Financial Management

County Master Gardener programs represent University of Minnesota Extension. It is therefore critical that procedures for handling funds be transparent and follow sound financial management practices. Importantly, volunteer risk associated with financial management must be minimized; groups must have a consistent and safe way to manage finances. 

The University requires that funds generated to support local Master Gardener Programs be managed through the University’s Enterprise Financial System (EFS). Managing program funds in EFS helps reduce the risk of fraud and lost funds, minimizes potential local liability, and facilitates program donations.

For key documents to review prior to moving funds to the University EFS system, see Financial Management Rollout Resources.

Purchasing, Payments, Reimbursements, EFS chartstrings and Reports

• Agreements and contracts

• Paying speakers

• Making purchases

• Accepting checks, cash, credit card payments, speaker fees and gifts; requesting cash advances

  • Credit card payments -- Clover Terminal reservation and training process

  • Event online registration

• Reimbursing volunteers

  • Master Gardener Program Funds Request Form (Smartsheet)

• EFS expense/revenue account and foundation account chartstrings by county

• Report information

  • County report folders

  • For staff only: How to pull  reports from the University system – VIDEO 

  • Treasurer resources

    •  Job description

    • Finance organization tools --  Compliments of Dakota County

      • VIDEO

      • Report templates

        • How to Use the Monthly Income & Expense Report (PDF)

        • How to Read a Working Balance Report (PDF)

        • How to Read a Foundation Report (Google sheet)

• Updates 

Extension Staff Resources (posted on the Extension intranet; requires login)

• About Extension Finance and Planning

• Finance Professionals and Specialists

• Agreements and contracts

• Check, credit card and cash handling

• Cash Advance job aids for staff

  • • Chrome River Materials

    • Reconciling a Cash Advance

• Financial forms

• Gifts and charitable sponsorships

• Invoicing

• Purchasing and payments

  • Procurement Card (PCard) Cheat Sheet

• Reimbursements

Forms

Staff can find forms on the Extension intranet Financial forms webpage. Volunteers can request forms from their program coordinator or send an email to mgweb@umn.edu. Here are some of the forms available:

• Certificate of Exemption (Sales Tax) ** Note:  This form is only for purchases using funds in a U of M financial system account

• Certificate of Insurance  -- Evidence of Coverage

• Extension Program Agreement (ogc) (e.g., Stillwater school contract with Washington County for classes)

• Use Agreement -- University events held on private property (e.g., Garden Tours)

• Procedures for in-kind giving; Gift-In-Kind Form 

• Independent Contractor Authorization

• Invoice Request -- request via RSS (staff) or the Program Funds Request Form (volunteers)

• Professional Services information Sheet (PSIS)

• Statement in Lieu of Receipt

• Statement of Work

• ST-19 Form Operator Certificate of Compliance

• Supplier Authorization/Change Form

• Tax Management Office Guideline -- Receipting/Acknowledging Noncash Gifts to the University'

• University standard contract (ogc)

• University W-9

• UMF W9

Contacts

Send any questions to mgweb@umn.edu. Your State Leadership Team will serve as primary point people for all group leaders and as final approvers in volunteer-led counties.