading this you are probably the Treasurer for AID-PSU. Welcome to an important position in the AID-PSU Executive Committee.

I am writing these notes so to give you a head start in your new responsibility. Rules and policies keep changing. As a favor to your successors, please update this document if changes occur. Also, when you leave this post write your suggestions and tips that you think will be useful to them.

We are under AID-Pittsburgh for our Treasury operations. This is Zone 2. We send all our money to our Zonal HQ (Pittsburgh). However, we send our check request forms (project funding) to MD.

Associated Student Activities (ASA) is the University Body you will interact with. They are located on the 2nd floor, HUB. The Treasurer is responsible for depositing and withdrawing money from AID's accounts. Three other signatories apart from the Treasurer can deposit money. The signatories are authorized by the Treasurer on a white form available at the ASA. This should be done after the General Elections and signatories preferably restricted to the Executive Committee. However, only the Treasurer can withdraw money from the ASA. AID's account number with the ASA is 113

We have two accounts with the ASA

• The restricted account contains the UPAC operational fund that is allocated to us every year. The amount is $150 per year. To get this money, we need to have an office space in the HUB and we need to apply for this money specifically. It requires the signatures of the Exec and the advisor. This money can only be used for office supplies, advertising, postage, copying, and telephone charges. Reimbursements from this account have to be accompanied by a receipt.
• The unrestricted account consists of all our funds and this is where all the money is deposited. Any expense is also met from this account.

You will use a yellow form to make deposits. You need to know the organization number and the General Ledger (GL) No. to make your deposits. The GL Number indicates the category in which that particular amount is deposited. Some common numbers to remember are:

• AID account number : 113
• Projects (including all fundraising activities) : 146
• Special funds (Earthquake, Orissa) : 134

When depositing remember that

• They will deposit the money and give you a copy of the slip. Please file it away for your records.
• All the money (bills, checks, coins) has to be counted by you. The ASA will not count it if you have not done so already. Keep a detailed count of the number of bills (by unit) and total amounts. It is good to cross check. Only pennies need not be counted. They will use the counting machine.
• Checks need to be endorsed at the back by writing AID-PSU.

You need to use the green form . Again you need to know AID's account number and the restricted UPAC number if you are going to use money from the UPAC account. Remember, it can only be used for office supplies and needs a receipt.

• Account numbers:
  • Unrestricted : 113
  • Restricted : 300
• General Ledger(GL) numbers:
  • Donation: 331
  • Room rental: 371
  • Social: 126

The checks that we send to AID-Pittsburgh are considered donations. Since there is no documentation from them, the reimbursement form requires two signatures - that of the Treasurer and another office bearer.

Fund raising activity on campus like the EQ relief will not be permitted by the event management office unless we open a special account with the ASA. This takes the form of a new GL number and is usually 134.

• All money raised on campus has to be routed through the ASA.
• Try to deposit once a day or at least every two days especially if there are large amounts of cash being collected.
• Keep a copy of all the checks before you deposit them with the ASA. We need this information to generate receipts for our donors. This will be sent to Pittsburgh who will then mail the receipts to the individual contributors.
• Keep a copy of the copy before you mail it out to Pittsburgh!! Sounds crazy, but we lose all credibility if we cannot give receipts to our donors!

This is an annual event and an important fundraiser for us. If the event is held on campus and we sell tickets for it, we need to have the ticket approved by the ASA.

• If the ticket cost >= $5, then we pay an activity fee of $0.50 cents per ticket!! Avoid this.
• The tickets have to be serially numbered. The cost of the ticket must be clearly indicated on the ticket.
• Do not print until the ASA approves a sample of the ticket.
• Once the ticket is printed, take all the tickets and the layout of the room to the ASA. They will make a note of the numbers you are going to sell and the number of complimentary tickets, if any.
• After the event the number of unsold tickets must be shown to the ASA. You will have to fill out a form only for ticket sales and deposit the ticket money.
• Borrow cash boxes from the ASA before the food fest to be used at the coupon counters.
• Deposit the money and complete other formalities with the ASA the very next day after the event.

This is not linked to the ASA. The project coordinators will prepare the project file and the Treasurer will sign on the check request form. This is to be sent to MD. Keep a copy of the check request form with the project records.

Some useful tips

• Always, keep copies of deposit slips, checks and other important documents
• Deposit money with the ASA immediately after an event or campaign. It is your responsibility to AID if you misplace the money or if it gets stolen.
• Always request that the receipt accompany reimbursements.
• Try to complete all reimbursements within one week of the end of the event. No harm in strictly enforcing rules. Otherwise you will keep going to the ASA for the next one month!!
• Keep another person (preferably from AID) when you count large sums of money. Record the amount in their presence and if possible ask them to accompany you to the ASA for depositing. It is useful for several reasons:
  • It is good to have someone to confirm totals etc. It minimizes mistakes and panic attacks.
  • In the event of some confusion or questioning by members later, you will have a witness. It is not as improbable as it sounds!! While on one will accuse you of money laundering, it is a good idea not to give room to such doubts.