Dear Student Organization Leader,

Transcription

1 Dear Student Organization Leader, Congratulations on your new position! To make your first and subsequent trips to the Business Office easier we have compiled a package of forms you will need to perform various financial transactions at the Business Office and step-by-step instructions for when to use them and how to fill them out. We hope that this will make navigating the financial end of your leadership position easier. We are always available to help. Do not hesitate to stop in or call with questions. The Business Office hours are 9am 4pm, Monday Friday. All of the enclosed forms can be found online by visiting http ://.alfred.edu/ cfm We hope you find this information helpful. Sincerely, The Business Office staff A complete listing of contacts, extensions and addresses is below: Title Contact Extension Controller Jodi Howe howe@alfred.edu 2325 Head Cashier/Bookkeeper Marty Fuller 2770 Accounts Payable A - M Mandy Armer ara2@alfred.edu 2963 Accounts Payable N - Z Sheila Decker deckers@alfred.edu 2107 Accounting Administrator Lisa Clark clarklm@alfred.edu 2525 Senior Financial Analyst Lisa Porter porterlm@alfred.edu 2168 Payroll contacts (located in Greene Hall) Title Contact Extension Payroll Specialist Sherry Zajicek zajicek@alfred.edu 2961 Payroll Associate Deb Horton horton@alfred.edu

2 TABLE OF CONTENTS (page in which information to be found) Instructions Student Club Organization signing rights 3 Copy of the Student Club Organization signing rights form 3 Requesting funds from the Business Office 4 How to get a bill paid from the Business Office 4 Check request 4-5 Cash request 5 Reimbursement 6 Copy of Check / Cash request 6 Explanation of Club Deposit of money 7 Copy of Deposit Slip 7 Explanation of University tax exempt status 7-8 Copy of NYS tax exempt certificate 8 Explanation of Business Office Accounts Payable Registration Form 8 Copy of Business Office Accounts Payable Registration Form 9-10 Gifts, Prizes, Awards 10 Copy of the Gift / Prize/Award Form 11 Signing Authority Contracts 12 Copy of Request for Contract Form 12 Request New /Change Fund Number Request 13 Copy of New/Change Fund Number Request 13 2

3 Instructions for Signing Rights to Business & Finance Accounts Overview This form is used to tell the Business Office who is allowed to access your Business and Finance accounts. In essence, who controls your money? Without this form the Business Office has no authorization to perform any transactions for you and your group. This form must be filled out and turned in as quickly as possible after Officers are appointed or at least once a year in the fall and needs to be updated whenever changes are made. All financial requests to the Business Office must have two signatures. All Student Senate funded regulated organizations must get Senate approval on all transactions. The Student Senate advisor can approve transactions in the summer months. To Complete the Form: Fill in the Name of your Organization and the Fund ID number. If you do not have the fund ID number, the Business Office will have this information. List the Name & Title of each individual (including your advisor) who has rights to access financial information for your account. This needs to be followed by the individuals signature and the Start and End date for this authorization. Signing Rights to Business & Finance Account The following is a list of students and/or advisor eligible to sign bills and check requests. It is suggested that no more than three people be eligible to have signing rights, this would be the organization president, the organization treasurer, and/or the organization advisor. All financial requests must be signed by the two club officers. Only the advisor can sign a bill or check request without another officer's signature. This is due to the need to pay bills during academic recesses. At all other times 2 Officers signatures should be obtained. In the case of Senate regulated clubs, only the Senate Advisor can approve transactions in the summer months. A form can be obtained online at: office orms.cfm 3

4 Requesting Funds from the Business Office Your group and organization will have various needs financially. Determining what is necessary to obtain funding is the first step. Some guidelines apply no matter what the situation, they are: 1. Any request requires 2 signatures, groups & organizations under the Student Senate will also need Senate approval. The only exception to the two signature rule is the signature of the advisor, or in the case of Senate funded, regulated organizations the signature of the Student Senate Advisor. This is only so bills can be paid while school is not in session. 2. Proper documentation must be provided 3. All requests must include the FOAP to be charged. The FOAP is the Fund, Organization, Account and Program numbers Requests for Funds can be broken down into the following groups: 1. Request to have an Invoice (Bill) paid 2. Request for a check to pay an upcoming expense without an invoice 3. Request for Reimbursement of expenses already paid 4. Request for a cash advance How to get a Bill Paid If you have received a bill for goods or services provided to your group or organization the Business Office will process payment. In order to do this you must: 1. Provide the Business Office with the original invoice. The invoice must include: a. Two signatures authorizing payment. b. The FOAP to be charged 2. Keep in mind that invoices can take up to 10 days to process; remit your invoice to the Business Office as soon after receipt as possible to avoid late charges, etc. If you have questions concerning payment of your bill after you have sent it to the Business Office, questions should be directed as follows: Invoices A M, Mandy Armer ara@alfred.edu ext Invoices N Z, Sheila Decker deckers@alfred.edu ext Requesting a Check Payment Please allow minimum of 10 days for check processing. Overview- Many times a group or organization will need a check from the Business Office. This may be to pay for an award, a donation, a talent fee, etc., in which case you may not have an invoice. This is when a check request should be used. A (check request request) form can be obtained online at: http ://.alfred.edu/business office. orms.cfm Note: This form is to be used for purchases under $1000 only. For those individuals wishing to make purchases from a vendor over $1000, please go to the Procurement Office in Greene Hall. If the person you are requesting a check for is not a member of the AU student body, staff or faculty you will also need a Vender Registration form, if you are not sure contact the Business Office. This form can also be obtained at the above website and must be completed by the vender before your request can be processed. All vendors that provide a service should be paid directly by Alfred University Business Office due to tax purposes. 4

5 Check Request To complete the Check Request form: 1. Enter the date 2. Enter the Organization/Group Name 3. Enter the complete FOAP to be charged (Fund, Organization, Account, Program) 4. Enter the complete name and address of the Payee 5. Have the form signed by two authorized signers 6. Give a complete explanation of what this check is for. If available attach documentation. The check will be mailed to address (including Powell Campus Boxes) provided unless: 1. The recipient has direct deposit 2. You have specifically requested that the check not be mailed, in which case it will be available in the Business Office and you will receive an when it is ready to be picked up. To check on processing of any check request contact the Business Office: Sheila Decker deckers@alfred.edu ext Requesting a Cash Advance A group/organization may request a cash advance to make purchases for said group/organization. To do this you must complete a check/cash request from. A (check / cash request) form can be obtained online at: http ://.alfred.edu/business office orms.cfm To complete the Check/Cash Request form: 7. Enter the date 8. Enter the Organization/Group Name 9. Enter the complete FOAP to be charged (Fund, Organization, Account, Program) 10. Enter the complete name and address of the Payee 11. Have the form signed by two authorized signers + Senate Signatures if required 12. Give a complete explanation of what this advance is for The entire amount of the advance will be charged to the Business Office cash advance account. Once you have completed your purchase(s) you will need to return to the Business Office with your receipts and at that time, the amount spent will be charged to your organizations account. This process should be completed, as soon as possible, but definitely no more than 30 days from the date the advance is given. If the advance is not cleared in a timely fashion the following actions will be taken: 1. An will be sent to the individual who accepted the advance as a reminder to clear the advance 2. If the advance remains uncleared a 2 nd will be sent to the individual and copied to the group advisor. 3. If the advance is still not cleared the entire amount of the advance will be charged to the payee s student account 4. If multiple advances are open and un-cleared for a long period of time the Business Office has the right to refuse a cash advance request. Things to remember: 1. You must keep and return all receipts for all purchases you want applied to the advance. 2. Alfred University is tax exempt; take your tax exempt form with you as taxes paid will not be deducted from the advance. 3. If the advance is given in your name, you are the responsible party, don t leave it up to someone else to return your receipts. 5

6 Reimbursement Request A reimbursement request is made when goods or services have been paid for by someone connected with your group or organization. A (check / cash request) form can be obtained at: http ://.alfred.edu/ usiness office orms.cfm To complete the Check /Cash Request form: 1. Enter the date 2. Enter the Organization/Group Name 3. Enter the complete FOAP to be charged (Fund, Organization, Account, Program) 4. Enter the complete name and address of the Payee 5. Have the form signed by two authorized signers + Senate signatures if required 6. Give a complete explanation of what this check is for. If available attach documentation. 7. Receipts must accompany a reimbursement request and must match the total requested 8. The University is tax exempt and will not reimburse for taxes (see tax exempt instructions) Bring the completed request to the Business Office with all receipts. If the request is $300 or less a cash reimbursement can be given to the payee at the time of presentation. If the request is for more than $300 then a check payment will be processed. If the recipient has direct deposit this is how the payment will be processed. If not, the check will be available for pick up in the Business Office or mailed to the address on file after processing. Check / Cash Request Form IF REQUESTOR IS SAME AS PAYEE AND AN EMPLOYEE, NO NEED TO FILL OUT VENDOR NAME AND ADDRESS, UNLESS THE ADDRESS YOU WISH TO HAVE THE CHECK SENT TO IS NOT ON FILE Requestor's Name Requestor's Dept. Account Number Account Number Account Number Account Number Amount Amount Amount Amount Vendor Information Name Address Reason for Request Explain in Detail: Banner ID Please check one of the following Direct Deposit Check Cash /ash can be given if the total is $300 or less Amount Total Reimbursement $ - APPROVAL DATE SECOND APPROVAL (IF NEEDED) DATE Business Office Use Only /ashier Cash Received By SIGN DATE 6

7 Deposit Slips There are several types of deposits your organization may make. You may have revenue to deposit, a donation, or dues and membership fees among others. No matter what type of deposit you are making you will always use the same deposit slip. Instructions: 1. Name This should be the name of the individual or group from which you are depositing money. 2. Description This is a short explanation of where the money came from and what it is for 3. FOAP Fund, Organization, Account & Program Number are all required 4. Funding Source Enter all applicable with correct totals. 5. Carry totals to bottom of page in each column 6. Enter Deposit total 7. Print the name of the person who prepared the form 8. Enter the date the form was completed 9. Bring to the Business Office for processing. Things to remember: 1. Deposits are made through the revenue account numbers. Your fund #, org # 17120, acct. #5815, program # The only time you will deposit using your expense org # is when you are offsetting an expense. We understand this is confusing and occasionally there will be deposits that do not fall into either of these categories. Please do not hesitate to contact the Business office if you need assistance completing your deposit slip. A form can be obtained online at: Tax Exempt Forms Alfred University is a tax exempt organization in New York State. For this reason, we do not reimburse taxes on any purchase. On the next page, you find a copy of our NYS tax exempt form/certificate. We are also tax exempt for travel and purchasing in New Jersey. States such as Massachusetts, Florida and Connecticut we 7

8 are tax exempt for purchasing only. Please keep in mind there is a different tax exempt form for each state mentioned online at our.alfred.edu, go to Business Office. There are special tax exempt cards for Wal-Mart, Dollar General and Lowe s. These special tax exempt cards are available in the Business Office or Procurement Office, Greene Hall. Please be sure to keep these with you when making purchases for the University. Please note additional copies of the New York State Tax Exempt Form or the other states can be picked up in the Business Office or can be found at our.alfred.edu, go to Business Office. Accounts Payable Registration Form Overview The Alfred University Business Office must have a Vendor Registration Form on file for any business or individual receiving money. No one should be paying for a service by someone else and plan to get reimbursed for it. The Business Office should be reimbursing a vendor or service provided directly. This is information that we must produce upon demand during our yearly audit and therefore is mandatory. This goes for not only businesses but individuals. If someone is receiving a payment from us we need to be able to provide accurate record for the IRS. The form is online making completion easy for off campus or out of state businesses and individuals. The Business Office staff is always available to answer any questions that may arise when completing this form. As a rule, you will not be completing this form yourself, but should have one handy for distribution if necessary. A form can be obtained online at: 8

9 Page 1 of 2 AAccounts Payable Registration Form Purpose: To establish or update a vendor account with Alfred University. This form meets the Federal requirements to request a taxpayer identification number (TIN), request certain certifications for Federal procurement reporting and claims for exemption, and Alfred University requirements for vendor establishment. Vendor Information Legal Name as Registered with the IRS Trade/DBA/Other Name Employer Identification Number (EIN) OR Social Security Number: Type of Organization Legal Entity Vendor Contact Name Phone Payment Terms/Discount Contact for Direct Deposit Advice Banking Information Legal Mailing Address Ordering Address, if different than Legal Remit to Address, if different than Legal Line 1 Line 2 City, State, Zip Line 1 Line 2 City, State, Zip Line 1 Line 2 City, State, Zip Profit Corporation Routing Number Account Number Nonprofit Individual Other-Please Explain: Sole Partnership Proprietor 9 Fax Bank Name Account Type Phone Fax Phone Fax Phone Fax LLC LLP Checking Savings Invoices must be sent directly to: Alfred University, Attn: Accounts Payable, 1 Saxon Drive, Alfred, NY businessofc@alfred.edu or Fax: If 'Individual' entity selected above: All other vendors: Only page 1 of this 2-page form is required. Sign and date the Certifications section below, Complete both pages of this 2-page form. Sign and date the Certifications section below. Failure to

10 and submit to the Business Office, Fax Under penalties of perjury, I certify by signing below that: (1) The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and (2) I am not subject to backup withholding because: (a) I am exempt from backup withholding; or, (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends; or, (c) the IRS has notified me that I am no longer subject to backup withholding; and, Signature Business Office complete all sections could result in payment delays. Certifications (3) I am a U.S. citizen or other U.S. person. Furthermore, I understand that any person who misrepresents a firm's status as a small, HUBZone small, small disadvantaged, women-owned, or Veteran or Service-Disabled Veteran-Owned Small Business concern in order to obtain a contract awarded under the Small Business Act shall: (1) be punished by imposition of fine, imprisonment, or both; (2) be subject to administrative remedies including suspension and debarment; and, (3) be ineligible for participation in programs conducted under the Authority of the Act. Date Page 2 of 2 Business Classification & Diversity Information All vendors (except those choosing 'Individual' on Page 1) must select either "Large Business Concern" (LBC) or "Small Business Concern" (SBC) from the options below. Additionally, all vendors should select any subclassifications that apply; multiple sub-classifications may be appropriate. Failure to complete this section of the Alfred University W-9 could result in payment delays. Large Business Concern Small Business Concern (SBC) Dominant in field of operations per Federal Acquisitions Circular (FAC 9.201) Independently owned and operated, and meets industry size and receipt requirements for small businesses per SBA 13 CFR 121. Section 3 of the Small Business Act. Sub-classifications: (select all that apply) Minority-Owned Business Enterprise (MBE) Small Disadvantaged Business (SDB) Minimum 51% owned, controlled and operated dayto-day by one or more minority individuals; includes Minimum 51% owned, controlled and operated day-to-day by one or more socially disadvantaged individuals. May the following categories: be Section 8(a)-certified per 13 CFR Small African American Hispanic American Disadvantaged Ethnicity definitions include the following Asian-Pacific American Asian-Indian categories: American Native American (American Indian, Eskimo, Aleut, Native Hawaiian) African American Hispanic American Asian-Pacific American Asian-Indian American Native American (American Indian, Eskimo, Aleut, Woman-Owned Business Enterprise (WBE) Native Hawaiian) Minimum 51% owned, controlled by one or more women who have active involvement in day-to-day operations. HUBZone Small Business (HUB Zone) Disabled Veteran-Owned Small Business Minimum 50% owned by one or more servicedisabled veterans (if publically owned, minimum 50% of stock is owned by one or more servicedisabled veterans), and the management and daily business operations of which are controlled by one or more service-disabled veterans (if permanently and severely disabled, by their spouse or primary care giver.) SBA certified; is small and is located in an 'historically underutilized business zone' and is owned, and controlled and operated at least 51% by U.S. cicizens and at least 35% of employees reside in HUB zone. Alaskan Native Corporations (ANCs) & Indian Tribes Remember to sign and date the Certifications section on Page 1 before submission. Sign and date Page 1, then completed 2-page form to businessofc@alfred.edu, or Fax to

11 Prizes, and Awards to students What is considered a gift, prize or award? Prizes and awards are typically gifts of cash, gift certificates, or other items purchased (tangible property) given to University students in recognition of outstanding achievement in their academic performance, other performancerelated activities, Honors Convocation award, or prize won at student club event. Gifts are typically cash, gift certificates, or other items purchased and given to students in recognition of, or in connection with the holiday season, or some other purpose not specifically related to job performance. Tax reporting rules require that gifts, prizes, and awards be treated as taxable income to the employee (student). The amount must be included on the employees (student) W-2 and is subject to all income and FICA withholding taxes. How do I report any gift, prize or award? Anyone that receives a gift, prize or award will need to fill out a Taxable Gifts Report Form found on the HR website. This will include their social security number and indicate the amount given as a gift to each individual. We will be unable to process the request for reimbursement if this information is not provided. The taxable gifts form should be submitted to Payroll (along with any check request), they keep track of those receiving a gift, prize or award and they will make the decision on whether it is paid through Payroll (Greene Hall) or Accounts Payable (Carnegie Hall). 11

12 Signatory Authority regarding Contracts Per the Alfred University Board of Trustees, only the following officers and staff of the University are authorized to sign contracts on behalf of the University: 1. The President 2. The Chief Financial Officer (VP Business & Finance) 3. The Vice President for University Relations (solely for the purpose of accepting gifts) 4. The Corporate Secretary The term Contract is defined broadly by the law to mean any document intended to set forth an agreement or arrangement between the University and an outside party. Examples involving contracts: Hiring entertainers/performers - Arrangements concerning facility usage A person who signs a Contract on behalf of the University without authority may be: (a) subject to disciplinary action up to and including termination and/or (b) in some cases personally liable for the financial obligations and risks under that Contract. The University will not be bound by the terms of a Contract signed by an individual without authority unless an Authorized Signatory subsequently agrees that the University will honor the Contract. Purchase Orders approved through the University s Purchase Order process are authorized by the Chief Financial Officer and therefore the purchasing agent s signature is an authorized signature. Any purchases made by clubs through AVI are permissible without signature by an authorized Officer/Staff member, because the University has a master contract on file with that entity. See copy below Request for New/Change to Fund Number 12

13 Request for New/Change to Fund Number Overview This form is used to request or change a fund number. The fund number is the number that the Business Office uses to identify your club or organization; it is unique to your group. This form is used to request a Fund number for a newly organized group or to request a change to your existing fund number which would commonly be a name change for the group or organization. A form can be obtained online at: Instructions: Indicate: Non-statutory or Statutory Date Fund Type The purpose of the fund Source of funding Financial Manger Proposed Fund Title (not to exceed 35 spaces, including blanks) All student Group fund request must be approved by the Student Club Advisor and/or Senate Advisor. The form should then be submitted to the Business Office. 13