Stephanie Coleman Jackie Kalonji Maria Lattuca Sean Murphy Kathy Paglia

Transcription

1 Stephanie Coleman Jackie Kalonji Maria Lattuca Sean Murphy Kathy Paglia

2 AGENDA Welcome What is the SABSC? What is the OSI? Student Organization Funding Committee (SOFC) Collecting Revenue Ticket Sales (Robsham Box Office) Concessions emarket Methods of Payment P-Card Program Other Methods Account Comparison Report (ACR)

3 WELCOME What we do The SABSC processes financial transactions for the Division of Student Affairs including: Reimbursements Vendor Payments BC Student Hires Purchase Orders Chartstring Fund Transfers Monthly ACR Reporting

4 WELCOME Student Affairs Business Service Center Location: Maloney Hall, Suite 458 Hours: M-F, 9-5 Telephone Number: Website:

5 WELCOME Office of Student Involvement Location: Carney Hall, Suite 147 Hours: M-F, 9-5 Telephone Number:

6 WELCOME Student Organization Funding Committee (SOFC) Earnestiena Chang, Chair Siobhan Burke, Vice-Chair Nick Wasniewski, Treasurer

7 STUDENT ORGANIZATION FUNDING COMMITTEE (SOFC) The purpose of the SOFC is to allocate student activity fee funds to all student organizations. The SOFC will review all budgets and determine whether the funding falls within the funding guidelines. If you have questions regarding funding or budgets, contact your mentor.

8 COLLECTING REVENUE Kim Principi Box Office Manager, Robsham Theater Arts Center

9 COLLECTING REVENUE Ticket Sales Ticket sales must be conducted through the Robsham Box Office Robsham Theater Ticketing Request Form Found on MyBC Must be filled out three weeks prior to event date Treasurer must meet with RTAC Box Office prior to sale date Complimentary ticket lists must be submitted at this time

10 COLLECTING REVENUE Stephanie Coleman Student Affairs Business Service Center

11 COLLECTING REVENUE Concessions Read the Concessions Guidelines and Information Packet Complete the Group Sign-up Sheet Funds will be transferred into your organization s chartstring provided on the Group Information Sheet Important to provide accurate chartstring information Treasurer may contact BC Athletics for more information

12 COLLECTING REVENUE Maria Lattuca Student Affairs Business Service Center

13 COLLECTING REVENUE emarket Online commerce site for Boston College Collect dues Collect donations (credit/debit card) Sell goods (e.g. apparel, CD, etc.) emarket is the preferred method of revenue collection Cash collection of any kind is strictly prohibited emarket Request Form Must be submitted to the Office of Student Involvement Found on MyBC Contact Office of Student Involvement for more information

14 METHODS OF PAYMENT Sean Murphy Student Affairs Business Service Center Rita Cardarelli Senior Accounts Payable Assistant, Procurement Services

15 METHODS OF PAYMENT P-Card Program The P-Card is a reloadable credit card Program is available to all Student Organizations The P-Card is issued in the Treasurer s name Should only be used by the Treasurer P-cards will be distributed at end of this training Funds have not yet been added

16 METHODS OF PAYMENT P-Card Usage The P-Card is the preferred method of payment at BC (restrictions apply) General merchandise Craft supplies Food The P-Card has a single transaction limit of $4,999 Personal purchases are strictly prohibited Improper usage will result in the termination of the card and/or other disciplinary action Consult the SABSC Purchasing Card User Guide for details Found in Treasurer packet

17 Where can the card be used? METHODS OF PAYMENT Take-out Establishments Grocery Stores General Merchandise Stores Subscription & Publication Renewals Copy & Printing Services Mailings-- FedEx & Postage Memberships & Dues BC Bookstore Online purchases

18 METHODS OF PAYMENT P-Card Accepted Establishments

19 METHODS OF PAYMENT Where can the card NOT be used? Eat-in/Sit-down Restaurants Travel Expenses Cash Advances Donations Gasoline Consulting Services Gifts to Students Personal Items & Services Payments to Individuals (non-companies) Telecom & Cable Services Animals/Animal Related Purchases Alcoholic Beverages Construction/Renovation Prescriptions/controlled substances Robsham Theater Box Office

20 METHODS OF PAYMENT P-Card Declines Most common reasons for P-Card decline: Insufficient funds Make sure there is enough funding on the card prior to usage Unapproved vendor Contact the SABSC to verify vendor s Merchant Category Code (MCC) If the P-Card is declined, contact the SABSC for assistance

21 METHODS OF PAYMENT Activating Your P-Card Card Activation Phone #: When prompted to enter the last four digits of your social security number, please enter If a phone number is required, use If you have any problems activating your P-Card, please contact the SABSC at

22 METHODS OF PAYMENT Adding Funds to the P-Card P-Card Increase Form Found on MyBC Allow up to 2 business days from date of P-card Increase Form approval for funds to be made available for usage Treasures may contact the SABSC to verify current P-Card balance

23 P-Card Reconciliation METHODS OF PAYMENT P-Card purchases must be reconciled by the Student Organization Treasurer each month if any of the funds were spent Dates can be found in Treasurer packet, on SABSC website, and on MyBC The cardholder P-Card statement is available electronically at the end of the month Must have already set up a user identity on US Bank Access When the P-Card statement is ready, the Treasurer must reconcile all purchases and complete the P-Card Monthly Reconciliation Form Found on MyBC

24 METHODS OF PAYMENT Be sure to use BC as the Organization Short Name

25 METHODS OF PAYMENT P-Card Reconciliation Documentation All original itemized receipts Each taped to a 8.5x11 piece of paper All packing slips or electronic order confirmations (if applicable) The monthly P-Card statement (via US Bank) The completed P-Card Monthly Reconciliation Form

26 METHODS OF PAYMENT Lost, Stolen, or Damaged P-Card Cardholder must immediately report a lost, stolen, or damaged P-Card to US Bank at Deactivate current card Notify the SABSC as soon as possible at Re-order and distribute new P-Card University IS LIABLE for all transactions until the card is reported lost, stolen, or damaged

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28 METHODS OF PAYMENT Jackie Kalonji Kathy Paglia Maria Lattuca Student Affairs Business Service Center

29 METHODS OF PAYMENT Other Methods: BC Student Reimbursement BC Employee Payment Outside Vendor Payment Award or Honorarium Purchase Order BC Student Hire & Payment Transfer of Funds

30 Reimbursements METHODS OF PAYMENT If you (or another member of your organization) spent your own money, and need to get reimbursed, complete a BC Student Reimbursement Form NOTE: Reimbursements to outside (non-bc) individuals must be requested via Outside Vendor Payment form Reimbursement requests must be submitted by the Treasurer If it is the Treasurer who is seeking reimbursement, the organization President must submit the request An SABSC Expense Form is required for all travel related reimbursements Found on SABSC website All requests must be filled out completely or they will be rejected

31 METHODS OF PAYMENT BC Employee Payment Form If requesting a payment to a BC employee from a Student Organization account complete this form An SABSC Expense Form is required for all travel related reimbursements Supporting documentation and proof of payment required

32 METHODS OF PAYMENT Proof of Payment Original itemized receipts are required for all reimbursements Credit or Debit Card Original itemized receipt Credit card transaction receipt Check A copy of the front and back of check, after it is processed by the bank List of attendees is required for all dining expenses Not required for events with over 25 attendees (must be noted on receipt) An SABSC Expense Form is required for all travel related reimbursements.

33 Payment to an Outside Vendor METHODS OF PAYMENT When paying a company or outside organization, complete an Outside Vendor Payment Form New vendors must complete a W-9 Form at: Invoice must be submitted with payment request Payments will be made to the remit to address on invoice Vendors will be paid via check or electronic fund transfer (EFT) No advance payments to vendors Payment of cash, personal check, or credit card for labor intensive services is strictly prohibited

34 METHODS OF PAYMENT Award or Honorarium Use this form when requesting a monetary gift payment Example: Guest speakers or visiting scholars A contract is not required for this type of payment If you have a contract with an outside entity, an Outside Vendor Payment Form is required This form is to be used when paying an individual, not a company

35 Purchase Order (PO) METHODS OF PAYMENT A promise to pay a vendor for a future expense Used for purchases that exceed $5K Written quote required Bidding process must be utilized Should be used for bus charters Other travel expenses should be paid for using the Office of Student Involvement AMEX card. Contact OSI for more information. Do not use a PO if you already have an invoice 7-10 business days to process (please plan accordingly) The treasurer will receive an when the PO number is available

36 METHODS OF PAYMENT BC Student Hire and Payment Form Used to pay a BC student that is contracted to perform a service Student must have filled out eligibility forms through the Office of Student Services in order to be hired and paid Current student employees will have already completed this process

37 METHODS OF PAYMENT Transfer of Funds Used to move funds between chartstrings Example: two student organizations co-sponsoring an event Student Organization transferring the funds out initiates the process Allow 14 business days for fund transfers Cannot donate SOFC allocated funds Only generated revenue can be donated

38 ACCOUNT COMPARISON REPORTS Maria Lattuca Student Affairs Business Service Center

39 ACCOUNT COMPARISON REPORTS What is an ACR? The ACR is your organization s bank statement An ACR report will be available electronically each month via MyBC The ACR provides you with an account summary and a transaction detail report It is the treasurer s responsibility to reconcile the organization s account on a monthly basis and inform the SABSC immediately of any discrepancies ACR Interpretation tutorial video found on SABSC website For current account balances the SABSC at club.budget@bc.edu

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