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Document 1745310
Sabo Quick Help Guide Fall 2014 KNOW YOUR INDEX NUMBERS & ACCOUNT CODES •
•
Cash Index -­‐ students groups advisors will be sent the Cash Index number after the group has been officially recognized by the Center for Student Involvement. The Cash Index is like your student group bank account number. Deposits and expenses will be credited and charged to this account. Money in this account will roll over year to year. Budget Index – A budget Index is provided after a student group receives funding from the Finance Board. Money in budget index should only be used for expenses related to the program that was funded by the Finance board. Money in this account does not roll over year to year so deposits from things like dues and fundraisers should not be made to this account. •
Account Codes -­‐ Every transaction occurring within your index has an “account code” associated with it. The account code classifies the type of income/expense for the index (See List Below) Revenue
Northeastern University
Student Activities Business Office
Account Code Listing
Supply
50299
50425
50438
50439
50453
50466
50484
50487
50490
50491
50492
50494
50603
50700
50931
Only Use for Cash Account Deposits or Transfers
Refund
Tax Deductible Gifts (must be processed by Dev. Ofc.)
Fundraising
Advertising
Conference/Seminars
Membership Fees
Subscription Fees
Dues
Sales Income
Donation (non-tax deductible)
Co-Sponsorship
Program/Event
Book Sales
Other Sources (misc.)
Revenue Transfer
73001
73004
73005
73066
73007
Capital Equipment
Criteria: Unit Cost > $500, Life > 2 Year
Cap. Equip. - Office (chair, desk)
Cap. Equip. - Audio Visual
Cap. Equip. - Computers
Computer Software
Cap. Equip. - Athletics
73021
73022
73023
73025
73026
73027
73030
Travel
Travel
Travel
Travel
Travel
Travel
Travel
Travel
73041
73042
73043
Telephone
Tel. - Toll Charges (long distance)
Tel. - Instrument Charges (monthly charge for Telephone)
Tel. - Message Units (local off-campus, and 411 charges)
73049
73051
73052
73053
73070
Other Expenses
Postage/Freight
Postage (stamps)
Bulk Mail
Federal Express
Freight Charges
-
Airfare
Train
Bus
Auto Mileage (check w/SABO for current rate)
Auto/Van Rental
Lodging (hotel costs)
Miscellaneous (gas, tolls, etc.)
73110
73201
73202
73203
73204
73301
73303
73305
73306
73307
73325
Books (intended for group's reference)
Subscriptions (renewable magazines, newspapers, etc.)
Music and Records
Video Cassettes
Film (for camera)
Miscellaneous Supplies (pens, paper, decorations, etc.)
Computer Supplies
Audio Visual Supplies
Medical Supplies
Athletic Supplies
Training Supplies
73410
73420
73425
73460
Promotional
Advertising
Printing (flyers, brochures, etc.) not done at Reprographics
Printing - Reprographics
Photocopying Charges
73810
73811
73830
73840
73850
Maintenance
Cost to repair or maintain equipment
Office Equip. Maint. (photocopier servicing, etc.)
Typewriter Maint.
A/V Equip. Maint.
Computer Maint. (printer repair)
Athletic Equip. Maint.
74010
74020
74030
74710
74032
75160
Entertainment
Movie and Video Program (rentals for event)
Concerts (musical performances)
Other Entertainment (DJ's, baseball games, etc.)
Speaker Fees (payment to a lecturer)
Film Rentals (film reel rental)
Other Rentals (Blackman, sound equipment, etc.)
74210
74310
74320
74500
73205
74800
76825
78001
78490
79610
Membership Dues
Conference/Seminar Registration Fees
Food (anything one can eat/drink)
Awards (gift certificates, plaques, etc.)
Set Design
Consultants
Laundry Service (cleaning of uniforms)
Special Services (lesson fees, etc.)
Miscellaneous (donations, etc.)
Cash Box Advance
Note: Pool object codes (the object codes highlighted in grey) are for budgeting purposes only. Expenses should not be applied against
Pool object codes.
For Student Group Use
1 Sabo Quick Help Guide Fall 2014 HOW TO MAKE A DEPOSIT 1. Pick up a deposit slip from the SABO Office located in 434J CSC (Don’t Use Sample Below) 2. Fill out the deposit slip with the following information • The Account #: This your group’s Cash index # • Source of Funds: Where the money is coming from (Example Book Sale or Dues) • Deposit By: Name of the person making the deposit • Date: Date deposit is being made • Cash & Checks –List total cash, checks, & coins that are being deposited. The check number should be listed to the left of the dollar amount. All checks should be made payable to Northeastern University 3. Bring the money and deposit slip to the SABO office. We will verify the total and give you a receipt. The funds should appear in your account with in 1 -­‐2 Business days. 4. Night Deposit – if SABO is closed contact a Building Manager on the 3rd floor of the Curry Student Center to help you make a night deposit. Make sure to include a deposit slip with your deposit. You can pick up your receipt the next business day. HOW TO SPEND MONEY 1. Direct Pay Request – use this form request check payments to companies or individuals for a service or product provided to a student group. Forms are located in 434J CSC. 2 Sabo Quick Help Guide Fall 2014  Supporting documentation such as original invoices, approved contracts, completed registration forms must be attached to the Direct Pay Form for the check to be processed. Statements cannot be used.  Checks made payable to an individual for a service provided requires an approved contract through the Center for Student Involvement (\l
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How to fill out a Direct Pay Request Form (Don’t Fill out Sample Copy) o Vender Name: The person or company you are paying o Social Security or Tax ID: This is required for any person or LLC (Limited Liability Company) being paid that is not a performer. o Address: Address of the person or company you are paying. (must match the name and address on the invoice o Index: Your Cash or Budget Index number that will be charged. o Account code: The account code related to the expense (Ex. Food 74320) o Net Amount: The amount being paid o Advisor Approval: Student group faculty advisor must sign here o Hold check for Pick up: Circle “NO” if you want the check mailed out. Circle “Yes” if you want to pick the check up in SABO. Leave your contact information. 3 Sabo Quick Help Guide Fall 2014 2. Expense Reimbursement Vouchers – Use this form to send a check to pay back individuals who made purchases on behalf of your student group. Forms are located in 434J CSC. • Original receipts showing proof of purchase must be submitted with the form. • Northeastern is Tax exempt. We do not reimburse for sales taxes paid except for hotel and meals tax. Use the ST5 tax exemption form to avoid paying sales tax. http://www.northeastern.edu/ap • We do not reimburse for personal items, alcohol, drugs or tobacco per University guidelines. SABO Expense Reimbursement Voucher
NU STUDENT/EMPLOYEE
Name:
Address:
DOCUMENT #
Vendor Number:
NU ID:
Did you travel or have a meal at the expense of the University?
Did you make a non-travel purchase at the expense of the University?
TRAVEL EXPENSES
Destination:
Dates of Travel:
Purpose:
NON-TRAVEL EXPENSES
Description:
Date of Expense:
Purpose:
(continued from above)
(continued from above)
SUMMARY OF EXPENDITURES:
INDEX
ACCOUNT CODE
OUT OF POCKET EXPENSES
TOTAL
APPROVALS
Return this for to SABO with ORIGINAL, ITEMIZED RECEIPT(S) ATTACHED if a check is needed to reimburse an
individual for out of pocket expenses.
Advisor Approval
Printed name
Signature
Date
Printed name
Signature
Date
SABO Approval
Hold check for pick up? Please circle one
YES
NO
*If employee is Dept. Head, then employee’s supervisor must sign here:
PLEASE NOTE:
1) You will not be reimbursed for sales tax paid except meal/food tax, and hotel occupancy taxes
2) Travel reimbursements should be submitted within 10 days of returning from trip
3) Properly completed vouchers submitted will be processed and mailed within 5 business days.
CONTACT PERSON:
PHONE #:
Northeastern University
SABO - Room 434J
Phone Extension x4329
Fax extension x4375
How to fill out an Expense Reimbursement Voucher (Don’t Fill out Sample Copy) o Name: The Person or Company you are paying o NU ID: NU ID number is required for NU Faculty, staff, & students. o Address: Address of the person getting reimbursed (paid) o Travel or Non Travel – describe the expense in appropriate section o Index: The Cash or Budget Index number that will be charged. o Account code: The account code related to the expense (Ex. Food 74320) o Out of Pocket Expense: The amount being paid Revised 7/9/10
•
420498
4 Sabo Quick Help Guide Fall 2014 o Advisor Approval: Your student group advisor must sign here] o Hold check for Pick up: Circle “NO” if you want the check mailed out. Circle “Yes” if you want to pick the check up in SABO. Leave your contact info. 3. Petty Cash Reimbursement – use this form to make reimbursements for expenses under $50 and receive cash on the spot instead of a check. Forms are located in 434J CSC. • Original receipts showing proof of purchase must be submitted with the form. • Northeastern is Tax exempt. We do not reimburse for sales taxes paid except for hotel and meals tax. Use the ST5 tax exemption form to avoid paying sales tax @ http://www.northeastern.edu/ap • We do not reimburse for personal items, alcohol, drugs or tobacco per University guidelines. •
How to fill out a Petty Cash Form (Don’t Fill out Sample Copy) o Date: Today’s Date o Amount: Total amount of reimbursement o From: Your student group name o Account #: Cash or Budget Index number & 5 digit Account code o Reason for Reimbursement: describe the expense incurred (ex. Pizza for Meeting) o Advisor Approval: Your student group faculty advisor must sign here o Cash Received by: name of the person picking up the Petty cash 5 Sabo Quick Help Guide Fall 2014 HOW TO TRANSFER MONEY Student Group Transfer – use this form to transfer money between student groups. Forms are located in 434Jcsc
@
#T
Northeastern
3742
STUDENT ACTIVITIES BUSINESS OFFICE
434J CURRY STUDENT CENTER, 617.373.4329
STUDENT GROUP TRANSFER
Amouni of Tronsfer: $
Dote Submitted:
Account #:
From:
(Debit Orgonizotion)
Account #:
To:
(Credit Orgonizotion)
Reoson for Tronsfer:
n
n
n
Debit O rg o ni zali o n odvi sor
Co-Poyment for
Poymenl for
Other (pleose exploin)
o
pprovo I sig no
tu
re:
Directions for Use
.
.
.
.
The debit orgonizotion odvisor/outhorized signoture MUST sign the form.
Complete the form ond submit it to the Student Activities Business Office (434J CSC) for processing.
Attoch supporting documentoiion.
This form may
u
.
o
be
used for tronsfer between student groups
or for student group tronsoctions with
niversity deportments.
When using this form for poyment of goods/services provided by o university deportment, pleose
otoch o stotement itemizing food/services being provided ond ien digit university qccount number.
This form may not be used for budget line item reallocations. Pleose see Studeni Governmeni
(332 CSC) regording budget reollocotions.
White Copy: Student Activities
Business
Oflice
.
Pink
Copy: Debit Orgonizotion
.
Yellow Copy: Credit Orgonizotion
Rat 12/09
415841
•
How to fill out Student Group Transfer form (Don’t Fill out Sample Copy).  Date Submitted Date form was submitted to SABO  Amount of transfer: Total dollar amount being transferred  From: Student Group sending the money  To: Student group receiving the money  Reason for transfer: explain the reason for the transfer 6 Sabo Quick Help Guide 
Fall 2014 Debit Organization advisor approval signature: the faculty advisor of the group sending the money must sign here. HOW TO MAKE TRAVEL ARRANGEMENTS 1. Bus Request • Submit a SABO Transportation Approval Form
https://orgsync.com/30932/forms/96551 online to SABO.
SABO will provide you with a quote from Peter Pan Bus Lines.
Confirm the Reservation with SABO and the bus will be reserved.
You will receive a bill (invoice) from Peter Pan a few weeks after the trip.
Submit a Direct Pay Request Form to pay the invoice 2. University Van Request • You must have an approved driver. Contact Darlene @ 6173732343 to get
approved.
• Submit a SABO Transportation Approval Form
https://orgsync.com/30932/forms/96551 online to SABO.
• SABO will make the reservation and let you know if the van is available.
• Vans are free. No payment required •
•
•
•
3. Flight & Hotels • Submit a detailed itinerary and quote of your trip to SABO. Provide index to be charged on the quote. Your advisor must sign quote. (See ex. below) • If you use Expedia remember to create an account and save the itinerary & login info. • SABO will use a university Pro-­‐card to make the reservation on your behalf. • Charges will be billed to your Student group Cash or Budget Index they you provided to SABO on the quote. 7 
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