Business Office Procedures for Student Organizations Budget Reports Reimbursements Payment of Visiting Artists and Speakers Travel Policies

Viewing budget reports BUDGET MANAGER access through thehub.carleton.edu log in>students>student organization budgets Highlight your account number View in browser or download to Excel Summary report Shows allocated budget less actual expenses Click on blue for expense detail Detail report

Viewing budget reports Making Deposits Bring to Business Office cashier Provide organization account number Provide description for the deposit Year end balance does not roll forward EXCEPTION: Fundraising money It is your responsibility to contact the Business Office before the end of the academic year and specify the funds that are eligible to roll forward

Reimbursement : Making the Purchase Reimbursement process is the most typical One or more group members will pay the initial cost with personal funds Obtain a detailed receipt Original receipts must include an itemized list of all purchases The Business Office will not accept credit card slips that include only the transaction total This is most often an issue with meals. Mileage – submit mileage rather than gas receipts

Reimbursement: Making the Purchase Larger Purchases Susan Benson in the Business Office can assist with larger purchases, hotel reservations, etc. by using her Carleton VISA card Contact Susan at to set up an

Reimbursement: Making the Purchase Do not pay sales tax Carleton is exempt from MN sales tax Exceptions: hotels, restaurants Present cashier with copy of exemption certificate Certificate of exempt status available on Bus. Office website under “Carleton’s Reference Documents.” Students will NOT be reimbursed for sales tax paid on exempt purchases

Forms are available from… Kiosk outside Bus. Office Outside CSA office Bus. Office website under “Forms and Policies” Attach required documents to back of form (i.e. receipts, contracts or W-9s) Reimbursements MUST be turned in within sixty (60) days of the purchase Reimbursement : Submitting the Check Request Form Sample Check Request

Reimbursement : Submitting the Check Request Form Obtain Organization Account Number Org. officers can log on the Group Admin. Page on the CSA website. Go to Group Profile and scroll down to Internal Information. or contact Susan Benson at ext or contact CSA treasurer

Reimbursement : Submitting the Check Request Form Required Signatures Student organization president or secretary: all requests CSA treasurer: all checks made out to students, all requests over $500 Checks processed every Thursday morning Wednesday noon is the deadline for receiving approved forms

Payment of Visiting Artists and Speakers Event Planning Worksheet Bus. Office Website under Forms and Policies Contact Campus Activities Contract To set up a contract, contact Campus Activities if you are not working with another office. Students may not enter into contracts on behalf of the college. A written contract between the college and the visitor must be submitted with the check request. Requests without contracts cannot be processed.

Payment of Visiting Artists and Speakers W-9 form The Business Office is required to have a W-9 IRS form completed by new visitors before they receive payment. The Business Office will not release payment without one. The W-9 can be included with the check request or submitted beforehand The form can be found on the Bus. Office website under “Forms and Policies” or at irs.gov If the visitor has previously performed at Carleton, we may already have a W-9 on file. Students may contact the Business Office if they are unsure.

Payment of Visiting Artists and Speakers MN nonresident entertainer tax Visitors who are not Minnesota residents are subject to a 2% nonresident entertainer tax that will be withheld from their compensation Residents of Wisconsin, Michigan and North Dakota are eligible for exemption from this tax. Please contact Shari Mayer at if the performer meets this criterion.

Travel Policies Follow travel expense guidelines (on back of check request form) Information regarding rental cars found on Bus. Office website under “Purchasing.” Mileage reimbursement only, not gas receipts

Travel Policies: Taxes Travel expense reimbursements are considered taxable income Exceptions Competitive teams formally representing the college (e.g. IRC/MUN, Mock Trial, Quiz Team) Presenting a paper as a representative of Carleton College The college does not withhold taxes from reimbursement. It is the student’s responsibility to report payments on tax returns