Student Activities Business Office (SABO)

NEW TREASURER TRAINING

September 3 and 4, 2024

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Today’s Session:

• Understanding SABO’s core responsibilities
• SABO staff & areas of responsibilities
• Account and Control Account information
• Allocation and Takebacks
• SABO System Ledger Navigation
• Special Topics
• Updates
• Treasurer Responsibilities and Resources
• Q&A / Discussion

Understanding SABO’s Core Responsibilities:

• We administer and manage the financial resources of the undergraduate student organizations.
• We ensure compliance with all University policies and procedures in relation to the use of student and University funds.
• We provide the administrative infrastructure (ledger system) for Treasurer/President and Advisor to account for the financial transactions of their organization.

SABO Staff & Areas of Responsibilities:

Charisse Gutierrez – Director/Business Manager

Geraldine Howard – Accounting Assistant I

non-RU Invoices, Contracts, Transfers, Allocations/Takebacks

Jill Silverman – Accounting Assistant II

PERR, System Access, Canvas, List Serv

Gina DiMaria – Head Accounting Clerk

RU invoices, Cash Advances, Donations

Federal Student Workers

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SABO Location and Hours:

• We are located on the lower level of the Student Activities Center (SAC) on the College Ave. Campus, 613 George St.
• During fall and spring semesters, we are open Monday-Friday from 8:30 am to 5:00 pm
• Window Hours Monday-Friday from 9 am to 4:30 pm

SABO Online:

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To log in to SABO Online use your Rutgers NetID. You must be a registered user to enter the system.

To enter the SABO Online system, click the “SABO Online” link from our website.

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SABO Online Dashboard:

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Your Dashboard displays:

• Account Balances

And has links to:

• Start a Check request
• Start a Transfer
• Generate your Account Statement
• Search Requests

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Account Information:

• Each SABO account has an Account Number, usually 3 or 4 digits used to differentiate your account (e.g. 063 | Bengali Student Association).
• Most accounts will have multiple Line Codes or subaccounts used to isolate the source or intended use of funds (e.g. 137 Generated Revenue for account 063, noted as 063/137).
• Most transactions will also require you to select a Transaction Code that identifies what money is being spent on. (e.g. noted as 063/137/225 when account 063 uses Generated Revenue (Line 137) to pay for supplies or decorations (Transaction Code 225).

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Account Information:

• All accounts at SABO have two Account Users. The Account Treasurer will have REGULAR access. This access will allow them to create transactions within SABO system ledger. The Account President will have READ ONLY access. This access will allow them to view transactions on-line.
• All accounts at SABO have a Control Account and an Administrative Advisor assigned. The Control Account indicates which governing area oversees the account. The Administrative Advisor will be a representative who must authorize the account transactions.

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Allocations and Takebacks:

• All FALL Allocations received by SABO from RUSA, SEBS and RBGA have been processed into your respective accounts.
• Allocation funds are entered in your Overhead (317) and/or Program (345) Line Codes and in some cases, Special Allocation line code (700).
• At the end of each semester, any unspent funds in 345 are “taken back” (returned to the respective Control Account). At the end of the AY, any unspent funds in 317 are taken back.
• Takebacks are used to fund appeals for the following semester.
• It is important that expenses are submitted within 30 days of incurring the expenses and that transactions posted in your account are reviewed for completeness and accuracy.

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Check Requests 

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A check request can be for:

When initiating a Check Request in SABO Online System, it is important to be able to answer the following questions:

Who are you paying?

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• Is this check to pay a person? (PERR, Contract)

Did someone in your organization spend their own money? A PERR is a reimbursement check request to repay someone who spent personal money on approved items.

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• Is this check to a Rutgers vendor or a Rutgers department?

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• Is this check to pay an outside vendor (By Contract or By Invoice)

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• Is this check a donation?

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After you review the dashboard information and know your account balance you may begin to process a check request.

Click check request on the right hand side of the dashboard page and enter your account number

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Check Request Transaction

• After you have chosen the check request option on the dashboard and entered your account number and line code you will be asked:

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Most common Check Request is to pay a person

• Cash Advance
• PERR
• Contracted Individual

Cash Advance:

• Should be the last resort over Check Request Invoice Vendor or PERR
• A NET ID is required for all Cash Advances
• Used if funds are needed prior to an expenditure being made or whenever personal funds are not available
• Request must be submitted at least 2 weeks before funds are needed
• A cash advance must be supported by a budget. (Excel template available).

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Cash Advance:

• The person who is the Payee in a cash advance check is the person responsible for reconciling the cash advance.
• Funds withdrawn from the SABO through a Cash Advance must be reconciled within 30 days of check issue date.
• Proof of payment is required for all Cash Advance expenditures.
• SABO will not approve new Cash Advances* if student organization has any delinquent Cash Advance over 60 days
• Only 2 cash advances can be outstanding at any given time.

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Cash Advance Reconciliation:

• After the funds have been used, original/itemized receipts and the reconciliation form must be submitted to the SABO.
• Receipts submitted can’t exceed 10% of original amount.
• Download your Reconciliation form and present to SABO within 30 days of when the Cash Advance was issued (check date), not when it was spent.
• Any delinquent Cash Advances in excess of 60 days will be grounds for suspension of all account activity.

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PERR:

• All PERR forms must be submitted with original, itemized receipts (no pictures, no copies), within 30 days of incurring the expense.  Treasurers must submit to Advisor, Advisor reviews/signs-off and submits to SABO or given back to Treasurer to submit.
• All receipts submitted for reimbursement should be marked paid or have a zero balance. Submitted reimbursements for an individual item over $500 require proof of payment showing name and posted charge. Payment status must be “Posted” and not “Processing”.
• Proof of Payment means a credit card or bank statement to verify the purchase. If proof of payment is under a parent/guardian name, a Consent to Reimburse Form for SABO reimbursement needs to be completed and submitted with the PERR form for processing.  Payee and information on proof of payment must match.*
• If a receipt is lost, a Lost Receipt Form is required. Ensure this is signed by both the person being reimbursed and Advisor.

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Org treasurer is 1st approver

Dean Nancy will be 2nd approver for ALL orgs

Dean’s office hallway

Where to drop off PERR forms for Dean nancy?

Turn right

Walk into office

Where to drop off PERR forms for Dean nancy?

Your signed PERR forms will be placed in your org mailbox

Not paying a person?

• There may be times your organization will not be paying a person.

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• The following slides include detailed instructions on how to pay :
• Rutgers University
• Vendor
• Donations

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Check Request – Rutgers

• Don’t see the Rutgers Dept. you need to pay OR unsure of the correct RU Dept.? Email us and we can add them or clarify!

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Check Request – Vendor

• If there was a contract signed, Pay by Contract
• If no contract was signed and you have an invoice from a vendor, Pay by Invoice.

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If you Pay by Invoice, SABO Online will bring up a list of Commonly Used Vendors. Review the list – if you are paying one of these vendors, select them on the left. If not, click “Enter the Vendor” at the bottom of the screen to enter the information manually.

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Invoice:

• Invoice from a vendor – Treasurer must submit a Check Request in the system Check Request -> Vendor -> Pay by Invoice. 
• Treasurer must E-mail /submit the invoice and W-9 to SABO@echo.rutgers.edu with the “C” number in the subject line and cc: Advisor
• Not approvable if support is a Quote and not an Invoice (Exception: Panera Catering/Consolidus)

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Donation:

• Student organizations may make donations from their Misc. Generated Revenue line code (137) only.
• All donations must be made to an approved charity that has 501©(3) status recognized by the IRS.
• Address needs to match the charity.
• The charity must be in the United States
• No documentation is needed* as long as there is a Tax ID # and is found on the IRS website
• SABO will approve when it is a verified 501©(3)
• SABO will mail check requesting a receipt/acknowledgment for the donation

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Transfer:

• Select Transfer Request from the Dashboard
• Enter “From” account and select the Line Code
• Enter “To” account and select the Line Code
• Choose Transaction Codes and provide a full description for the Transfer, Enter Amount, Select Approver
• Review the request, submit if correct, and write down the Transfer number#.
• If a co-sponsorship, Co-Sponsorship Agreement must be submitted to SABO.

Submission Flow Chart

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Check Request Status in SABO System Ledger:

• Pending* – waiting on your Advisor to approve
• Submitted to SABO for Approval* – if it has been more than a week, please contact SABO.  This may mean we have not received supporting documentation to complete processing
• Approved* – supporting documentation was reviewed and request is approved for payment.  Sometimes, we may approve pending additional information requested (e.g. credit card statement showing charges posted)
• Check Cut – check is printed and will be mailed or check is available for pick up (within 3 days of the check date) **please pick up check at SABO promptly**

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Depositing into your SABO Account:

• A Deposit Slip must be completed for the funds to be properly credited to your SABO Account.
• Include on each check: Account number, Line Code, and Transaction Code (e.g. “123 | 137 | 061”)
• All checks must be made out to “Rutgers University”.
• You will receive a receipt after the deposit is made.
• All funds deposited will be credited after 5pm.
• Any returned checks will be debited (subtracted) from your account. It is the responsibility of the Treasurer to pursue collection.
• Checks that are DONATIONS cannot be deposited directly to your SABO account. Please see Business Manager who will route it to the Foundation for processing.

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Deposit Slip:

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IMPORTANT - Review your Account Statement Regularly!

1. Click on “Statements” from the Dashboard
2. Enter the Account Number and select either “Account Statement” or “Request Details”.
3. Keep the “Year to Date” box checked or unclick it to choose a specific date range.
4. Click “Download Report” to generate a .pdf of your specified statement.

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Note: Statements do not reflect pending transactions. Statements reflect only transactions that have been posted to the account.

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Special Topics 

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No longer the EMSOP logo :(

New EMSOP logo

CONSOLIDUS:

• Rutgers Primary Licensee for Branded Merchandise is CONSOLIDUS https://www.swagbyconsolidus.com/
• It’s the one-stop shop for all promotional and swag/giveaway needs.
• All students can log in and browse using their Net ID.
• Presidents and Treasurers have the authorization to place order. (discuss with Advisor prior to placing order)
• All orders will be paid by invoice directly to Consolidus and will require the Treasurer to submit a check request to SABO. Ensure to also email the invoice with the “C” number in the subject line to SABO@echo.rutgers.edu.

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CONSOLIDUS WORKFLOW:

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AllColors:

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You can still use AllColors ONLY if setting up an online store.

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TRAVEL:

• No longer required to use DIRECT TRAVEL.
• No home sharing (AirB&B, VRBO, etc.)
• Conference Travel – student orgs must plan ahead so that we can pay hotel vendor via check instead of cash advance.
• Required documents:
• Booking confirmation
• Proof of payment with a bank statement verifying the purchase
• Hotel folio at check-out

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Examples of Non-Reimbursable related to Travel:

• Fees incurred for changing reservations (e.g. late check out fee, room upgrade)
• Purchases using personal airline miles is not reimbursable.
• Meals included in the cost of conference
• Frequent flyer membership (e.g. air, hotel, preferred seating, “cancel any time” fees).

Mileage Reimbursement

• Mileage reimbursement covers the wear and tear of operating a personal vehicle for business reasons. 
• For 2024, the IRS mileage reimbursement rate is 67cents per mile driven for business use.
• Business justification
• Google Maps / round-trip
• Normal commute must be deducted or not included.

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Meal Limits/Group Meals:

• Current meal reimbursement per person per day inclusive of tax and gratuity*.
• $20 in-state
• $30 out-of-state travel
• Business Purpose of the Meal has to be stated
• For Group Meals (sit-down meals):  List NAMES OF ALL ATTENDEES on the back of the original, itemized* receipt. 

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Prize, Award and Gift Cards

• All prize, gift cards must be purchased through generated revenue line code (137)
• Include the name and/or netID of recipients for prizes under $60
• Submit the Prize and Gift Form for prizes $60 or more, including SSN
• Purchase made using a gift card, account credits (e.g. Amazon) is not reimbursable

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Specialty Catering/Panera

• Approved list sent out monthly by OSI to Advisors

PANERA Catering Procedures

1. Student org contact Julio Urrutia (Catering Sales Manager) at least 1-2 weeks in advance at (732) 204-6395 or julio.urrutia@panerabread.com to place your order.
2. Inform Julio SABO Account Name and Number.
3. Julio will send student org an estimate so they can create a check request in SABO system.  
4. Treasurer must send the estimate and C# to Advisor to review and approve/sign.
5. After Advisor signs the estimate, it must be returned to Julio.
6. Julio will send student org a final invoice to submit to SABO. Treasurer must write the C# on the invoice.

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Other Items:

TIX.COM

• Checklist through getINVOLVED
• There are no refunds or exchanges.
• Ticket sale revenue is booked monthly by SABO in the student org’s account

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STUDENT CENTER MEETING SPACE AND RESERVATIONS INVOICING

• Final invoices are sent to OSI.
• OSI student worker enters the invoices and routes to Advisor for approval.
• No need to send invoice with C# to SABO Email

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END OF SEMESTER GIFTS

Student Organizations are prohibited from submitting reimbursement requests for gift expense to faculty and staff/advisors using SABO funds.  This includes funds from Line Code 137/Misc. Generated Revenue.

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Non-Reimbursable Expenses:

Although not a complete list, this list offers examples of expenses that will not be reimbursed by Rutgers University – Student Activities Business Office (SABO)

• Fees incurred for changing reservations e.g. late check out fee, room upgrade, etc. (unless there is a business justification)
• Unreasonably expensive meals, lodging. Gratuity is limited to 20%.
• Any goods or services for student organizations purchased OUTSIDE of the United States (including contracting with an international vendor).
• Purchases made using a gift card, account credits or using personal airline miles is not reimbursable
• Branded merchandise, swag, promotional items not purchased through Consolidus.

Treasurer Responsibilities:

• Plan, inform, ask before spending
• Be organized, keep receipts
• Communicate policies and procedures with fellow E-Board Members.
• Be timely when submitting expenses for reimbursement
• Utilize Administrative Advisor as your main point of contact
• Familiarize yourselves with the various resources available

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SABO System Enhancements – IN PROGRESS

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1. Ability to upload invoices in SABO System Ledger
2. Encumber funds before check request approval (pending status)  
3. Clean-up of vendors in the SABO System Ledger

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RESOURCES:

• Training/Quiz* on CANVAS
• sabo.rutgers.edu / Treasurer Information
• Treasurer’s Key (handbook)
• Consolidus Workflow
• Tip Sheets
• List of Non-Reimbursable Expenses
• Forms
• Deposit Slip
• Prize, Award and Gift Card Information
• Lost Receipt Certification
• Consent to Reimburse
• Fillable W-9

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How to Access SABO Services?

1. In-person

Student Activities Center (SAC) – College Ave Campus

613 George St (Lower Level)

SABO Window Hours*: Monday-Friday 9am-4:30pm

Main Office: 848-932-6981

2. On-line (SABO System Ledger)

sabo.rutgers.edu

3. Email - Reference your SABO Account Name and Number, including the voucher C# in the subject line of your E-mail.

sabo@echo.rutgers.edu

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Canvas – Treasurer Training

Weekly SABO Drop-In Office Hour via Zoom (or in person)

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Mondays 9:30-10:30 am **beginning 9/9/24

Tuesdays 2-3 pm **beginning 9/24/24

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Sign in to your Rutgers Zoom Account

Zoom Meeting ID: 538 538 3149

Zoom Meeting Password: 630856

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Q&A

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 Thank you!

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