President and Treasurer Email 4/3

Dear Presidents and Treasurers

On behalf of the new Student Union Exec, we are all so excited to work with you during this term and help support you and your groups prosper on campus in any way that we can!

My name is Shelly Gupta, and I am the new VP Finance. Charlotte Pohl, the new VP Programming, and I will be sending out announcements on a weekly basis. With that, we have a few updates regarding your SU accounts as the semester draws to a close:

  1. Important dates and reminders

  2. Information about carryforward requests

  3. Summer programming treasurer’s training

  4. Access to your student group accounts

  5. Last day to program

Dates:

  • April 23 – Think about your summer location and where your checks should be mailed

  • April 23 – Last day to use any credit card

  • April 28- Last day to paint the underpass (upon registration)

  • April 29- Last day to program

  • April 29- Last day to use the paint room

  • May 04 – Last day to submit request forms and carryforward requests

  • Sep 01– Reservations open for painting the underpass for Fall 2018

Reminders:

  • Deposit all cash and checks before you leave for the summer

  • Check your email and “my pending requests” in SU Finance for returned/rejected request forms everyday

  • Fill out request forms for: meeting spaces, WFF, Bon Appetit, Facilities, mailings, etc.

  • The deadline to turn in request forms is within 14 days of purchase. This policy is being enforced and any reimbursements that fail to meet this deadline will not be processed.

Carryforward Requests:

Carryforward requests only apply to the following allocated accounts: operating, appeals and revenue. Fundraising and gifts accounts automatically carry forward to the next semester.

Carryforward requests are made for funds that are not spent for a reason outside of the group’s control or appeals that were granted in the spring that need to be spent in the fall semester. Requests will be granted on a case-by-case basis by the VP of Finance and SU Business Manager. Examples of requests may include speaker cancellations, vendors not sending bills in a timely matter and/or weather related circumstances.

These are exceptions and your group should not depend on these requests to be granted. Funds should be spent during the semester during which they were allocated.

To request a carryforward, please follow these steps:

  • Go to SU Finance

    • Fill out a request form

    • Select type of request

      • Carry forward request

      • In the description please explain, in detail, the reason your group is requesting this carryforward

    • Select requested amount

      • Enter the amount of funds requested to be carried forward in the correct account

For groups that submit a carryforward request, the president and treasurer listed in SU Finance can expect an email by June 30, 2018 with the decision about the carryforward request.

Summer Programming Treasurer’s Training:

Starting this semester, any groups that plan to spend funds out of their SU accounts between May 18th  and September 15th must attend one of these required trainings:

  • April 11, 4-5pm DUC 248

  • April 17, 4-5pm DUC 276

Access to Your Student Group Accounts:

Student group accounts will be closed on May 4, 2018.  After this time, you will be unable to submit request forms.  Accounts will become available for the fall semester after July 15th.  If your group is traveling over the break and needs access to your account, please make arrangements with your assigned business coordinator.

Students will not have access to SU Finance from June 15 to July 15, 2018.

Last Day to Program:

The Last Day to Program is Sunday, April 29th.  We ask that groups not program during reading and finals weeks. The Last Day to Program rule helps to ensure that students take a break from their student group activities to focus on studying for exams. Groups may request an exception by filling out this request form on WUGO. Exceptions are made for study-break type events with minimal planning involved.  If missing the event will negatively impact members in any way, the event will not be approved.

That’s all for now, hope you all have a great week! Feel free to let Charlotte or I know if you have any questions.

Best,

Shelly

Shelly Gupta
VP of Finance

​ WashU Student Union ​
finance@su.wustl.edu | 631.764.7300