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Indiana University Bloomington

General Policies

Do I need to complete E-Treasury Training multiple times if I am elected Treasurer for multiple groups?

<p>No,&nbsp;you only need to be trained one time for the current school year.</p>
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Can I be both Treasurer and Advisor for any groups?

<p>No.&nbsp; You must either always be the Treasurer or always be the Advisor for any and all groups within the current school year.</p>
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Can I be the Treasurer for more than one group?

<p>Yes.&nbsp; Please complete and return to the SOA Office the Statement of Financial Responsibility and the Treasurer-Advisor Signature Forms for every group for which you have been elected Treasurer.&nbsp;</p>
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Can I make a cash withdrawal from my organization's account?

<p>No, you cannot make a cash withdrawal.&nbsp; However, the Treasurer can complete a Payment Request for an Advance check and provide funds to you.</p>
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Can our organization reimburse a visiting artist for their travel expenses who will be paid via Statement of Service?

<p><span style="color: black; font-family: 'Verdana','sans-serif'; font-size: 7.5pt;">Yes, please keep the Statement of Service separate from the reimbursement. You will follow the standard reimbursement protocols.</span></p> <p>&nbsp;</p>
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Do student organizations have a Logo that we may use?

<p>Yes, you can find the Student Organization Mark Style Guide <a title="Student Org IU Logo" href="http://policies.iu.edu/docs/academic-policy-docs/student-orgs-marks-style-guide.pdf" target="_blank">here</a></p>
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Does SOA give us any startup funding?

No, you have to come up with your own funding. Consider membership dues, fundraising, or donations.
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Does SOA have a 501(c)(3) number indicating Not-for-profit status?

<p>Not at the current time.</p>
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How do I apply for financial support from an IU department?

<p>Fill out the <a title="Application for Financial Support" href="http://soa.indiana.edu/forms/Application%20for%20Departmental%20Support.pdf" target="_blank">Application for Departmental Support</a> form and turn it in to the department from which you are asking for support. See the reference tab for <a title="Department Support Request Instructions" href="http://soa.indiana.edu/forms/Department%20Support%20Request%20Instructions.pdf" target="_blank">instructions</a> for requesting (or awarding) departmental aid.</p>
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How does the Programs Involving Children policy apply to my organization?

<p>The <a title="PIC Policy" href="http://policies.iu.edu/policies/categories/administration-operations/public-safety-institutional-assurance/PS-01.shtml" target="_blank">policy</a> applies to all student organizations with child interactions on or off campus. Examples would include, and are&nbsp;not limited to:&nbsp; after school programs, mentoring, tutoring, fundraisers, social events, tours, open-house, workshops, etc.</p>
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How long before I can view my deposits or payments on-line?

<p>You will be able to see your account activity the day after the deposit has been made or the payment has been issued.</p>
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How long does payment for a Statement of Service take?

<p>Depending on the circumstances, it generally takes 2-4 weeks for payment to be made.</p>
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If I stop being Treasurer, can I give the SOA book to the new Treasurer?

<p>No, the book must be turned into the SOA Office for auditing and the new Treasurer must go through training.</p>
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Is the SOA Purchase Card used the same as a credit card?

<p>No, this is just an agreement with the local merchants to let you charge with them. You must complete a&nbsp;payment request&nbsp;in order to pay the merchant.</p>
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May I be reimbursed for alcohol or tobacco that I have purchased?

<p>No, it is against University policy for you to purchase alcohol or tobacco and be reimbursed with your organization's funds.</p>
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May I purchase alcohol or tobacco with the SOA purchase card?

<p>No, it is against University policy for you to purchase alcohol or tobacco products with these funds.</p>
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My organization plans to rent a vehicle from Enterprise Rent-A-Car. What do I need to do?

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Our organization will be traveling. What is the policy?

<p><span class="bold italic">Each</span> driver must complete the 'Authorization Form for Motor Vehicle Records Check' which&nbsp;can found online by logging into <a title="One.IU" href="https://one.iu.edu/" target="_blank">One.IU</a><span> and search for 'Driver's License Check'</span>.&nbsp; This applies to rented&nbsp;as well as&nbsp;personal vehicles.&nbsp; The form is good for one school year.</p> <p>You&nbsp;need to allow 2 weeks for processing before the event.&nbsp; The SOA Office will notify the Treasurer and Advisor via e-mail&nbsp;if the individual is flagged for any reason or is unable to drive on the trip.</p>
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Our student group received funding from IU Funding Board. How do we receive those funds?

<p>Those funds will be deposited into your SOA account via a transfer from the IU Funding Board. The Treasurer will&nbsp;be sent&nbsp;an e-mail once the funds are posted to your account. Please remember to provide the IU Funding Board with copies of all receipts for funds spent.</p>
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Should I let the vendor know before the purchase that this is an SOA Purchase?

Yes, it is always good to let the vendor know before the transaction that this is an SOA Purchase. Each vendor has a different procedure when writing up the charge.
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To whom may I loan the SOA Purchase card?

That is up to the treasurer, but when loaning the card out the SOA Purchase Card Purchaserís Statement of Responsibility and the SOA Card Register of Issue must be signed.
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What forms do I have to file when my organization is traveling out of town and someone is driving a personal vehicle?

<p><span class="bold italic">Each</span> driver must complete the 'Authorization Form for Motor Vehicle Records Check' which can found online by logging into <a title="One.IU" href="https://one.iu.edu/" target="_blank">One.IU</a><span> and search for 'Driver's License Check'</span>.&nbsp; The form is good for one school year.</p> <p>You need to allow 2 weeks for processing before the event. The SOA Office will notify the Treasurer and Advisor via e-mail if the individual is flagged for any reason or is unable to drive on the trip.</p>
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What happens if I am disputing a bill or invoice from a vendor?

Please contact the SOA Office and let us know that this is happening, so we will not continue to send out notices. Also, we will be able to communicate this to the vendor if we are contacted for information.
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What happens if I lose the SOA Purchase Card?

The treasurer must come into the SOA Office and fill out a form to notify SOA the card was lost and a new card will be issued.
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What is an advance?

<p>It is a means for your organization to make a withdrawal from the account.&nbsp; It can be made payable to a vendor or to&nbsp;an individual&nbsp;with your group who has a local bank account where the check can be cashed.&nbsp; The check must be picked up in the SOA Office.&nbsp; Itemized, paid receipts must be returned to SOA, as well as any unused funds, to ensure proper accounting for all organization funds.</p>
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What is the link for the 'Authorization Form for Motor Vehicle Records Check' when traveling?

<p><span class="bold italic">It</span>&nbsp;can be found online by logging into <a title="One.IU" href="https://one.iu.edu/" target="_blank">One.IU</a><span> and search for 'Driver's License Check'<br /></span></p>
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Where can I find the Programs Involving Children policy?

<p>A complete version of the policy can be found at <a title="PIC Policy" href="http://policies.iu.edu/policies/categories/administration-operations/public-safety-institutional-assurance/PS-01.shtml" target="_blank">policies.iu.edu</a></p> <p>&nbsp;</p>
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Where can I find the Student Oranization at IU Logo for printing on material?

<p>You can find the logo at <a title="Student Org IU Logo" href="http://policies.iu.edu/docs/academic-policy-docs/student-orgs-marks-style-guide.pdf" target="_blank">policies.iu.edu</a></p>
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Where do I register my program that will involve children?

<p>The form can be found at <a title="Register PIC Event" href="https://one.iu.edu/task/iu/programs-involving-children" target="_blank">One.IU</a></p>
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Who is allowed to pick up a check from SOA?

<p>The Treasurer, the Advisor or the individual to whom a check is made payable.&nbsp; Please be sure to bring a photo ID with you when picking up the check.</p>
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Will I talk to a person on the phone if I call between 8:00AM - 12 NOON and 4:00PM - 5:00PM?

<p>Yes, the phone is answered Monday through Friday between 8:00AM and 5:00PM. If you have to leave a message between these hours, someone will call you back within 24 hours.</p>
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