Finances

1. Log-in to presence using your BGSU credentials.
2. Navigate to the Admin Dashboard of Presence by clicking the Person icon in the top right corner of the page and selecting Admin Dashboard from the dropdown menu.
3. Using the side menu, click on the Organizations button. 
4. Search for your organizations group and click on the name of the group to navigate to your page. 
5. On the Details page in the Basic Information Section, your 4-digit university program code will be listed.

1. Navigate to the Presence home page: bgsu.presence.io. If you are on the Admin Dashboard, click on the student portal in the top right-hand corner to navigate back to the home page.
2. From the Presence home page, click on the resources tab in the top right corner.
3. Click Organization Account Balance to open the PDF: Transaction Details Overview.   
4. In the Transaction Details Overview PDF, CTRL+F to search by your organization's program code or scroll to find your organization's 4-digit program code listed at the top of the page.
5. Your organization's balances are shown in two subcategories:
6.  SOAB (Fund code 14000) - This section will include any funding you have received from the university through the SOAB application process.
7. Revenue (Fund code 94000) - This section includes funding your organization has deposited. This could be from revenue, fundraising, etc. 
   

Point-of-Sale (POS) machines are reservable credit/debit card devices that student organizations can use to collect payments at events, meetings, and other gatherings. Many organizations use these machines to sell tickets at events, host dues payment days, or manage on-site sales. Each machine comes with detailed instructions, and any questions can be addressed during pick-up. After the event, the Office of Student Engagement and Residence Life will receive a report from the machine, and the collected funds will be deposited into your organization’s revenue fund, less a 3% credit card processing fee. To reserve a Point-of-Sale Machine, complete the Point of Sale Reservation.

Go to Bowen Thompson Student Union room #410. Follow the directions for Student Organizations, posted on the wall in this space. The directions are also below for your convenience: 

1. Pick up an envelope out of the basket. Fill out ALL of the information on the envelope. If you need to look up your organization’s Program Code, use the glossary on the top of the safe. 
2. Put all cash and checks inside the envelope and drop it into the safe. Student Engagement will process all transactions, and all deposits will show up on the Transaction Details Overview upon processing. Please ensure that the contact person listed on the envelope is available should Student Engagement have any questions related to your deposit.

** If you would like a receipt for your deposit, please book a meeting with the student organization finance team.

E-Market accounts are online organization web pages that allow groups to collect money online by cash or credit card. Recognized Student Organizations may set up an online system to sell items, collect dues, sell tickets, collect registration information, etc. At BGSU, these are referred to as E-Market stores and are created in partnership with the Office of the Bursar. Please note that a 3% credit card processing fee applies to all transactions. E-Market store requests can take up to 3–4 weeks to complete, so plan accordingly. As part of the E-Market request form, student groups must acknowledge and agree to this processing time frame. Follow the steps below to request an E-Market account for your student group.  

1. Before creating an E-Market account, the officer of the recognized student organization must complete the E-Market Request - Payment Card Industry Compliance Form in Presence.
2. Once the form is completed and approved the Bursar Office will be notified and you may contact BRSRSYSTEMS@bgsu.edu.   
3. The Bursars office will assist you with the next steps to set up the E- Market store and customize it to your organization's needs
   

Recognized student organizations with non-University allocated funds (i.e., agency or revenue dollars) in a university account may request one pre-loaded debit card. The use of debit cards must comply with all University policies and procedures. Each transaction must be reconciled with Student Engagement by filling out the spending form, and attaching each receipt associated with the pre-paid debit card. Failure to adhere to these expectations will result in the student organization forfeiting its right to have a debit card. The application for a pre-paid debit card opens at the beginning of the academic year and closes at the end of September. Student Organizations can load their pre-paid debit card with money from their organization account in the amount of up to $1000. 

Student Organizations will receive messaging and outreach with the application for pre- paid debit cards at the beginning of the fall semester each academic year.

Tax Exempt: NEVER pay sales tax!! Use the W-9 or Sales Tax and Use form when making purchases to get the sales tax removed.  

Reload: When your debit card is low on funds, you can reload it if you have money in your 94000 (Revenue) account. You can do this by filling out the Pre-Paid Debit Card Reload form (link coming soon). Please allow 2-3 weeks for the funds to be accessible. 

*Per your agreement to use this Debit card, you agreed to submit a Spending Form and select "Reconcile an expense from the organization’s prepaid debit card" each time you make a purchase so be sure to keep your receipts until the form has been approved. 

If your organization wants to hire a business, independent contractor, or guest speaker, follow these steps:

• Step 1: Begin the Process Early: Start at least one month before the event date.

• Step 2: Complete the Vendor Onboarding Form
    - Fill out the Vendor Onboarding Form
    - Collect the following:
            - A completed W-9 from the vendor
            - Proof of your event (e.g., event flyer or reservation)
            - Your organization roster
            - Email all documents to: involved@bgsu.edu

• Step 3: Contract and Vendor Setup
    - The Office of Student Engagement and Residence Life will send a contract to the vendor.
    - All parties (BGSU and vendor) must sign the contract. The student organization leaders/members should not sign any agreement with the vendor.

• Step 4: Payment Process
    - After signing, the vendor will receive an invitation to register in Jagger, BGSU's vendor management system.
    - The vendor will be paid after:
            - They have successfully completed the onboarding paperwork in the vendor management system
            - Services have been rendered

To hire a current BGSU student to provide services (e.g., DJ, photographer, etc.), the student must be employed through BGSU.

• Step 1: Complete the Student Employment Form
    - Fill out the Student Employment Onboarding Form
    - Email it to involved@bgsu.edu at least one month before the event.

• Step 2: Job Posting: The Office of Student Engagement will post the job in the student employment portal.

• Step 3: Student Applies for the Job: The student must submit an application via the student employment portal.

• Step 4: Hiring Approval & Paperwork
    - Once the student is approved, they must start the hiring process by completing onboarding paperwork
    - Complete Section 1 of the I-9 Form
    - Student employee must bring valid, original and/or certified copies of acceptable identification and employment authorization documents to Student Employment Services located 226 Bowen-Thompson Student Union to complete the onboarding process

• Step 5: Work Authorization: The Student employee cannot begin to work until all of the previous steps are completed. You may not permit the student employee to perform services unless you receive notice that work has been authorized.  

Please contact the Office of Student Engagement and Residence Life for a list of Student Employees who have already been authorized to work. Utilizing student employees who are authorized to work may help expedite this process.