The Treasurer’s Workshop

1. The Treasurer’s Workshop or How To Fill Out Those Forms September, 2013

2. Accounting/Treasurer Web Site http://www.wpi.edu/offices/finops/controller-forms.html • Includes: • Cash Receipt (Deposit) • Check Request • Expense Report (Reimbursement) • Inter-Departmental Transfer (IDT) Worcester Polytechnic Institute

3. Check Requests forContract Entertainers • Check Request Timeline • 20 Days Prior to Event • Contract signed by artist and the Assistant Director of Student Activities • W9 from Artist unless they have performed here before • Fill out Check Request online. • Print out the completed form • Make a copy of Check Request and Contract for your Organization’s records. • The TREASURER should sign “Originator’s Signature” and print name on the next line. Worcester Polytechnic Institute

4. Check Requests ForContract Entertainers (cont.) • Paper clip contract, W9, and check request together and deliver to SAO. • Be sure the following are correct: • Artist or Agency • Address • Special Handling Instructions • Use “Send to Dept.” • “Your Organization c/o Student Activities” • Description/Purpose • Contracts must be signed by the Student Activities Office By submitting request 20 days prior and having it sent back to SAO ensures you will have your check in time for the actual performance. Worcester Polytechnic Institute

5. Check Requests ForContract Entertainers (cont.) • Fabrication Component leave blank • Partial payment check no • Invoice Number – Leave blank or type “Contract” • Invoice Date – Date the Contract Is Signed • Amount – Amount stipulated in the contract • Fund and Org– Your organizations specific 5- or 6-digit code • Use 7646 as the Account Number for all Programming Worcester Polytechnic Institute

6. Check Requests for Invoices • Be sure the following are correct: • Company Name/ Address • Take both directly from the invoice. • If it is not a vendor that you have used before get a W9 • Check off “Mail w/ Enclosure” • Under “Purpose / Description”, type in your organizations name (capitalized) and be as specific as possible when describing the event. • Check the box for original invoice. Worcester Polytechnic Institute

7. Check Request for Invoices (cont.) • Fabrication Component leave blank • Partial Payment check the box NO • Invoice # - Check the Invoice… It’s on there! • Invoice Date – That’s also on the invoice. • Amount – It’s usually the largest dollar amount on the invoice. • Multiple Invoices – If you have multiple invoices from the same company… throw them all on, you’re saving three pieces of paper. Each Invoice receives its own line. Worcester Polytechnic Institute

8. Account Codes(most usually seen on a check request) • 7647 – Competition Costs • Motorsports paying to race their cars in a competition • SMAS paying a registration fee to compete in a live action role playing game • 7181 – Equipment • LnL purchasing new lights • TechNews purchasing a camera • 7185 – Equipment Rental • CSA rents DJ equipment for an event • 7222 – Food • Chinese Student Organization orders special food for the Chinese New Year • 7131 – Postage • SocComm pays FedEx for sending a contract overnight • 7646 – Programming • Any contract entertainer or other purchased service that is an event • 7311 – Travel • SAS takes a bus of students to see Templeton, MA Worcester Polytechnic Institute

9. Inter-Departmental Transfer What an IDT is: • A document authorizing a transfer of funds between two or more organizations on campus. When an IDT is most commonly used: • Charges for Campus Police, Lens and Lights, or Plant Services • SGA allocating additional funds to your organization through an SFR Other situations include: • When co-sponsoring an event with an organization Worcester Polytechnic Institute

10. Inter-Departmental Transferfrom Campus Police, Plant Services, and Lens and Lights Plant Services • Plant Services will send to your organizations’ mailbox their own IDT • You are responsible for filling in your organization’s Fund and Org number, signing it, and submitting it to SAO • Use Account number 71972 Campus Police • Campus Police will send to your organizations’ mailbox their own IDT • You are responsible for filling in your organization’s Fund and Org number, signing it, and submitting it to SAO • Use Account number 71971 Lens and Lights • Lens and Light s will send to your organizations’ mailbox their own IDT • You are responsible for filling in your organization’s Fund and Org number, signing it, and submitting it to SAO • Use Account number 71973 Worcester Polytechnic Institute

11. The From Department is the person giving the money. Please attach any documentation as to why the IDT is being submitted . The Charge side is for the fopal of the department that the money is coming from. Give an accurate description at the bottom with a date if possible. Worcester Polytechnic Institute

12. The Expense Reimbursement Worcester Polytechnic Institute

13. The Expense Reimbursement Account Distribution In this example: This shows just one item but you can list many. Remember to change the account code to reflect whatever the reimbursement is for like supplies, food, etc. Always double check the total reimbursement box to make sure it is correct. Designate whether you want a check sent or direct deposit. If check, place the address to where it should be sent in the box. Do not put both a check for direct deposit and also list your address. Worcester Polytechnic Institute

14. Expense Reimbursements • There are presently three signature lines on the reimbursement form • Student Signature – The person claiming the reimbursement • Approver Signature– The treasurer unless the reimbursement is for that person, then the president should sign this line. • Approver’s Printed Name Worcester Polytechnic Institute

15. Expense Reimbursements Copies of Receipts and Reimbursement Forms The organization should keep a copy of all forms and receipts submitted. Place the completed documentation with all original receipts paper clippedtogether. If it is an online order, it needs to show the type of payment like paypal or credit card. If it is by credit card the receipt needs to show the last 4 numbers of the card. Bring the completed form with receipts attached with paper clip to the SAO Worcester Polytechnic Institute

16. Cash Receipt Form(Deposits) • Date: date deposit prepared • Dept: your organization’s name • Prepared by: person who counted money • Your Fund and Org • Your account is “7649” for fundraised income • Examples: • Ticket Sales as cash • Sponsorship • Alumni Donation • Ticket Sales from a check • ALL CHECKS MADE PAYABLE TO WPI Worcester Polytechnic Institute

17. Cash Receipt Form(Deposits) • Procedure • Check and double check to insure proper amounts are on forms • Take the form to the Treasury Office, Boynton Hall, 2ndFloor • They will verify the amount is correct and initial the sheet. Then they will make you a copy. • Bring it to SAO where they will make another copy for the files. • You keep one copy as your receipt for your files. • Fund Raised Income • Should be deposited within three days of receiving income • SAO can provide a secure place for your money, if you can’t make the deposit right away Worcester Polytechnic Institute

18. Questions? Additional Resources • Student Activities Office • Sandy Liberatore • sjliberatore@wpi.edu • SGA Treasurer • Sga-treasurer@wpi.edu Worcester Polytechnic Institute