St. Olaf College Student Organizations’ Financial Orientation

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

The Business Office Tomson Hall Room 134 Tonya Malz Cash Manager Deposits and cash questions Toni Burt Accountant Accounting support Deb Juenke Accounts Payable Check requests Contact People Jayne Kiesler Accounts Payable 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.

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 $50, cash can be received at the Business Office Window. Submit your direct deposit information only one time. Travel/Reimbursement Form

Mileage Reimbursements Volunteer Network orgs can choose to set any mileage rate up to $0.56 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!

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 Deposit form to return original funds and 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 Exemption certificates are available on the web: ces.pdfhttp:// ces.pdf Exceptions: Prepared Meals, Lodging (If it’s a service, we can pay tax, not for items)

Notable Items Nonresident Aliens (NRAs) If your organization intends to pay any NRAs, contact Angela Iverson ( ) well in advance of making any payment agreements Minnesota Nonresident Entertainer Tax 2% withholding on entertainers from other states. This includes speakers as well.

Coding Company (3) - Unit (5) - Account (5) SubAcct (4) Required Required Required Optional Office of Student Activities staff can help!! Co. always 010 Specific to your org Changes based on transaction type

Frequently Used Accounts Lists accounts used most often by student organizations. This list can be found surer/frequent-accounts/ Staff can help – this can be confusing…

Accessing the Lawson Web If you’re listed as a member in Org Database, you have Lawson access.

Same as sign-on

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

Budget Variance Report

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 Debit Balance - Overspent In this example, the organization overspent by $

Select the TR button to view the transaction detail.

Example of transaction detail:

Transaction Reports Will take you directly to the transaction detail. Can be run year-to-date or by period. Can export transactions directly to Excel.

Click Open Check Excel format

The transaction data will be exported to Excel. Now you can sort, filter, subtotal, etc. as needed.

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

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

Credit Card Rules Do Not use the card for subscriptions or re-occurring payments When you drop card off – let us know if there are back-orders or special circumstances. Make a note on the sheet. Credit Card Checkout Reminders Things to remember: 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 make purchases. No alcohol, no gas, etc. 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 at K-Mart. 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. Special Case: we have a special tax exempt card to be used at Menard's If you lose the card, call Joe Briesemeister ( ) or Kris Vatter (C: ) and let them know ASAP. If any charges are made, you are personally responsible (not the organization) for the charges.

Credit Card Check Out

Credit Card Wallet Amazon.com: 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. Stop by the office to make any purchases you may need from Amazon without incurring taxes.

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!

Sales and Credit Cards Ole DollarsCredit Cards Still working on a system for CC sales. Can do ticket sales via University Tickets, but cards cannot be swiped, only entered. Contact OSA with further questions. 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

THANK YOU Have a great year!