St. Olaf College Student Organization Financial Training 2016-17

Financial Information Business Office Staff & Contacts Lawson Units & Accounting Credit Cards Forms Tax Exemption

The Business Office Tomson Hall Room 134 Contact People Toni Burt Accountant burt@stolaf.edu Accounting support Deb Juenke Accounts Payable juenke@stolaf.edu Check requests Tonya Malz Cash Manager malz@stolaf.edu Deposits and cash questions These are your 4 main contact people. Myself. I am your contact person regarding Lawson access and general questions. Tonya Malz, our Cash Manager will be your contact person regarding your organization deposits and cash questions. Deb Juenke and Jayne Kiesler are the Accounts Payable Associates. They are your contacts regarding your organization check requests and credit cards. We are located in Tomson Hall across from the Registrar’s ofc. Jayne Kiesler Accounts Payable kieslerj@stolaf.edu Check requests

To access Student Org Financial Forms on the web:

Student Org Financial Forms

Accounts Payable Check Request Use in addition to invoice provided by vendor Need accompanying W-9 for new vendors only. The deadline to submit requests to Student Activities for approval is Noon on Monday. Due to Accounts Payable by 5:00 p.m. on Tuesday so the check will be ready by Friday. Accounts Payable Check Request is used when no invoice has been provided. You will also need to provide a W-9 for all new vendors. The W-9 form can be found on the Treasurers web page. This form is due to the approvers Kris Vatter, Catherine Paro or Joe Briesemeister by no later than noon on Mondays. It is due in the accounts payable office by not later than 5 pm on Tues.

Travel/Reimbursement Form Attach original, itemized receipts. Must be signed and verified in Student Activities, BC 107. No reimbursement for sales tax paid. Gas receipts are not an acceptable reimbursement! If it is less than $100, cash can be received at the Business Office Window. Submit your direct deposit information only one time. This is an example of the travel expense/reimbursement form which is also accessed from the treasurers web page on the left hand side. Please attach all original itemized receipts. This does not include signature sheets. The form must be co-signed and verified by either Kris Vatter, Catherine Paro, or Joe Briesemeister. If the reimbursement is for less than $50, you can get cash at the Business Office window. If it is more than $50, accounts payable will issue you a reimbursement check. Your Reimbursement form must be turned in to Kris, Catherine, or Joe for verification by noon on Monday and then brought to the Accounts payable office by 5pm on Tuesday for you to get reimbursed by Thursday.

Mileage Reimbursements Volunteer Network orgs can choose to set any mileage rate up to $0.54 per mile. (VN policy) All other orgs can choose to set any mileage rate up to $0.25 per mile. (SOC policy) Airport run is $43.00 round-trip. Remember to include destination(s) and number of miles on reimbursement form. Attach a map that shows number of miles.

Business Office Deposit Form Business Office Hours: M-F 8:00 a.m.-4:30 p.m. A deposit drop-box is located in the hall under Business Office Window. All cash and checks must be added up. Remember to include a description! The Student Activities Office has a safe; they are happy to hold onto deposits until Orgs are ready to deposit them. Please don’t hold large sums of money in private residences! *Deposits should be dropped off daily. Fill in the total for cash deposited and the total for checks deposited. Also please remove all staples from checks that you are depositing. Please include an adding machine tape along w/ the checks incase of a discrepancy. Fill in 1 line in the allocation section w/ the total deposit (company, unit & acct). If you want to allocate the deposit to more than 1 unit or acct, you will need to use separate lines. Also, please fill in your name and extension at the top of the sheet, so you can be contacted if there is a discrepancy. *The acct # for most deposits is the misc revenue #46500. Also please remember to include a description. This is what you will see on the Lawson rpt so it needs to be something that will make sense to you. Lawson only allows 25-30 spaces for the description. *Your money & checks should not be kept unsecured overnight. Drop your deposit in the Business Ofc drop box in the hall way when the Business Ofc is not open. The Business Office hours are M-F 8:30-3:30.

Cash Advance Form Must be signed and verified in Student Activities, BC 107. The Org’s cash balance must be checked and approved by either the Office of Student Activities. Once approved, take the request to the Business Office. When sale is completed, return all funds to the Business office. Complete a Cash Advance Return form form to return original funds and a Deposit form to deposit the remainder in your Org unit. Form directions here

TAX EXEMPT St. Olaf College is a tax exempt entity in the state of Minnesota Our tax exemption number is 20133 Exemption certificates are available on the web:http://www.stolaf.edu/offices/treasurer/ ces.pdf Exceptions: Prepared Meals, Lodging (If it’s a service, we can pay tax, not for items) St Olaf is a tax exempt entity in MN! There are other states where we are also exempt, so if you are traveling, you can check with the Business ofc. The exceptions are prepared meals, lodging and car rental. Exemption certificates are available on the St. Olaf web site under Treasurer and accounting forms.

Notable Items Nonresident Aliens (NRAs) If your organization intends to pay any NRAs, contact Dave Brabec (507-786- 3022) well in advance of making any payment agreements Minnesota Nonresident Entertainer Tax 2% withholding on entertainers from other states. This includes speakers as well. If your organization intends to pay any nonresident alien speakers, performers, etc, please contact Angela at X3022 before making any payment agreements. Please include a W-9 for all new vendors with your check request. Both forms are available on the Treasurers web page. There is a 2% withholding on entertainers from other states. Reciprocity exceptions are WI, MI and ND.

Coding Company (3) - Unit (5) - Account (5) Required Required Required Changes based on transaction type Co. always 010 Specific to your org Use this for your code structure for Lawson or on your accounting forms. The staff in Student Activities or Business Office can help – this is NOT something you’ll ever be tested on! The company will always be 010 The Unit is your organization # which is a 5 digit # and your account code is also a 5 digit # which is a description of the expense such as supplies, postage, etc. The sub account is optional, but is defined by group such as treasurer, president, etc. They will always be 99 and then the 4 digit sub account #. Office of Student Activities staff can help!!

Frequently Used Accounts Lists accounts used most often by student organizations. This list can be found http://wp.stolaf.edu/trea surer/frequent-accounts/ Staff can help – this can be confusing… This is the example of the frequently used accounts list which can be accessed on the right hand side of the treasurers page. Most accounts you will be working with are operating accts 60,000-79999. 40,000 is revenue accts, 60,000 is operating expenses such as 62,000 is office supplies, 67,100 is mileage, etc.

Accessing the Lawson Web If you’re listed as a member in Org Database, you have Lawson access. To access the Lawson web, again to go quick links and click on Lawson budget reports.

Same as email sign-on Log in with your email name and password. Note: Not actual lawson, but program created by IIT to get info out of the Lawson database—delays in processing Helpful hints at bottom of page Same as email sign-on

Go back to the Main Screen: Check the box of the report you would like to view Select the fiscal year Select the “View Reports” button

Budget Variance Report

Variance: the difference between the budget column and actual column Variance: the difference between the budget column and actual column. Most student organization units do not get budget numbers loaded into Lawson. Reference the Actual column total for the balance of your unit.

(Credit) Balance = Available balance Parenthesis = Positive Overall grand total actual column when no budget entered, (credit) means available, debit+ means overspent When there is a budget entered, grand total of actual should be less than or equal to budget column (Credit) Balance = Available balance Parenthesis = Positive Debit Balance - Overspent In this example, the organization overspent by $262.50.

Check Excel format Click Open

Click “Clear Report Choices” before selecting a new report.

Help! has info on Lawson web as well as Excel tips.

Credit Card Checkout Reminders Credit Card Rules Credit Card Checkout Reminders Things to Do: DO get itemized receipts that include the price for every item purchased. A $1/day/receipt late fee will be charged for every day receipts are missing past check-in date. DO provide a list of everyone who goes out to eat. DO use good judgment when making purchases. No alcohol, no gas, etc. Things NOT to Do:  DO NOT check out the credit card for more than 48 hours. A $10/day late fee will be charged for every day the card is not returned past check-in date. DO NOT lend the card out to someone else to use. It's been issued to you and is your personal responsibility. If you are found lending your card out, your credit card privileges will be revoked. DO NOT pay sales tax. Exceptions include prepared food (restaurants) and lodging. You will be responsible for any sales tax that you pay. DO NOT use the credit card to pay for gas. DO NOT use the credit card on campus, (the Bookstore, the Pause, the Cage, etc.). Student orgs will have to check out department cards to pay for on campus transactions. *Note: We have special tax exempt cards to be used at Menard's and Cub.   If you lose the card, call Evan Lebo (C: 715-220-3238) or Kris Vatter (C: 507-210-7730) and let them know ASAP. If any charges are made, you are personally responsible (not the organization) for the charges. Evan DO NOT use the card for subscriptions or recurring payments (e.g. no webpages). When you drop the credit card off, let us know if there are back-orders or any special circumstances. Make a note on the sheet.

Credit Card Check Out Evan

Credit Card Wallet Note for Amazon: As of October 2014, Amazon.com began assessing sales tax for its orders. The OSA has an Amazon account that has a tax-free status built in. Ask Laura to make any purchases you may need from Amazon without incurring taxes. Evan

Other Notable Things Paying Speakers/Performers: If your organization intends to pay anyone outside the college for services rendered (speaking fee, transportation, performance, etc) the OSA needs to be informed well in advance. Often times these engagements require a contract. We can help you with this! Paying Students: If your organization intends to pay a St. Olaf student for services rendered (photographer, coach, etc.), the payment must be hourly, via student employment, paid out of the org’s budget. Stop by the OSA in advance to get that set up!

Fundraising Fundraising Request and Checklist: stolaf.edu/sa/fundraising Ole Cards Credit Cards In-person sales on-campus Reserve system minimum one week in advance Need to know names of students managing sales Laptop Device and training provided Can do ticket sales and sell goods via University Tickets, but cards cannot be swiped, only entered. IgniteCX is an online portal orgs can use to take donations—NO OTHER SITES Contact OSA with further questions. NO RAFFLES NO ALCOHOL

Have a great year! Thank You