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STUDENT ORGANIZATION�TREASURER TRAINING

SPRING 2025

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ODUS

Location: 313 Morrison Hall

Hours: Monday-Friday 9:00am-5:00pm

Melanie Ibarra

ODUS Program Coordinator

Manisha

Chotalia

Finance

Assistant

Ian Deas

Associate Dean & Director of Student Leadership

Karen Ehee

Financial

Coordinator

Pat Rounds

Arts Program

Coordinator

Carlos Ortiz

Whig Clio

Program

Coordinator

Jelani Johnson

Assistant Dean for Student Programming

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Resources��

Review your group’s spending plans with ODUS at the beginning of each semester
Email your program coordinator or visit ODUS office hours posted on MyPrincetonU (under “ODUS Events”)

https://my.princeton.edu/events?group_ids=52695&event_type=81324

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Role of Treasurer

Treasurers are active undergraduate students on campus:

Communicate ODUS/University financial policies to group members
Monitor spending to use funds deposited in Prime (not promised funding)
Prevent misuse of University funds that result in disciplinary action or suspension of group activity

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Am I officially Treasurer?

Treasurers and Presidents designation:

ODUSApps (PRIME access): https://odusapps.princeton.edu/StudentOrg

My PrincetonU (event registration): https://my.princeton.edu

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Two Trainings: Treasurer & Officer

Treasurers take both officer and treasurer training
Successful quiz signifies training complete

https://odus.princeton.edu/orgtraining

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ODUS Policies & Procedures��https://odus.princeton.edu/

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PROHIBITED EXPENSES

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PROHIBITED EXPENSES

Alcohol
Gift Cards
Computers
Any Princeton University Students

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PROHIBITED EXPENSES

Student group activity is prohibited outside the academic year
Academic year is the first day of move-in ending on the last day of finals
Events outside this period may be permitted with pre-approval by ODUS (summer conferences, competitions, etc.)

Not sure? Ask ODUS!

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Set the Date for Events in MyPrincetonU

https://my.princeton.edu

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Planning Large Events & Travel

Activity cannot proceed without registration in My Princeton U
Meet with your ODUS program coordinator when the date is set (up to a semester in advance)
non-University work requires formal agreement signed by ODUS staff & vendor
Contracts are not signed by students

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Treasurer Tools

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PRIME

https://prime.princeton.edu/

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How to Request Access to PRIME

Treasurers must request access to see their group’s reports. We talked about how new officers are officially designated as treasurer in ODUSApps and My Princeton U.

ODUS Apps is where treasurers request access to Prime. Prime is only given to treasurers, they are expected to share this information with group members for planning purposes.

Clicking on this ODUSApps link “Request Access to Prime Treasurers Only” allows the service portal to generate an access request ticket only if the netID in the Student Group field matches the Treasurer net ID. This link will not work unless the group officer information does not match

Access to Prime is granted within 3-5 business days. If access has not been granted after 5 business days please call Finance and Treasurer for status.

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New Treasurers Must Request PRIME

Prime access is not automatic
Treasurers must click ODUSAPPs link “Request Access to Information Warehouse/PRIME (Treasurers Only)”
Link will not work if treasurer netID does not match student group (ODUSApps & My Princeton U)
Contact Finance at 609-258-3080 if access has not been granted after 5 business days

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Prime Financials

https://prime.princeton.edu/

Select the Reporting tile in the middle of the page
“Prime Financials” tile is used only by Finance & Treasury, student groups only have access to the “Reporting” tile

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Prime Financials

Click on the “Financial Management”, then Spendable Balance

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Prime Financials

Click “Run” to generate the report

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Prime Spendable Balance

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Prime Spendable Balance

Reports with $0 balance, Prime returns “No Data Available”
All new groups begin with $0

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Prime Chartstrings

Department Code (15XXX) describes Student Organization, key field for all groups
Fund Code describes source of funds:

B#### - General donations
E#### - Endowments (directed gifts restricted to certain expenses)
Q0001 – Group revenue (ticket sales, gear profits etc.)

Program Code – rarely used, default is “No Program”

So going back to the Spendable Balance report, Prime organizes all student group information in a combination of department number and fund code. Every ODUS student group is given a unique department number that begins with the numbers 15. I just want to point out that we have more than 300 student groups, and many groups are off by just one digit. The Department is the key field for group funds, so it is critical that this number is accurate when your group recieves or spends money.

The second part of the chartstring is the Fund number, which describes the source of the funds.

Most student groups have an operating account, the Q fund. This is where money raised from normal student group activity such as ticket sales or t-shirts are deposited. If you see a B fund in your prime report that means at some point your group received a donation. If you see an E fund, that means your group is the recipient of funds that come from a directed gift. Program codes are optional fields that describe the transaction.

Whatever the source, your main responsibility as treasurer is to track the balance in your Prime account, and make sure that the group does not spend money they don’t have.

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Prime Chartstrings

Treasurers distribute chartstring information to group members, always begin with group department 15XXX

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Prime Spendable Balance

Example 15XXX B0520 No Program has $1,530.34, total $4,128.91

In this example the department number has been grayed out for privacy, but you can see the multiple chartstrings that are available to this group through the different fund codes. The fund codes are B0520, E2487, E2839 and Q0001, the chartstring in the orange box has $1,530.34.

If you look at Column A, that is how much was leftover at the end of last year. Column B are charges and contributions which are internal to the University, such as department funds and public safety expenses. Column C are expenses external to the University, such as coffee from Small World. The Unencumbered Balance is how much is available to the group when you add up the preceding columns. The Encumbrance column will show you payments that are scheduled but have not gone out yet.

The last column called the Spendable Balance is the total available after all actual and pending expenses and contributions have been added up.

The most important number as treasurer is the Total spendable balance in the bottom right corner. If you need to check if someone has been paid, or if the donation was received and credited to your group, you would click on each of the hyperlinks to drill down to the individual transactions.

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Prime Spendable Balance

Groups with $0 balance will have a Prime report “No Data Available” since no transactions have occurred

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Prime Financials

https://prime.princeton.edu/

Select the Reporting tile in the middle of the page
“Prime Financials” tile is used only by Finance & Treasury, student groups only have access to the “Reporting” tile

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Prime: Confirm Donations & Payments

Click on the “Financial Management”, then “Ledger Detail” and “Run” to view transactions.
If it’s not in Prime, that means the donation was not received or the payment was not made.
Prime is the University’s financial system of record (it’s “official” if it’s in Prime)

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Prime Ledger Detail

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Prime Ledger Detail

Groups with $0 balance will have a report “No Data Available” since no transactions have occurred

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Funding Requests

Event Profits

Donations

University

Groups

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Terminology

SPONSOR

CORPORATIONS

ANY 3^RD PARTY

External contributions are donations NOT sponsorships

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Terminology

DONOR

CORPORATIONS

ANY 3^RD PARTY

All forms of third-party support are DONATIONS

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Handling Cash or Checks

Checks given to groups are made out to “Trustees of Princeton University”, put your group’s Dept #15XXX or name in the memo line
Finance Departmental Deposit form accompany deposits https://finance.princeton.edu/forms/departmental-deposit

Use your group’s Department #15XXX
Use Fund code B0520 for donations
Use Fund code Q0001 for sales and other revenue

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Handling Cash or Checks

Incomplete or unsigned checks can not be deposited

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Handling Cash or Checks

Deposit the next business day to Financial Service Center 7 New South 609-258-6080

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Restrictions on Alumni Solicitations

Student groups may only submit alumni appeals between July and December of each calendar year
Student Groups may not directly solicit alumni donations
Alumni are contacted only by Advancement after an appeal letter has been reviewed with ODUS
Formal acknowledgement of donations are issued by Gift Records for tax purposes

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Restrictions on Alumni Solicitations

Student

Group

Writes Letter

ODUS

Reviews Draft

Advancement

Approves & mails

Alumni

ODUS Dates:

July 1 –

December 1

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Donor Acknowledgement

DONOR

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Planning Events & Travel

https://my.princeton.edu

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Planning Events & Travel

Confirm funding in writing, obtain vendor quotes to determine expenses and adjust
Plan in advance to avoid rush fees
Use Google Sheets to track funding and expenses

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Do We Have Our Funding?

Check Prime to verify funding has been deposited

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ODUS PAYMENTS Appointments

tinyurl.com/oduspayments

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ODUS PAYMENTS Appointments

Purchasing Goods (physical items like sweatshirts, food, etc.)
Paying for Services (paying for actions such as speakers, photographers, etc.) requires up to two appointments
Reimburse visitors who volunteered time but have expenses relating to their visit
Book flights & rental cars (must be van-certified)
15 minute increments to accommodate 400+ groups

tinyurl.com/oduspayments

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ODUS PAYMENTS for Goods

PREP

Event registered in My Princeton U
Enough money in Prime, including pending expenses
Finalized shopping cart or order details

ODUS

Schedule MS Bookings (tinyurl.com/oduspayments) 24hrs in advance
Ready for checkout < 10 minutes
Email receipt to ODUSInfo@princeton.edu

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ODUS PAYMENTS for Services

Schedule an ODUS Payments appointment when the program coordinator confirms set-up is needed
Finance requires signed documents to set up service payments, this is called supplier on-boarding
Groups schedule a second meeting the week after the event has ended, to pay the final invoice.
Do not wait until the event has ended to have the supplier set up, this will delay payment.

tinyurl.com/oduspayments

If you’re paying someone to perform an action at your event, such as speakers or videography, that may require two ODUS Payments appointments.

The first appointment is to set up the new payee, since this requires the new person to sign and return paperwork that allows the University to comply with their tax reporting obligations. Finance and treasury then email the person a link to provide their bank details and other private information.

Once they have been set up, the second appointment is to get the actual bill paid. If the person you’re paying is already set up, then only one appointment is needed

This process also applies to visitors who were not paid, but need to be reimbursed for expenses. An example would be a photographer who volunteered their time, but wants to be reimbursed for their Uber to campus and back.

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ODUS PAYMENTS for Services

ODUS

PAYMENTS

Set up new payee when the event is scheduled
Microsoft Bookings with ODUS (tinyurl.com/oduspayments) to get correct forms
Students give paperwork to vendors and return typed and signed forms to ODUS. Legal name of payee must match all documents

Finance & Treasury

Payee is emailed secure link from finance@princeton.edu
Payee inputs bank info & payment terms

ODUS

PAYMENTS

ODUS reviews invoice & process payment for existing payees

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ODUS PAYMENTS for Services

Check with a program coordinator if a person (speaker, photographer, etc.) needs to be paid for your event
Services must be paid directly by the University to the recipient due to tax reporting requirements
Students who pay a person for services will not be reimbursed since this does not permit the University to fulfill its tax reporting requirements

tinyurl.com/oduspayments

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ODUS PAYMENTS for Services

Check Prime “Procurement WorkCenter”

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ODUS PAYMENTS for Services

Click “Request/Update A Supplier"

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ODUS PAYMENTS for Services

Move pointer over Supplier Icon on the left
Input key supplier name and search
If a name is listed, click on the hyperlink to view the profile

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ODUS PAYMENTS for Services

Green check mark means supplier is already in the system
Confirm with the vendor this is their payment information
Red “X” means profile is inactive (needs new paperwork)

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ODUS PAYMENTS Visitor Reimbursement

If your visitor was not paid, groups cannot Venmo or Paypal visitors for their expenses reimbursements are only issued by Finance & Treasury
non-University guests who need reimbursement must sign forms and submit documentation
International visitors must include a copy of their passport

tinyurl.com/oduspayments

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Paying Out-of-Pocket (OOP)

Can not be used for Services, only Goods
Least desirable option, groups may decline use of ODUS Payments and elect to pay with an individual’s own money.
Treasurers must verify there are sufficient funds in the Spendable Balance to pay for the reimbursement
ODUS recommends signing up for Direct Deposit through Tiger Hub so money is put directly into the bank account
Out of Pocket Expenses to reimburse/pay guests or speakers are prohibited.

If your members do not want to schedule an ODUS Payments appointment, groups may elect to pay for the expenses up front and submit for reimbursement report. These expense reports must meet the criteria we mentioned earlier. Another thing I wanted to point out, the default payment method for the University is a paper check which is printed and must be picked up in person.

We strongly urge you to consider signing up for direct deposit if you have a checking account, since direct deposits are paid out weekly directly to your bank account and made available immediately. If you have a bank account but no paper checks, you can call your bank to obtain your personal account number and the bank’s ABA routing number. We do not want any student to wait for reimbursement, and direct deposit is the fastest way to get your money back.

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Tax Exemption

Student groups operate as an extension of the University, a recognized non-profit with tax-exempt status.
Sales Tax Exemption forms can be found on the Finance & Treasury website (search “tax exempt”)
Some states do not offer exemptions

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Reimbursing Expenses – Goods Only

Services are not reimbursable, they require ODUS Payments appointments to obtain Finance & Treasury paperwork and paid directly by the University
Concur expense reports reimburse the person paid for the items
Groups cannot reimburse people for expenses (hotel, train tickets etc.)
The University must comply with tax reporting requirements for service providers, which requires on-boarding via ODUS Payments with a fully signed contract and W-9 form

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Concur Expense Requirements

Paying for your group activity up front and submitting for reimbursement is optional. These are the expense report requirements:

The event is registered in My PrincetonU before money is spent
Itemized receipts required for all purchases
The person who needs to be paid back is the Concur expense report submitter
Treasurers approve expense reports, if the treasurer paid then the president approves

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Expense Reimbursement

+

=

5 DAYS

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Expense Reimbursement Checklist

The person who paid is the report submitter
Report is submitted within 5 days of the transaction
My PrincetonU event is referenced in the report title
The itemized receipt has the vendor name and address, transaction date, item description, cost including any taxes, and payment method
The expense type is specific such as ‘Project Materials’, note that ‘Miscellaneous’ expense types are rejected
Chartstring in the report has funding

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What is a Receipt?

Issued by the store who provided the item
Transaction date and description of goods
Amount of money that changed hands (store credits and other cash equivalents are not reimbursable)
Refer to irs.gov “Receipt and Acceptance Guidelines” for more information

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What is a Receipt?

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What is Not a Receipt?

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Expense Reimbursement System

https://travel.princeton.edu/

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Concur

https://travel.princeton.edu/

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Concur & Prime

Concur Department and Fund code use Prime Spendable Balance chartstrings. Systems do not link, may not be 15XXX Q0001

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Concur

The person seeking reimbursement clicks in the upper right corner, on the dropdown arrow next to “Profile”, then “Profile Settings” link:

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Concur

In the Profile Options page, click on “Expense Approvers” located on the left side of the screen under “Expense Settings”. If the treasurer incurred the expense, the president is the treasurer’s approver.

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Concur

Add the netID or email address of the approver and click “Save”. If the netID does not populate, please have the treasurer or president call Finance at x3080

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Expense Reimbursement

Finance & Treasury Tutorials

Set-up Concur Profile (3:33) - https://mediacentral.princeton.edu/media/Set-up+Concur+Profile+%283A33%29/1_fn83hv3i

Create an Expense Report for a Cash/Out of Pocket Expense (4:48)-https://mediacentral.princeton.edu/media/Create+an+Expense+Report+for+a+Cash+Out+of+Pocket+Expense+%284A48%29/1_2xurourz

Financial Service Center 609-258-6080

finance@princeton.edu

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Tigerhub Direct Deposit

https://registrar.princeton.edu/tigerhub/

1. TIGERHUB>>>My Financials>>Payroll link then Direct Deposit

2. Enter bank ABA routing and account

number found at the bottom of your

personal check (NOT card number)

3. Have a checking account but no

physical checks? Contact your bank

for this information.

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Budgets: Tracking Group Funds

funding and expense tracking

So as your group members submit their expense reports, check Prime to make sure that your group is not accidentally paying for another group’s expenses.

As we mentioned earlier, most ODUS groups are off by just one digit. Be sure to regularly review the Prime Ledger detail report to make sure all the funding requests have had the money transferred into your chartstring, and that any expenses through ODUS Payments and Concur reports are accurate.

So this is where the Prime ledger detail report that we saw earlier comes in. If a data entry error results in your group paying for another group’s event, there is no way for us to find out, without the treasurer notifying us. Sometimes donations credited to the wrong group, or the group was charged for another group’s catering. It is not possible for us know about these errors unless you tell us.

ODUS can correct these expenses but we have no way of knowing which expenses belong there if we are not notified by the treasurer.

This is where referring to your google sheet and comparing it to the expenses you see in Prime come in handy

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Prime Monthly Reconciliation

Review Ledger Detail at the beginning of the month
Check funding was credited and expenses were paid
Check for accuracy – groups are 1 digit apart!

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Treasurer Responsibilities

Communicate finance policy and procedures to group members.
Groups who do not adhere to University policies may result in disciplinary action or suspension of group activity
Plan out group spending, by subtracting expenses from the spendable balance to avoid debt.
Review Prime monthly for accuracy

Not sure? Ask ODUS!

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Resources��

Location: 313 Morrison Hall

Hours: Monday-Friday 9:00am-5:00pm

Phone: 609-258-5750

Office Hours: MyPrincetonU (under ODUS Events)