At the bottom right corner of the busfin forms page - http://www.emich.edu/busfin/forms.php

Recognized student organizations are groups that have obtained University recognition with the Office of Campus Life, 345 Student Center. It's a formal acknowledgement of the rights of the group to exist at the University.

The portal is an on-line website where each active group has its own site. Your group must be active in the web portal and your current officers and adviser must be listed in order to purchase goods and services.

A University fund code that begins with an X and is officially recognized by Campus Life.

Complete the following 3 steps in order:

1. Obtain recognition from the Greek Life & Student Organization Campus Life Office, 345 Student Center
2. Establish your Student Organizations Portal at https://emu.collegiatelink.net/. Include your Officers, your Faculty/Staff Adviser and a list of members.
3. Submit a completed Student Org Fund Application available at http://www.emich.edu/controller/accounting/docs/stuorgfundopenapplication.pdf to 212 Hover

You only have to apply for an X-fund one time. Contact us in 212 Hover or at busfin_generalaccounting@emich.edu if the name of the student organization changes.

• If your Student Org Fund Application is in order, within 3-5 business days or less.
• We will email you the number once it is opened.

• Log into your Student Organizations Portal
• Click on Edit Profile
• Scroll down near the bottom under Additional Information to the Organization Fund Account Box
• Example:
  
  

• Authorized signers are the Officers & Faculty/Staff Adviser
• All documents for expenditures require 2 authorized signers
  • Signers can be 1 Officer and the Faculty/Staff Adviser
  • OR 2 Officers

• Complete the Deposit Voucher found at http://www.emich.edu/sbs/docs/depositvoucher.pdf
• Submit 2 completed copies of the Deposit Voucher along with monies to Cashiers Office, 201 Pierce Hall. See example:
  
  

• Training is required for student organizations seeking funding from Student Government
• Student organizations that are seeking funding from EMU Student Government are required to complete an online training course and submit information online before having their applications considered.
• The training course is at https://sites.google.com/site/emustudentgovernment/home/student-organization-funding-allocations-training
• For more information see the Student Government Web Training Portal at https://sites.google.com/site/emustudentgovernment/

• Give your X-fund number to the EMU Department.
• The EMU Department will complete an Inter-Department Transfer form available at http://www.emich.edu/controller/accounting/docs/InterDepartmentTransfer.pdf
• The EMU Department will email the information to busfin_generalaccounting@emich.edu or deliver it to General Accounting in 212 Hover.
• General Accounting will post the funds to your X-fund within 3-5 business days.

Changes can be made by the Officers who hold leadership positions.

Log into your Student Organizations Portal at https://emu.collegiatelink.net/ and make the changes.

• "Goods" are supplies, materials, travel costs, etc
• Your X-Fund balance must be sufficient to cover the expense
• When Purchasing Goods:
  • Obtain an invoice from the vendor
  • Print a W-9 form available at http://www.emich.edu/controller/payable/docs/w9.pdf and have the vendor fill it out. See the Customer Service area in larger organizations, or the Owner or Manager of smaller organizations.
  • Complete a Direct Pay form available at
  • Send the information to General Accounting in 212 Hover for approval
  • General Accounting will forward the information to Accounts Payable

• "Services" include playing music, performing readings, comedy, storytelling, dance, magic acts, disc jockeys, etc.
• Your X-fund balance must be sufficient to cover the expense.
• Prior to engaging the services of an independent contractor, you must obtain and submit anIndependent Contractor Approval Status Request available at http://www.emich.edu/purchasing/docs/IndependentContractorApprovalRequestForm-020112.pdf to the Controller's Office in 201 Hover. Two authorized signatures are required.
• If the Independent Contractor Approval Status Request is approved and the vendor is deemed to be an Independent Contractor:
  • Complete an Standard Agreement Between Owner and Contractor available at http://www.emich.edu/purchasing/docs/StandardAgreement-022514.pdf
  • Complete a Statement of Work form available at http://www.emich.edu/purchasing/docs/STATEMENT-OF-WORK.pdf
  • Print a W-9 form available at http://www.emich.edu/controller/payable/docs/w9.pdf and have the vendor fill it out. See the Customer Service area in larger organizations, or the Owner or Manager of smaller organizations.
  • Forward the information to 212 Hover.
• If the Independent Contractor Approval Status Request is approved and the vendor is deemed to be an employee consultant (please note, this is rare):
  • Complete the New Academic Hire Packet available at http://www.emich.edu/ahr/Forms/AHRPacket.pdf
  • Complete an I-9 form available at http://www.uscis.gov/sites/default/files/files/form/i-9.pdf
  • Forward the information to Human Resources in 140 McKenny Hall

• Your X-fund balance must be sufficient to cover the expense.
• For goods:
  • Complete the Direct Pay form available at http://www.emich.edu/controller/payable/docs/DirectPay.pdf payable to the person who purchased the goods.
  • Include original clearly marked itemized receipts showing proof of payment.
  • Credit card slips are not acceptable in lieu of itemized receipts.
• For services: reimbursements are not allowed due to IRS tax ramifications.

• Your X-fund balance must be sufficient to cover the expense.
• Create an award letter that provides:
  • the name of the award;
  • how the award was earned;
  • the recipient's name, E-ID, and address.
• If the recipient is not an EMU Student:
  • Attach the award letter to a completed Direct Pay form available at http://www.emich.edu/controller/payable/docs/DirectPay.pdf
• If the recipient is an EMU Student:
  • Attach the award letter to a Request for Student Charges " Awards form available at http://www.emich.edu/sbs/docs/RequestForCharges-or-Awards.pdf
  • Deliver the award letter and Request for Student Charges " Awards form to the Chief Financial Officer in 101 Welch Hall.
  • The CFO will route the information to General Accounting.
  • General Accounting will route the information to Student Business Services.
  • Student Business Services will apply the award to the recipient's student account.
    • If the award generates a credit on the recipient's student account, Student Business Services will generate a payment to the recipient.

• No, Student organizations may NOT use the University's EIN.
• Contact your national organization to see if you can use their EIN.
• You may apply for your own EIN online at www.irs.gov

Accounts Payable. 104 Hover. (734) 487-0022.

• No, because picking up checks in person is an audit violation.
• All checks are mailed.
• We prefer to have vendors supply us with ACH information (similar to the way staff receive paychecks). This helps us pay them more efficiently.

• All the paperwork must be in place and accurate for the request to be entered into Banner
• Checks or ACH payments are processed on Tuesdays of each week
• Information must be received on or before the previous Tuesday in order to be processed the following Tuesday
• Vendors are paid Net 30

Accounts Payable - 104 Hover - (734) 487-0022.

Contact the Student Organization Campus Life Office, 345 Student Center, (734) 487-5669 to see if your organization is frozen.

• Call (734) 487-1321. Make sure you know your X-fund number.
• Alternately: Apply for permissions to banner finance. Submit a completed Banner Finance Access - Student Org available at http://www.emich.edu/busfin/docs/Banner-Finance-Access-Student-Org.pdf to 212 Hover.
• Once permissions are established, we will notify you by email.
• Procedure:
  • Sign into my.emich.edu
  • Click on Reports
  • Under Finance Tools:
    • Click on Finance Self Service
    • Click on Budget Queries
  • Under Create a New Query Type:
    • Click on drop down arrow to Budget Status by Account
    • Click on Create Query
    • Click to create check marks next to:
      • Accounted Budget
      • Year to Date
      • Encumbrances
      • Available Balance
    • click Continue
    • Fiscal Year = 2014
    • Fiscal Period = 14
    • Chart of Accounts = E
    • Fund = X-fund number
    • Organization = 200001
    • Check next to Include Revenue Accounts
    • Click Submit Query
    • Scroll down under Query Results
      • FY14/PD14 Available Balance (5th Column) = Available Bal Click on the highlighted (colored) numbers for more detail.

• Campus Life - 345 Student Center - (734) 487-5669
  • Matthew Jones - mjone102@emich.edu
  • Casey Jordan Krone - cjordan@emich.edu
• General Accounting - 212 Hover
  • Customer Service - (734) 487-1321 Busfin_generalaccounting@emich.edu
  • Lillian Tusson (734) 487-1440 ltusson@emich.edu
  • Judy Griwicki (734) 487-1113 jgriwicki@emich.edu
  • Mary Beth Irwin (734) 487-3326 mirwin1@emich.edu