Accessing Internal & Revenue Funds

All financial transactions for student organizations that utilize internal and revenue funds are managed through OrgSync (external accounts are not part of OrgSync). Both the President and Treasurer of each organization are given access to the Treasury section by default. Training dates are scheduled each fall on the financial operations within OrgSync and the specific policies governing use of funds. Completion of financial training is required prior to any funds being expended. Officers may contact allocationsboard@ubalt.edu to schedule training individually, if necessary.

Payment from Internal Funds
To utilize internal funds, a payment request must be completed in OrgSync under the "Budgets" section of the treasury. The type of request made depends upon the vendor being paid and the method in which the payment will be made. Basic information on each request type is below; detailed how-to guides for each request type are also available. Please note that payment is made directly to vendors; students cannot be reimbursed for student organization related expenses, except travel.

Internal funds must be spent as budgeted. If an organization wishes to spend internal funds in a way other than budgeted a Reallocation Request must be completed first. Allocations Board must approve reallocation when the amount being reallocated exceeds 15% of the organization's budget. Requests are cumulative, so all requests count toward the 15% cap and once the cap is reached, future requests require approval.

Payment from Revenue Funds
To utilize revenue funds, a payment request must be completed in OrgSync under the "Revenue Funds" section of the treasury. The type of request made depends upon the vendor being paid and the method in which the payment will be made. Basic information on each request type is below; detailed how-to guides for each request type are also available. Revenue payment requests also involve the extra step of creating a one-time budget item for the expense. Please see the step-by-step guide for revenue payments for additional instructions on that step. Please note that payment is made directly to vendors; students cannot be reimbursed for student organization related expenses, except travel.

Types of Payment Requests

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Purchase Order Requests
Purchase Order Step-by-Step Guide
Purchase Order (PO) requests should be placed when an organization needs to pay a vendor that has agreed to the State of Maryland’s 6-8 week payment timeline and had provided an itemized, tax-exempt invoice for the goods or services rendered.

PO requests should be placed in advance of an event or order so that the purchase order itself can be provided to the vendor as proof of forthcoming payment. Please place such requests four weeks in advance of the event. In these instances the PO will generally be processed for payment once the goods or services are actually received.

Though not recommended, PO requests may also be made with an invoice received after goods or services are rendered. The invoice involved must be less than 30 days old to be processed, thus it is imperative that organizations upload invoices into OrgSync immediately following the transaction. It will take longer to pay vendors for whom the PO process was not started prior to receipt of goods/services.

For PO requests, be sure you have the proper vendor (payee) name and address, the exact amount of the expenditure, and the tax ID number (FEIN or SNN) of the vendor. Please upload any invoices or contracts to the OrgSync Request. Remember, contracts will need to be reviewed and signed by the Procurement Office. Students may not sign contracts on behalf of the University or student organizations.

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Purchasing Card Requests
Purchasing Card Step-by-Step Guide
Purchasing Card (P-Card) requests should be submitted when your organization wishes to order from an online vendor or a vendor who will accept phone- or fax-based credit card payments. The vendor involved must recognize the University’s tax-exempt status. Certain types of vendors are not eligible due to state regulations, this generally includes vendors classified as entertainment, accommodation/hotel/hospitality, transportation, or as a restaurant/caterer by the IRS.

P-Card requests should be placed at least four weeks in advance of the date goods/services are needed. It is advisable to allow extra time for delivery of goods (especially from online vendors), customized and imprinted items, and vendors whose classification eligibility may be in doubt.

P-Card requests should include a detailed list of the items and quantities to be purchased, including (for web orders) links (URLs) that direct to the specific products on the vendor’s website, whenever possible. Please do not send links to completed “carts” or login information to an account on the vendor’s site. For telephone or fax orders, upload appropriate invoices and order forms to OrgSync.

When entering the requested amount for P-Card request, be sure to account for shipping and price fluctuations which may occur between the time of list submission and order placement. CSI will allow a variance of 10% above the requested amount before requiring re-approval of the request. If necessary, you may make an appointment (once all approvals are complete) to sit with the CSI staff member who is placing your order, so that any questions can be resolved immediately.

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Travel Reimbursement Requests
Travel Reimbursement Step-by-Step Guide
Travel-related expenses are the only expenses for which a student may be reimbursed. A Travel Reimbursement request should be submitted whenever an organization agrees to reimburse an individual’s transport fare (e.g. airfare, train fare), parking, toll fees, mileage, registration fees, hotel, or food. The expenses must related to an organization sponsored or approved event and the individual being reimbursed must provide appropriate, itemized receipts for the requested reimbursement.

A state travel form must accompany all travel reimbursement requests. The form should be signed by the individual requesting reimbursement and the president or treasurer of the organization (under immediate supervisor). The SSN of the person being reimbursed is required. Once completed and signed, the form should be uploaded to the OrgSync request along with all receipts. CSI will sign in the final approval space when processing the payment.

Note that for students reimbursed from organization funds, meal reimbursement may be claimed up to the appropriate per-diem rate for the meal period involved, however itemized receipts totaling at least the amount claimed must be included. Alcoholic beverages cannot be reimbursed.

Travel reimbursement requests should be submitted within five (5) business days of the conclusion of the travel. Reimbursement can take up to eight (8) weeks from completion of all approvals.

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Transfer Requests
Transfer Step-by-Step Guide
A Transfer Request should be completed when an organization needs to provide funds to a campus office or department. This includes paying a UB office for services or supplies received (such as security or facilities costs) and providing funds to co-sponsor an event for which an office or department originally paid. Transfer requests may not be used to transfer money between student organizations.

Be sure to upload the invoice for the transaction, even if your funds are only paying part of it. If you were provided an IDB (inter-departmental billing) form for the transaction, upload that as well. CSI will complete the appropriate chart fields for your organization on the IDB if they are missing.

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Diner’s Club Requests
Diner's Club Step-by-Step Guide
A Diner’s Club Request is used when an organization needs to purchase goods or services from a vendor that requires payment upfront, but the vendor is not eligible for a P-Card request due to its IRS classification. Examples include movie, theater, and sporting event tickets, hotel rooms, food, and certain types of transportation.

Diner’s Club requests are not intended to replace PO requests that were not submitted in a timely manner. In fact, it is best to allow a minimum of six weeks advance notice to complete Diner’s Club transactions due to the complexity of the request and approval process involved and the need for another campus office to physically complete the transaction. (At a minimum, requests must be placed four weeks in advance.)

It is important that organizations research vendors and expenditures appropriately before placing a Diner’s request. If a vendor is willing to accept a PO or eligible to accept P-Card payment, the Diner’s request will be cancelled and a new request will need to be started from the beginning of the process. Complete and detailed information is also essential, including train/flight numbers (not just times) for fare-related expenses, specific contact information for phone-related transactions, and specific URLs for web-related transactions. Missing information can cause a Diner’s request to be delayed or cancelled.

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Announcements

2017-18 Funding Requests
The deadline to request a budget from Allocations Board for 2017-18 is May 25 at noon! Training (which is required before submitting a request) is to be completed online this year. Click to access the training now or get info about the training.

Additional resources for developing your budget request can be found on this page.

Event Calendar

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Helpful Links

Reallocation Request Form
Student Org Funding Portal
General Org Resources/Handbook
Center for Student Involvement
UB OrgSync

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