Introduction:

Welcome to the Student Organization Account Services instructional video. I'm Danielle and I'm an SOAS representative! The SOAS office is located on the 2nd floor mezzanine in the Michigan Union. That's not the 1st floor and not the 2nd floor, but right in between the two. I have compiled some important information regarding the management of your student organization's SOAS account. This video will show you some of the forms you will be using, in addition to PowerPoint slides highlighting key topics.

The primary purpose of Student Organization Accounts Services (or, SOAS) is to serve recognized student organizations at the University of Michigan. Each SOAS representative is committed to assisting you with your organization's financial activities and responsibilities.

Groups must register each year in order to be recognized for the current or up-coming academic year. You can register your group as early as May 1st and as late as September 30th for the subsequent school year through www.studentorgs.umich.edu.

The following information is required in order to complete the registration process: you must include full names, unique names, UM IDs, and phone numbers of at least 10 group members. Also at this time, you will be prompted to choose 3 of these members to be authorized signers. At least three group members must be authorized signers at all times to keep your group active.

Many SOAS services are available at our website, www.soas.umich.edu. Anyone can visit the website but only authorized signers can access the SOAS online system. Information on the SOAS website includes: SOAS news and updates, downloadable forms, contact information, and much more. Authorized signers can access the online system by clicking on the SOAS online tab.

The procedures available to authorized signers through the SOAS online system include disbursement forms, LSA room requests, funds transfer, and adding and removing signers. Although you cannot access your account summary, if you send SOAS an email, we can send you a detailed summary in PDF format.

Disbursement forms are used for reimbursements and to pay invoices for group purchases.

Once an authorized signer logs on to the online system, they can click to access the form. Then click to start a new disbursement. Fill in the form accordingly, always use a full address, choosing between Pickup and Mail, and picking the appropriate Expense Account Code, also using a description for the purchase.

If further changes may be needed, or another authorized signer needs to approve the form, click 'Save.' This option will grant access to the saved disbursement form for all authorized signers. If the form is complete and ready, click Sign and Submit.

Things to remember are: Original receipts are required, you cannot reimburse yourself or family members. This is when the 'Save' option comes in handy! Also reimbursements cannot be made for alcohol, tobacco, firearms, parking violations or gasoline.

When your group needs to reserve a room on campus an LSA Room Request form must be filled out. There are three main steps that must be completed for your room reservation to be confirmed. One, complete the request form; two, e-mail the form to www.soas.umich.edu and; three, receive confirmation.

In order to ensure your reservation can be processed in time for your event, make sure to submit your request two weeks in advance. An authorized signer has access to LSA room request forms through the SOAS online system. The form you will be filling out is available as an excel spreadsheet that we will take a closer look at in a minute. Be sure to save your spreadsheet under your group's name. When the form is filled out, e-mail the completed request to soas@umich.edu, remembering to include the group's name in the subject line. Once your form has been processed, a PDF will be sent to you detailing and confirming your reservation. At this time, funds will be removed from your account to cover the price of the reserved room.

This is what you will see when filling out a room request. This takes a couple of seconds... Be sure to fill in all the necessary fields, which are highlighted in green, including these boxes for your second and third choice rooms, since it is based off availability. Also, if you will need equipment (such as a projector, computer, etc.) you will need contact Instructional Support Services.

Remember that these room requests differ from the free classrooms SOAS has available in Mason Hall. Please stop into our office to request one of these rooms as they are first come first serve.

If you need to transfer funds to another student group or university department you must fill out a Funds Transfer Authorization form.

Fill out all prompted information accordingly; including your student group and the group you are transferring money to. You'll find an alphabetical drop down box of all the student groups. If you are transferring to a university department you can click to check the short code." A shortcode is a six digit number to properly identify the department you are trying to credit. Also be sure to fill out the correct Expense Account Code and description of your transfer.

To finalize your transfer, click review followed by clicking sign and submit. You will receive an email confirming your transfer once it has been approved.

Like we mentioned earlier, when registering your group you will prompted to choose 3 authorized signers. If any adjustments need to be made to this list, you can do so through the SOAS online system.Two current signers are needed to add or remove signers; however, you do always have the option to remove yourself. Exceptions can be made for faculty and staff that act as student group advisors; these individuals can be made authorized viewers, but cannot authorize financial transactions. Once a student has been nominated to be an authorized signer by two current signers they will receive an email notifying them to confirm; after they confirm, access will be granted to the SOAS online system. Again, 2 current signers nominate a student. The nominee will accept, and that will complete the process.

On behalf of SOAS and University Unions we thank you for tuning in. I hope you found this instructional video helpful in regards to managing your student group's account. SOAS staff is always available to answer any further questions you can contact us through email at www.soas.umich.edu or by phone at 734. 763. 5767.

"Good luck and see you soon!"