Foundation Web Invoicing / Expenditure Procedures

Transcription

1 Fundatin Web Invicing / Expenditure Prcedures Abut the Hunter Cllege Fundatin Missin Statement The missin f the Hunter Cllege Fundatin (HCF) is t enhance Hunter Cllege's (HC) psitin as a premiere public educatinal institutin. Hunter Cllege is cmprised f the Schl f the Arts & Sciences, Schl f Educatin, Silberman Schl f Scial Wrk, Schls f the Health Prfessins, Hunter Cllege High Schl, and Hunter Cllege Elementary Schl. T accmplish this missin, we: Actively prmte Hunter Cllege, including all f its schls, prgrams, Centers, and campuses Cultivate relatinships that lead t funding Engage current and ptential dnrs in the life f the Cllege Manage investments judiciusly Ensure that restricted funds are utilized fr dnr-requested purpses Areas f supprt include: Faculty recruitment, develpment, and retentin Access fr qualified students, including schlarships and fellwships Student supprt services Prgram develpment Materials, technlgy, and equipment Facility develpment and maintenance The Hunter Cllege Fundatin Bard cnsists f a select number f utstanding alumni and distinguished cmmunity and business leaders wh are cmmitted t help raise the Cllege's public image and raise funds t further strengthen the institutin. The Hunter Cllege Fundatin, Inc., is a charitable crpratin [501(c)(3) rganizatin] which receives and administers private cntributins made in supprt f Hunter Cllege, CUNY. Cntributins t the Fundatins are acknwledged as tax deductible t dnrs under the Internal Revenue Service Cde. All expenditures f the Fundatin funds must be cnsistent with the intentin f the dnr and missin f the Fundatin. Page 1

2 General Guidelines fr Fund Disbursements Submissins: Deadlines- check Request Frms must be submitted via Web Invicing at The check will be ready apprximately 14 business days after the final apprval. Reimbursement requests shuld be submitted n mre than 30 (thirty) days after the expense was incurred. If the vendr r persn wh needs t be reimbursed des nt exist in ur database, it is respnsibility f the preparer t fill the New Vendr Frm and t submit it prir t creating the check request. The preparer will nt be able t prcess the check request withut the step mentined abve. Authrized Signatry expenses may nly be apprved by the signatry n the accunt r their designee. Supprting Dcuments All necessary supprting dcuments must be submitted alng with check request r the check request will be returned t the preparer. Type f expenses (definitin and restrictins fr each): 1. Fellwship/Award/ Internship - Fellwship/Award/Internship prvide mney that des nt have t be repaid and usually is awarded n the basis f academic merit but can als be awarded based n financial need. Sme are designed t help students as they begin their cllege careers; thers are awarded as they prgress in their majr be it the arts, sciences, r the humanities. Awards may smetimes be given t faculty as well. Cpy f Hunter ID Cpy f Scial Security card r signed IRS Frm W-9 Mailing address Evidence that the schlar recipient was selected and was infrmed f being selected Fr internships, include a signed statement f cmpletin frm the student s supervisr Fr awards t faculty, IRS frm 1099 will be issued and sent t the recipient 2. Schlarship - The Hunter Cllege Fundatin ffers a number f privately endwed r restricted schlarship funds administered by the Office f Financial Aid. HCF schlarships are awarded t students wh have shwn a high level f academic perfrmance. Schlarships are als awarded based n financial need, and sme are based n specific criteria such as high schl attended, special skills r abilities. Students wh are interested in applying fr Hunter Cllege Schlarships must cmplete the Free Applicatin fr Federal Student Aid (FAFSA). Students shuld refer t infrmatin available n line at Schlarship awards Page 2

3 will be credited tward students tuitin and fees. Students shuld nt be infrmed that they are receiving cash schlarship funds. 3. Hnrarium - An hnrarium is a speaking fee r cmpensatin received frm an utside entity (ther than regular emplyment f this persn) in cnsideratin fr writing an article r reimbursement fr travel expenses nt related t fficial duties. Examples f hnraria include: cmpensatin fr delivering a speech cmpensatin fr writing an article cmpensatin fr a serving n a panel cmpensatin that is made as a gratuity r an award f hnr Cpy f Scial Security Card r signed IRS Frm W9 (If the payment is recurring Scial Security number r IRS Frm W9 frm nly needs t be prvided with the initial request) Evidence f apprval by authrized Hunter representative r invitatin t the payee t participate t the event Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) 4. Ryalty payment - A ryalty payment is made t the legal wner f a prperty, patent, cpyrighted wrk r franchise by thse wh wish t make use f it. In mst cases, ryalties are designed t cmpensate the wner fr the asset's use, and are legally binding. Evidence f agreement t use the legal wner s wrk Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) 5. Reimbursement - The Hunter Cllege Fundatin reimburses emplyees, cntractrs and students fr necessary expenses incurred n behalf f HCF and HC. These expenses will relate mst frequently t, but are nt limited t, transprtatin, ldging and fd. Unless therwise apprved by the Vice President f Institutinal Advancement in advance If the reimbursement/expense is related t department peratins r t a Hunter Cllege r Hunter Cllege Fundatin event: Supprting Dcuments Maximum f 10 (ten) receipts per check request are allwed Page 3

4 Scan f the riginal receipts fr the expenses attached t A4 (8.5 x11 ) frmat paper If the receipts are mre than 2 (tw), a nte/spreadsheet describing each expense and amunt matching with the receipt is requested If paid by credit card, prf that the persn t be reimbursed paid- credit card statement shwing the expenses and dates Fr event related expenses: Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) 5.2. If the reimbursement/expense is related t a travel and ldging: Supprting Dcuments Maximum f 10 (ten) receipts per check request are allwed Scan f the riginal receipts fr the expenses attached t A4 (8.5 x11 ) frmat paper If the receipts are mre than 2 (tw), a nte/spreadsheet describing each expense and amunt matching with the receipt is requested Prf that the reimbursed persn paid- credit card statement shwing the expenses and dates Event brchure shwing the date f the event Apprval frm the Hunter authrized representative (Chair f the department, Prvst, etc.) 6. Vendr Payment t a vendr fr gds and materials must be supprted by prper dcuments. All expenses are exempt frm New Yrk State Sales Tax and r Htel Rm Occupancy Taxes. Only ne invice is allwed per check request (invice numbers are matched ne-t ne with the check request number) Itemized receipt r invice shuld be submitted (nt the summary) Any items/services bught thrugh the Internet must be supprted by an invice (e-invice r indicating the invice number, items bught, ttal amunt, payment details) and packing slips Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) if the service is event related 7. Independent Cntractr Fr ne-time payments fr services that are greater than $5,000 OR when services are engaged fr mre than ne event, requests must be supprted by a cmpleted Independent Cntractr Agreement (ICA). The cntractr must be authrized t wrk in the US. Independent Cntractr Agreement Page 4

5 Supprting Dcuments Signed independent cntractr agreement (ICA) Invice fr services. Supervisr r departmental apprver must sign invice t indicate services were rendered Cpy f the Scial Security Card r signed W-9 Frm N payment can be issued t any Hunter emplyee fr services rendered during their regular wrk schedules. Amunt f the cntract is calculated based n the terms f the cntract and nt n the terms f payments. One ICA shuld be issued per fiscal year fr thse cnsultants wh are wrking r will be paid n a mnthly basis Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) if the service is event related 8. Services Rendered A single, ne-time payment made t an individual r cmpany perfrming a service (i.e. bartender) fr less than $5,000 must be accmpanied by a services rendered frm. Payments t an institutin prviding seminars r training must be supprted by cmpleted applicatins frms and brchure indicating the date and cst f the seminar/training r cnference. Cpy f Scial Security Card r signed IRS Frm W9 (If the payment is recurring, a Scial Security number r IRS Frm W9 frm nly needs t be prvided with the initial request) Signed Services Rendered frm N payment can be issued t any Hunter emplyee fr services rendered during their regular wrk schedules. Invice fr services. Supervisr r departmental apprver must sign invice t indicate services were rendered Event brchure shwing the date f the event and Hunter affiliatin (Hunter Cllege department, etc.) if the service is event related Nte r evidence why the purchase was necessary r apprval frm the Hunter authrized representative (Chair f the Department, Prvst, etc.) Other If yu have questins regarding web invicing, please cntact Shaun Ahmad at the Hunter Cllege Fundatin/Institutinal Advancement Office at sah0011@hunter.cuny.edu r Page 5