Hill Treasurers
Online Disbursement Approval Process
Go to https://sa.ucla.edu/workflow/staff/portal/management.
Then sign in with your UCLA logon.
Select the disbursement you want to complete and assign it to yourself.
Account money will be taken from should match your building's name. Disbursement details should match the google spreadsheet and total should match receipt(s). For venmos and debits press submit once venmo is made and debit is in Quickbooks. For checks, submit once check is signed and with the OAs because an automated email will alert the recipient that the check is ready to be picked up.
For checks, print the entire disbursement form with the check number included before submitting, so Michelle can approve. Include this along with the printed receipt(s). Do not press submit when first printing to avoid sending the check ready email. For auditing print the submitted forms for venmos and debits and the corresponding receipts.
Additional Resources
Google Spreadsheet
This is an overview of the building google spreadsheets for hill treasurers.
You will primarily use the Fall, Winter, and Spring Disbursements sheets and occassionaly use the Budget and Balances sheets.
The Budget sheet shows the building's beginning of year budget totals.
The Balances sheet shows the amount left in each budget for the building. Building treasurers should ensure that line items do not go negative. But you should contact the building's ARD if you notice an account has a negative balance without receiving any explanations from the building treasurer or ARD, before completing the reimbursement that brings that line item negative.
The Disbursements sheets list every disbursement for that building for each quarter. The right most columns should be filled out by the building treasurer and the left two columns should be filled by you when completing the reimbursement. Ensure all information from the online disbursement form matches the information in the google sheet. Once the check has been written/ printed, the debit has been input into Quickbooks, or the venmo has been made, input today's date into Disb. Date. Note: do not put the date the check is ready to be picked up as the Disb. Date. Under Check # put the either Venmo, Debit, the Check number, Transfer, or Deposit.
Weekly Late Debits
This is an overview of tracking the debits in the UCU and identifying which are late.
Sign in to the UCU and use the left side of the dashboard to navigate between each building.
Only record debit card transactions, so ignore checks, transfers, and deposits from directly UCLA.
Go through each building's checking account on the UCU (except UASRA) and enter all the debits into the debit sheet like above. The two left columns are for that building's hill treasurer to complete so leave those blank. The Date of Purchase column turns red once the debit is over a week old. However, the definition of late debit is a debit that has not been turned in a week or more after appearing in the UCU as of Monday of a given week. In the above example the Ralphs debit is not considered late and the Target is. After inputting the debits for all buildings go through all debits that are late and check if they have been: 1. completed by checking if Date Found in QB has been completed or 2. has been turned by checking the disbursements that have been submitted by the building but not have been disbursed by the hill treasurer. Late debits that are not found through either way should be marked missing and the completed list of missing debits should be sent to Michelle once a week.
Expenditures
This is an overview of compiling the expenditures for IRHC.
Every quarter IRHC is reimbursed for any disbursements done using project codes. For any IRHC reimbursement made utilizing a project code, the ERES number, Program Title, and Amount must be filled in to the expenditures sheet. Once all disbursements have been completed for a given quarter, send Michelle the completed list of expenditures.
Rolling Over Budgets Between Quarters
This is an overview of rolling over budgets form quarter to quarter.
Any money not used in fall for community fund is automatically rolled over to winter quarter. The ARD and RD decide how they want excess welcome week funds, floor funds, and building programming funds to be rolled over. They can ask to have all excess funds roll over to community fund or roll everything back into the individual budgets.
Go to the budget setup sheet of the building whose budget you want to roll over. First, make negative adjustments to the fall quarter so that all line items are $0 on the balances sheet. All welcome week funds are not rolled over unless specially allowed. If rolling everything into community, make a single positive winter adjustment for the total excess of non-welcome week funds. If rolling over into each floor budget, make individual positive adjustments matching the negative adjustments made in fall.
Venmo Tracking
This is an overview of tracking the venmo payments.
Sign into to the ResLife Venmo account, go to the statement tab and download the .csv for the month of interest.
Open the csv file and make the appopriate changes before copy pasting the data into the google sheets venmo statements tab. The only data change you need to make is to convert the date time column to date. Select date time column > data tab > text to columns > delimited > Select the other delimiter and put T > Finish.
Delete unnecessary columns leaving only Date, Name, From, To, and Amount. Insert a blank column between To and Amount.
Paste the new data on the venmo statement tab on the venmo sheet. Cross check the new data with the Fall, Winter, Spring sheets to input the ID. For payments made to reslife most are for OCHC, UASRA, and WHRA. The note should indicate the ID but occasionally it does not. UASRA Garden fees are typically $30 and WHRA are $10 if they do forget.
End of Quarter Venmo Transfers
This is an overview of transferring the venmo amounts at the end of each quarter.
On the venmo spreadsheet filter by the building and filter to only non-transferred. Sum the amounts and check that it matches the amounts on the building's budget sheet for the dates that have not been transferred. After this, transfer either to or from IRHC depending on whether the total is negative or positive and mark each row transferred. Repeat for all buildings.
Budget Setup
This is an overview of setting up the budget spreadsheets at the beginning of the academic year.
Generally, make copies of last year's budgets and change the total number of residents. If it is necessary to change more than that, use the following.
Use these numbers for budgets of all association accounts. Since OCHC and stipends are not transferred to the buildings, they are not included in budget setup. For other accounts such as OCHC and WHRA use the budget breakdowns they give.
Input total number of residents for the building. For column B if floors will get equal amounts use the formula above. Change the formula as needed if buildings want floors to have different amounts but ensure cells B2:B13 sum to cell B16.
The formulas for Fall, Winter, and Spring columns should look like above. Values should be multiplied by the corresponding amount from the budget breakdown, anything for welcome week will not be divided by 3 in fall. The second half of the formula is required to reflect changes to the budget setup such as rolling over. If this page is correct, changing the Total on Budget Setup will give the yeary budget.
Building Deposits
This is an overview of depositing the yearly budget amounts into each building account and emptying each account at the end of the year.
UCLA deposits money into IRHC and we transfer from IRHC to each building in the UCU.
Using the number of residents, first set up each google spreadsheet and get the total yearly budget. Get the budgets for OCHC, WHRA, and UAN as well. Before depositing, ensure there is enough in IRHC to complete all deposits, otherwise deposit half of the budgets and wait to deposit the rest.
At the end of the year, after completing the spring audits, make a list of all missing checks using Quickbooks and the UCU. Leave $1,000 plus the total amount of missing checks in the UCU account. When making beginning of the year deposits always deposit the full amount on top of this amount.
