Workday is used by advisors to track real-time spending on university programs (accounts). Students are not authorized to use this software; good communication between club leaders and advisors is essential to ensure that funds are accurately tracked.
Treasurers should start with the beginning balance and track all spending/deposits, comparing the numbers regularly with the Workday balance. Treasurers are encouraged to keep detailed records of all spending for events, and to share that information with the organization’s advisor. If a transaction is found in an organization’s program that is in error, please contact the SAFAC Advisor for assistance.
Organizations’ funds may be spent on items allocated by SAFAC, but may not be spent on anything illegal under university, local, state and federal law. SAFAC funds may not be spent on alcohol. Misfeasance and malfeasance of funds is a violation of University of Miami policy, and violators may be subject to disciplinary action.
At www.miami.edu/saso under the “Advisor” tab there are resources for the financial piece of the role, including step-by-step Workday instructions in “The Advisor’s Guide to Student Organization Finances”. The direct link to the financial section can be found at the following link: https://saso.studentaffairs.miami.edu/advisors/financial-resources/index.html
A Workday program form signed by an organization’s advisor can provide viewing access to Workday under the advisor’s login as well as to generate Supplier Invoices (eCheck requests) and purchase requisitions (PO). This is filled out by the advisor when they start their role with the organization. Advisors that are having difficulty accessing programs should e-mail sasofinance@miami.edu.
In accordance with University of Miami policy, all funds of recognized student organizations must be kept on deposit with the University of Miami. Organizations are not permitted to hold funds in off-campus bank accounts. The university does not charge a fee for maintaining organization programs.
Upon completion of necessary paperwork, all recognized student organizations are assigned a program number for the deposit of SAFAC funds.
Forms required to open a new program include:
I. “Cost Center Request” form
II. “Request for New Workday Driver Worktag” form for SAFAC program and Non-SAFAC program
III. “Workday Finance Role Request Form”
New organization advisors will receive the required program paperwork at New Advisor Orientation. Only organizations that are currently COSO registered and in good financial standing with the university and COSO will be allowed to open a new program.
There are different types of student organization programs:
PG000000 |
SAFAC Program: This program is used to hold funds granted by SAFAC and/or funds received through referenda. These programs are cleared out at the end of each fiscal year, and funds are returned to SAFAC. Donations from individuals or businesses should not be deposited into this program. |
PG000000 |
Non-SAFAC Program: This program is used to hold funds such as member dues, copayments for trips and activities, and revenue generated from ticket sales, bake sales, and other fundraising events. These programs are also used to process gifts from individual or corporate donors. These programs are not cleared out at the end of each fiscal year. |
There are several ways for a student organization to provide payment for goods or services. It is the responsibility of the advisor to identify the appropriate payment method before a purchase is made. The Controller’s Office provides examples of the appropriate payment methods for a variety of expenses. Purchasing Matrix:https://controller.miami.edu/_assets/pdf/documents/pymt_matrix_by_pymt_type.pdf
www.miami.edu/expenseform is used to reimburse students and non-employees for expenses incurred on behalf of the university or a student organization. All spending should be pre-approved by SAFAC and/or the organization’s executive board and advisor depending on which program is being used. Because this method requires a student to pay for supplies and materials in advance, other methods of payment (Supplier Invoice, Purchase Order, Purchasing Card, etc.) are preferred and should be explored. Faculty and staff seeking reimbursement are required to generate an expense report through the Workday system. Students seeking reimbursement are required to complete the form at the link above.
The link should only be used to reimburse students for the purchase of goods or conference/travel expenses (please note, graduate student travel will NOT be reimbursed through SAFAC. Their expenses can be reimbursed through a Non-SAFAC program, or they can seek alternative funding through GAFAC). The form should not be used to reimburse expenses for performers (DJs, bands, comedians, etc.), equipment rentals (lighting, golf carts, etc.), or space rentals (banquet halls, etc.).
Workday allows the advisor to split the reimbursement among multiple programs. This enables the advisor to split costs between two or more programs, when necessary. This can be used when SAFAC and Non-SAFAC program funds are both being used to cover a portion of a student’s expenses.
Once a reimbursement is fully approved in Workday, a check is mailed to the student based off the address provided in the reimbursement form online. Reimbursement processing can take up to 15 business days, depending on the volume of requests in queue. For more information on reimbursements, contact the Disbursements Office at (305) 284-3569 or disbursements@miami.edu.
https://controller.miami.edu/web-new-03-forms-and-trainings/forms/index.html
For more information on Supplier Invoices, please contact the Accounts Payable Department.
University of Miami faculty and staff are eligible to apply for a purchasing card and/or travel card that can be used for certain types of expenditures. The user must agree to the terms of the card, and must follow a strict reconciliation policy each month.
For more information on P-Cards, please visit https://my.supplychain.miami.edu/about/corporate-cards/index.html.
If an advisor is unable to obtain a P-Card/T-Card, the Department of Student Activities and Student Organizations (SASO) would be able to assist with student organization purchases that are requested in a timely manner. To book an appointment with the financial department of SASO, please email sasofinance@miami.edu.
Online appointment scheduler coming soon!
The Controller’s office offers trainings and tutorials for Workday and Purchasing related matters at https://my.supplychain.miami.edu/training/resources-and-tutorials/index.html and at ulearn.miami.edu. At www.miami.edu/saso under the “Advisor” tab there are resources for the financial piece of the role. The direct link to the financial section can be found at the following link: https://saso.studentaffairs.miami.edu/advisors/financial-resources/index.html
More in-depth information about University Financial Systems can also be found in the “Finances” section of the Student Organization Handbook at the following link: https://umiami.policystat.com/policy/18392221/latest/
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