Business Office Procedures for Student Organizations

1
Business Office Procedures for Student
Organizations

• Budget Reports Reimbursements
• Payment of Visiting Artists and Speakers
• Travel Policies

2
Viewing budget reports

• BUDGET MANAGER access through thehub.carleton.edu
• log ingtstudentsgtstudent organization budgets
• Highlight your account number
• View in browser or download to Excel
• Summary report
• Shows allocated budget less actual expenses
• Click on blue for expense detail
• Detail report

3
Viewing budget reports

• Making Deposits
• Bring to Business Office cashier
• Provide organization account number
• Provide description for the deposit
• Year end balance does not roll forward
• EXCEPTION Fundraising money
• It is your responsibility to contact the Business
  Office before the end of the academic year and
  specify the funds that are eligible to roll
  forward

4
Reimbursement Making the Purchase

• Reimbursement process is the most typical
• One or more group members will pay the initial
  cost with personal funds
• Obtain a detailed receipt
• Original receipts must include an itemized list
  of all purchases
• The Business Office will not accept credit card
  slips that include only the transaction total
• This is most often an issue with meals.
• Mileage submit mileage rather than gas receipts

5
Reimbursement Making the Purchase

• Larger Purchases
• Susan Benson in the Business Office can assist
  with larger purchases, hotel reservations, etc.
  by using her Carleton VISA card
• Contact Susan at sbenson_at_acs.carleton.edu to set
  up an appointment

6
Reimbursement Making the Purchase

• Do not pay sales tax
• Carleton is exempt from MN sales tax
• Exceptions hotels, restaurants
• Present cashier with copy of exemption
  certificate
• Certificate of exempt status available on Bus.
  Office website under Carletons Reference
  Documents.
• Students will NOT be reimbursed for sales tax
  paid on exempt purchases

7
Reimbursement Submitting the Check Request Form

• Forms are available from
• Kiosk outside Bus. Office
• Outside CSA office
• Bus. Office website under Forms and Policies
• Attach required documents to back of form (i.e.
  receipts, contracts or W-9s)
• Reimbursements MUST be turned in within sixty
  (60) days of the purchase

Sample Check Request
8
Reimbursement Submitting the Check Request Form

• Obtain Organization Account Number
• Org. officers can log on the Group Admin. Page on
  the CSA website. Go to Group Profile and scroll
  down to Internal Information.
• or contact Susan Benson at
• sbenson_at_acs.carleton.edu
• ext. 5990
• or contact CSA treasurer

9
Reimbursement Submitting the Check Request Form

• Required Signatures
• Student organization president or secretary all
  requests
• CSA treasurer all checks made out to students,
  all requests over 500
• Checks processed every Thursday morning
• Wednesday noon is the deadline for receiving
  approved forms

10
Payment of Visiting Artists and Speakers

• Event Planning Worksheet
• Bus. Office Website under Forms and Policies
• Contact Campus Activities
• Contract
• To set up a contract, contact Campus Activities
  if you are not working with another office.
  Students may not enter into contracts on behalf
  of the college.
• A written contract between the college and the
  visitor must be submitted with the check request.
  Requests without contracts cannot be processed.

11
Payment of Visiting Artists and Speakers

• W-9 form
• The Business Office is required to have a W-9 IRS
  form completed by new visitors before they
  receive payment. The Business Office will not
  release payment without one.
• The W-9 can be included with the check request or
  submitted beforehand
• The form can be found on the Bus. Office website
  under Forms and Policies or at irs.gov
• If the visitor has previously performed at
  Carleton, we may already have a W-9 on file.
  Students may contact the Business Office if they
  are unsure.

12
Payment of Visiting Artists and Speakers

• MN nonresident entertainer tax
• Visitors who are not Minnesota residents are
  subject to a 2 nonresident entertainer tax that
  will be withheld from their compensation
• Residents of Wisconsin, Michigan and North Dakota
  are eligible for exemption from this tax. Please
  contact Shari Mayer at smayer_at_acs.carleton.edu if
  the performer meets this criterion.

13
Travel Policies

• Follow travel expense guidelines (on back of
  check request form)
• Information regarding rental cars found on Bus.
  Office website under Purchasing.
• Mileage reimbursement only, not gas receipts

14
Travel Policies Taxes

• Travel expense reimbursements are considered
  taxable income
• Exceptions
• Competitive teams formally representing the
  college (e.g. IRC/MUN, Mock Trial, Quiz Team)
• Presenting a paper as a representative of
  Carleton College
• The college does not withhold taxes from
  reimbursement. It is the students responsibility
  to report payments on tax returns