Fiscal Management
The Importance of Planning Ahead
Most campus
activities and events require
planning ahead. It is recommended that you plan at least a semester in
advance for your calendar and a month in advance for all your
paperwork.
By mapping out all the semester's plans six months ahead, your group
can
get all necessary paperwork done for the spring in the fall and
vice-versa
and avoid last-minute pitfalls.
It is important
to keep proper and
accurate records of your meetings, events and activities. Year end
reports
and event reports will give insight into planning the next semester. A
file of past events and listings of positive and negative results is
very
helpful to students who will be planning events in the future. Good
luck
with your activities and events!
Priority System
Special permission
must be given
to rush Expenditure Request Forms, other than Petty Cash, if it is less
than three weeks from the date needed. Last minute requests that
require
interruption of regular business work (of less than two weeks notice)
will
be given a low priority. This means that your organization may not be
able
to hold your event or buy what you need.
Appointments Available
from Student Life
Any event, activity
or gathering
that you are planning will be more successful if you are organized and
have the proper paperwork completed in time, or preferably, with time
to
spare. It is recommended that the chairperson responsible for each
event/activity
schedule an appointment with the Coordinator of Student Life &
Leadership, Connie Greenwell, 623.845.4474 for assistance. The student
and/or advisor can work
together with the her to review required forms and information.
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Know Your Club Account and Balance
All advisors should become
familiar
with their student organization's fiscal account code and current
balance.
As we continue to work with the (College Financial System) CFS system
please
understand, that although greatly improved in many aspects, recent
transactions
including balances may not be posted for a week or two - sometimes
longer.
Therefore, clubs do need to be very careful in record keeping and
maintaining
a ledger. Monthly reports may
be requested from the Student Leadership Center.
Fund Information
Note: Clubs and Student
Organizations
are divided into two differently funded groups - Fund 2 and Fund
9.
Regularly funded student
activities
such as band, athletics, and student governments have a set annual
budget
from Fund 2 moneys. Although they receive new funds on July 1st, the
beginning
of each fiscal year, remaining funds from the previous year always
revert
back to the general fund. The school vehicles are purchased to support
Fund 2 activities. Fund 2 activities are never charged for use of vans
and have priority over all other users, including GCC faculty and
staff.
All clubs are in the Fund
9 category.
Fund 9 fiscal accounts are all revenue generating. These accounts
usually
start at $0 and must raise their own funds. Any remaining balances in
the
club budgets "roll-over" at the end of the fiscal year and become the
beginning
balance of funds available for the new fiscal year. Fund 9
organizations
are charged for the use of college vehicles.
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