Spring REGISTERED STUDENT ORGANIZATIONS Financial Policies & Procedures Manual

Size: px
Start display at page:

Download "Spring 2014. REGISTERED STUDENT ORGANIZATIONS Financial Policies & Procedures Manual"

Transcription

1 Spring 2014 REGISTERED STUDENT ORGANIZATIONS Financial Policies & Procedures Manual

2 FINANCIAL POLICIES AND PROCEDURES FOR REGISTERED STUDENT ORGANIZATIONS INTRODUCTION The University, by allowing Student Organizations to register on campus, permits them to conduct certain activities, one of which is the collection and management of funds for organizational programming. Consequently, any funds allocated to or collected by such Registered Student Organizations are University funds, subject to University Policies & Procedures. As part of the University registration procedure, all Registered Student Organizations and their officers or responsible members agree to abide by University policies governing student activities. Accordingly, the following policies/procedures have been established to govern all financial involvements of Registered Student Organizations. Resources for RSOs, Treasurers Manual (http://www.udel.edu/usc/pdf/treasurer.pdf)

3 Table of Contents Table of Contents... 1 FINANCIAL RECORDS... 2 Treasurer Responsibilities... 2 ACCOUNTING PROCEDURES... 4 Checking Accounts... 4 Deposits of Revenue (cash or check)... 5 Expenditures... 7 Dues... 8 Contracts (Agency, Bands, DJs, etc.)... 9 UNIVERSITY DEPARTMENTAL BILLING UD Internal Accounts UNIVERSITY GUIDELINES Events with Movies or Television Shows: Payroll Travel Reimbursements No-Show Fees CAMPUS SALES AND SOLICITATIONS Regulations Procedures ALLOCATIONS BOARD FINANCIAL REVIEWS Policies Violation of Financial Policies Policy on Conflict of Interest and Ethical Conduct

4 FINANCIAL RECORDS Treasurer Responsibilities 1. Every Registered Student Organization treasurer is required to attend a mandatory training session once per academic year. 2. Treasurer s Files: Every student organization is required to keep the following records in their treasurer s file: a. Ledger sheets (see Figure 1) b. Bank deposit slips b. Bank deposit receipts c. Official Student Involvement Membership/Dues Payment Record if applicable (See Figure 2) Figure 1.Sample Ledger Sheet treasurer s responsibility to list all the RSO financial activity. 2

5 Figure 2. Membership Form (found online at Equipment Inventory Every organization is required to submit an RSO Equipment Inventory Form regardless of whether the organization has equipment and/or instruments or not. This list shall include brand names, model and serial numbers, colors, and any other descriptive material that will serve to clearly describe the items. ANY RSO equipment needs to be authorized by the Student Involvement Office and maintained on University Property. This form is to be completed at the end of every academic year and can be found on Student Central at this link: https://udel.collegiatelink.net/form/start/

6 ACCOUNTING PROCEDURES Checking Accounts 1. The appropriate personnel from the Student Involvement Office will make arrangements with a commercial banking firm to establish checking accounts for Registered Student Organizations at the University. All the funds of Registered Student Organizations will be maintained in a University authorized checking account. 2. The University has designated the Senior Associate Director of the Student Centers for Student Involvement as the individual through which bank officials may direct on-going correspondence or communications regarding the accounts. 3. Receipts must be brought to the Student Involvement Office for processing. The treasurer must attach the receipts to a completed reimbursement form and place it in the bin located in room 015G Perkins. The signed, authorized check will be ready for pick up no later than a week from when it was dropped off. 4. RSOs can only submit reimbursements for expenses that occurred during the current semester. Fall expenditures can only be reimbursed in the fall semester. Spring expenditures can only be reimbursed in the spring semester. 5. Every RSO can request the standard budget of $800 once per academic year. This form can be found on Student Central at this link https://udel.collegiatelink.net/form/start/ Checking account balances will be maintained at $10.00 or higher. 6. A completed ledger of expenses and deposits must be maintained in the club s treasury file. 7. The USC credit/debit card can only be used when a business will not accept payment by check. It can only be used for purchases in excess of $750. The only member of an RSO that can use the credit/debit card is the Treasurer. 8. RSOs cannot use Kickstarter, IndieGoGo, PayPal, GoFundMe, or any other intermediary to raise or collect money. RSOs looking to collect money should have checks sent to the Student Involvement Office or have debit/credit card payments processed by the Office of Student Development. 9. RSOs can only donate money to organizations designated with a 501(c)3 status by the IRS. RSOs cannot donate money directly to individuals or families. 4

7 Deposits of Revenue (cash or check) 1. All monies received, whether cash or checks, must be deposited into the University authorized checking or UD Internal account designated for the organization. All deposits must be made within 24 hours after receipt. 2. The total amount of the deposit must be entered immediately on the ledger. Revenues for different events should be deposited on separate deposit slips for easy reference. 3. All checks received for deposit by an organization must be endorsed with the group name "For Deposit Only" with the organization s checking account number within 1 1/2" of the top edge of the check. 4. To make a deposit: List all cash on the "cash line" of the deposit slip List all checks being deposited (check # and amount) Fill in the total amount of the deposit Be sure to indicate the organizations' name and account number if you are not using pre-printed deposit slips. 5

8 5. If you are making deposits containing a large number of checks for the same amount (i.e. dues) we recommend that you prepare your deposit in either the Event Services Office or Student Involvement Office. Also, you should have a listing of dues paying members including the amount of dues they have paid and their check number. 6. Deposits must be made at a Deposit Drop in Trabant or Perkins. See below for detailed instructions: 7. To use the Day/Night Depository on the first floor of the Trabant University Center: Have your deposit slip completed. Paper-clip or rubber-band the deposit slip, cash, and checks together. Make sure all denominations are clipped neatly together and are facing the same direction. Obtain a deposit bag (Trabant Center Event Services Office, Room 103) Insert deposit in the bag and seal it. Remove the tear-off strip which bears the deposit bag number and write the date and dollar amount of the deposit on the strip. Retain this strip and bring it to the Student Involvement Office after your deposit has been made. Sign key list to obtain deposit key. Use key to open the Day/Night Depository located in the front lobby of Trabant. Then, drop your deposit bag in. Re-open the Depository to ensure your deposit bag has gone down the chute. The deposit should be posted on the ledger kept in the treasurer s file. 8. To use the Day/Night Depository on the first floor of the Perkins Student Center Have your deposit slip completed Paper-clip or rubber-band the deposit slip, cash, and checks together. Make sure denominations are clipped neatly together and are facing the same direction. Sign out a deposit bag by filling out the deposit bag list (Perkins Center Events Services Office, Perkins Room 107) Complete information on the bag, insert the deposit, and seal it. Remove the tear-off strip which bears the deposit bag number and write the date and dollar amount of the deposit on the strip. This is to go in your file in the Student Involvement Office after your deposit is made. Drop deposit bag in Day/Night Depository (located near the information desk in Perkins) Re-open the Depository to ensure your deposit bag has gone down the chute. The deposit should be posted on the ledger kept in the treasurer s file. 6

9 Expenditures 1. ALL PAYMENTS FOR EXPENSES WILL BE MADE BY ORGANIZATION CHECK. Under no circumstances may cash or checks payable to the organization be used to pay a bill of the organization. A. Expenses are to be recorded on the checking account ledger. Items to be entered for each transaction are: date, payee, and purpose of the expense. Deduct the amount from the prior balance in the balance column and enter the new balance. Reference Figure 1. B. Treasurers must provide all original bills, receipts, and invoices to the Student Involvement Office for payment. Copies are not permissible. Treasurers have 30 days from the date of purchase to bring the receipts to the Student Involvement Office. C. A reimbursement form must be completed for all reimbursements. 2. Members of an organization may not incur financial obligations which will bind subsequent members to debts during subsequent fiscal years. Exceptions may be made only by the Senior Associate Director for Student Involvement. 3. Reimbursements for the current, fiscal year must be completed in time to clear the bank by June 30th. 4. Receipts must be provided for all reimbursements. 5. One check will be written to reimburse one person for multiple receipts. 6. Receipts from restaurants serving alcohol must be itemized. You should inform the server of your requirements prior to ordering. The charge card receipt will only show meal total and tip. 7. CLUB FUNDS CAN NOT BE USED TO REIMBURSE FOR ALCOHOL! 8. Executive boards are prohibited from using the standard allocation or club dues to pay for executive meals. Executive Boards may hold banquets at the start and end of the school year for leadership but no more than a total of $200 of the Standard Allocation can be used on executive banquets. Failure to adhere to this policy will result in the members either not being reimbursed or a poor financial review. RSOs are permitted to use deposited revenue and donations to pay for such banquets. RSOs are permitted to use its' Standard Allocation to pay for food expenses at events open to the entire campus. However, clubs are encouraged to require payment to better offset club expenses. 9. Receipts for Gas: Receipts submitted for reimbursement of travel expenses must include a mandatory trip form, gas receipts, and mileage information. RSOs will not receive 100% reimbursement of gas expenses unless it is proven that the mileage travelled equals the gas used or if the RSO traveled in a vehicle from Motor Pool. 10. Gift Cards: If RSOs purchase gift cards as gifts or prizes, the treasurer must provide the name and student ID # of the student receiving the gift card. Gift cards cannot be used in lieu of 7

10 RSO checks for payment and RSOs cannot purchase gift cards that act as credit cards (American Express, Visa, etc.). Dues Treasurers Resources (http://www.udel.edu/usc/forms.html) Dues collected must be recorded either on the official Student Involvement Office Membership Form or on the form provided to the regional, national, or international organization, if applicable. A copy of the form must be kept in the club s treasurer s file. Items to be recorded are as follows: date, name, amount collected, type of payment (cash or check), and dues amount required per member per year or semester and amount due to regional, national, or international chapter. Dues to a local, regional, or National chapter cannot be paid directly from the standard budget. Any RSO required to pay dues must collect enough money from its members or fundraisers to cover dues. 8

11 Contracts (Agency, Bands, DJs, etc.) Treasurers Resources (http://www.udel.edu/usc/forms.html) When your group is working with an outside agency that is providing a service; fund-raising activity, entertainment, speaking engagement, etc., it is important that a contractual agreement be made between your organization and the outside agency. The Student Involvement Office provides Contract blank forms which you can use to make a contractual agreement with an outside agency or artist. If the fee is under $1,000, a RSO check can be used. If the fee is $1,000 or more, payment must be processed through the University Procurement Office. We will also need the artist to complete a UD W-9 tax form. A minimum of 4 weeks is required for the check to be processed and ready. Be responsible and plan accordingly in order to have the check ready for the artist in time. The final contract must be reviewed and approved by the Senior Associate Director for Student Involvement or designee prior to submitting to the outside agency or artist You cannot sign any contracts. None of your group members can sign any contracts. The Artist Contract Blank should be used when paying for the services of the DJ, Band, Speaker, or other performing artist. The Co-Sponsorship Blank should be used when the organization is sharing the expenses of an event with another organization or has been promised monetary support from another organization, campus department, or other source. The Vendor Contract Blank should be used when an organization is sponsoring an outside vendor on campus and will be taking a portion of the revenue that is raised by the Vendor. The Instructor Contract Blank should be used when an organization is paying for the services of an instructor. 9

12 RSO s cannot sign: Artist Contract RSO s can sign: Co-sponsorship Contract Vendor Contract 10

13 UNIVERSITY DEPARTMENTAL BILLING UD Internal Accounts 1. UD Internal account numbers will be maintained for each organization to accommodate billing by University departments. The Student Involvement Office has the internal account numbers assigned to each organization and must authorize use of your internal account. 2. UD Service departments, Request Services/Equipment for Campus Events (http://www.udel.edu/usc/forms.html) on campus will assess charges for services rendered against this internal account after the service has been provided. The following UD departments will bill in this manner: Media Services Dining Services Facilities (Movers, Custodians, Electricians, Plumbers, Grounds) Motor Pool & UD Transit Public Safety Quick Copy & Graphic Communications 3. UD Internal Account Statements are generated monthly and only when services have been performed and billed. The Student Involvement Office receives the statements to review. The Student Involvement staff will notify the treasurer when charges occur. 4. Payments for UD services will be made by check payable to the University of Delaware by the staff of the Student Involvement Office. The Notice of Bills Due form will serve as an explanation for expenditures. When the treasurer receives the Notice of Bills Due form in their treasury file, they must update their ledger. 5. The Senior Associate Director for Student Involvement or designee may investigate if problems arise in transactions involving a University service department and a Registered Student Organization. 6. All Registered or Chartered organizations must have enough funds to pay all debts to the University within 30 days. If their accounts become delinquent, then University privileges and/or recognition may be suspended. The Student Involvement Office will place notices of bills due in the organization s treasurer s file informing them of the bills received. NOTE: Some service departments do not charge for the delivered services immediately. Funds must be maintained to cover future bills. 11

14 UNIVERSITY GUIDELINES Events with Movies or Television Shows: Student organizations who want to have an event in which they show a movie can only do so through obtaining public showing rights through a college distributor. Regardless of whether your event has an admission charge or is free; regardless if the event is open or just for invited guests; and regardless of whether or not you own the movie or DVD, it is a violation of federal copyright law to show a movie on campus without securing the rights. Payroll Registered student organizations funded totally or partially by the University are discouraged from using any of their funds to reimburse individuals for work done for the organization. If, however, an organization believes it is essential to pay employees, prior approval must be granted by the Senior Associate Director for Student Involvement or designee and they will be paid through the University s Payroll System. Travel Reimbursements The use of personal vehicles by students for travel for recognized student organization purposes is strongly discouraged. If a student drives his/her own vehicle for recognized student organization purposes, then the student assumes the risk associated with the vehicle use. Although it is normally the policy of the University not to utilize University funds to cover the cost of student travel there may be occasions that might warrant an exception to this policy. If a Registered Student Organization believes an exception should be made, the following policies and procedures must be adhered to: A. Money to reimburse student travel must have been budgeted by the organization and approved by The Allocation Board or the Senior Associate Director for Student Involvement. B. The following travel limitations are the maximum amounts that may be reimbursed according to University policy. Each request, however, will be considered on its own individual merits within the funds available. 1. Before taking a trip by automobile, approval from the Senior Associate Director of Student Involvement or designee must be obtained. (See Policy and Procedures for Student Organizations use of University Vehicles, Travel by RSOs (http://www.udel.edu/usc/policy.html) If a University vehicle is used, mileage will be charged to the student organization: tolls and parking may be reimbursed to the driver. Receipts must be obtained. Credit cards for gasoline may be obtained at Motor Pool and must be used if gasoline is needed. When signing the receipt for gasoline, the individual should sign his or her own name and indicate the name of the organization he or she is representing. Receipts for Gas: Receipts submitted for reimbursement of travel expenses must include a mandatory trip form and include mileage information. RSOs will not receive 100% reimbursement of gas expenses unless it is proven that the mileage travelled equals the gas used or if the RSO traveled in a vehicle from Motor Pool. 12

15 2. Hotel accommodations: It is expected that minimum hotel rate accommodations will be requested, taking advantage of any convention or educational discounts. 3. Meals: Meal costs must be itemized and receipts must be attached. NO REIMBURSEMENT FOR ALCOHOLIC BEVERAGES 4. Miscellaneous Luggage, telephone, and service charges should be itemized on the request for reimbursement, not included as part of the hotel bill. Taxi, bus and subway charges should be itemized. Registration fees must be supported by a receipt 5. Arrangements for meals for candidates or official guests visiting the University should be made utilizing University facilities. No-Show Fees If your organization is no longer going to need a room reserved by the organization, an event cancellation form must be completed or the organization will receive a no show fee! Complete the online event cancellation form in order to cancel an event. Cancellations must be made by 3:30 p.m. on the last business day before the scheduled event or charges will be incurred. The form can be found at the following address: Reserve a Space on Campus (http://www.udel.edu/usc/forms.html) CAMPUS SALES AND SOLICITATIONS NOTE: All funds derived from on-campus sales/solicitations, admissions, charges for events, and any funds derived from programs and services rendered or sale of goods must be deposited in the organization's University supervised checking account or Internal account. Deposits of these types of revenue require a Sales & Solicitation form (see sample right). Reference the Sales & Solicitation Policy section of this manual for further information. 13

16 Regulations By definition, sales/solicitations includes solicitation of information, membership, admissions, charges for events, donations, and any funds derived from programs and services rendered or sale of goods. 1. All on-campus sales/solicitations by Registered or Chartered Student Organizations, Fraternities, and Sororities must be authorized by the Associate Director of the Student Centers for Event Services, Room 103 Trabant University Center or Room 107 Perkins. Guidelines for granting or refusing authorization for sales/solicitations are available from the Associate Director of the Student Centers for Event Services. A student organization sales/solicitation form must be completed before the authorization process is finalized 2. All funds derived from on-campus sales/solicitation must be deposited within 24 hours to the organization's University internal account or University supervised checking account. After expenses are paid from either account, the remainder of funds may be used only to support the on-campus programming activities of the organization. (Exceptions are made in the case of funds received as part of a religious worship service and in the case of solicitations for nonreligious, off-campus charitable organizations as defined by the Internal Revenue Service.) 3. Registered or Chartered Student Organizations may not conduct sales/solicitations on a "door-to-door" basis in University facilities. 4. Certain fund-raising activities are regulated by the State of Delaware such as the sale of food and games of chance. The sale of food that is not commercially prepared and packaged is prohibited by state law. If considering doing an event involving games of chance, please contact the Student Involvement Office before the event. NOTE: ALL GROUPS MUST FILL OUT A SALES/SOLICITATION FORM IN 103 TRABANT OR 107 PERKINS WHEN COLLECTING FUNDS ON CAMPUS. 5. Off-campus individuals or firms are not permitted to conduct sales/solicitations on campus except when sponsored by a University department, registered or chartered student organization, or a Community Council. Specific criteria for the authorization of such sales are available from the Associate Director for Student Centers for Event Services. 6. Charted fraternities and sororities must obtain authorization from the Associate Director of the Student Centers for Event Services for sales/solicitation conducted on campus outside its own houses. In-house sales/solicitations procedures should be determined by negotiations between the local chapter and its Alumni Housing Corporation. 7.Registered or Chartered Student Organizations desiring to use a dining hall as the site for sales/solicitation must obtain authorization from both the dining hall manager and the Assistant or Director of Dining Services as well as the Associate Director for Student Centers for Event Services. 8. Authorization to sell on campus does not constitute an endorsement by the University of either the product sold or service rendered. For information about these activities contact the Associate Director for Student Centers for Event Services. 14

17 9. Failure to comply with the provisions of the Sales/Solicitations policy could result in the loss of organizational recognition and possible referral to the Office of Student Conduct. All registered or chartered student organizations may not engage in off-campus fund raising activities without the permission of the Office of Student Involvement. All Registered or Chartered organizations must pay all debts to the University within a reasonable period of time. If their accounts become delinquent, then University privileges and/or recognition may be removed. Questions regarding the sales/solicitation procedure should be addressed to the Associate Director of the Student Centers for Event Services. All policy interpretations will be made by the Office of Student Conduct. Procedures Consistent with the University's Table/ Kiosk Use Policy, the following are the general procedures that registered student organizations must follow in order to gain approval to conduct a campus sale or fund solicitation: 1. Registered Student Organization or Chartered Student Organization representatives must apply to the Associate Director of the Student Centers for Event Services (103 Trabant Center) for permission to conduct a campus sale or fund solicitation. Organizations desiring to charge admission at programs or events will be required to have a space reservation form. If the organization desires to conduct a general (public) fund solicitation, the organization will be required to complete a space reservation form which will include the preferred location and proposed dates. 2. When the nature of the sale or solicitation is determined, the Associate Director of the Student Centers for Event Services or designee will instruct the organization representative regarding appropriate accounting procedures and will provide detailed guidelines regarding the manner by which sales and funds solicitations must be conducted. OFF CAMPUS SOLICITATIONS CORPORATE SPONSORSHIP/APPROACHING BUSINESSES FOR FUNDING Registered Student Organizations ARE NOT PERMITTED TO APPROACH CORPORATIONS, BUSINESSES, COMPANIES, ETC for the purposes of seeking funding, sponsorship, underwriting, or any type of financial solicitation. Registered Student Organizations may approach Main Street vendors for gift certificates, prizes, or fund-raising activities where a percentage of the vendor s sales on a given day are donated to the RSO. If a Registered Student Organization would like to solicit other types of businesses then the following procedures must be followed: 15

18 AUTHORIZATION Interested RSOs must submit a written request to the Student Involvement Office detailing the following information: Purpose of solicitation Who will be solicited? Timetables for solicitation Who is responsible for creating and producing the solicitation? How and by whom the solicitation will be made If approved by the University Student Centers, the proposal will move forward to the Vice President of University Development and Alumni Relations for final review and authorization. The Office of University Development must authorize all solicitation on behalf of the University and its affiliated programs, including student organizations. If the solicitation request is authorized, University Development's senior leadership will determine the appropriate solicitation strategy, including priority, timing, processing and acknowledgement procedures, and any necessary modifications. The Office of University Development will have final approval of all letters, texts, scripts, and other components related to such solicitation. Departments, organizations, and individuals are prohibited from using the University of Delaware's name or trademarks to solicit support without written permission of the Office of University Development. The creation and solicitation of alumni dues by any of the University's colleges, departments, or programs are prohibited. For purposes of this policy, solicitation is defined as all requests for support directed to any person or organization, including alumni, students, friends, employees, parents, corporations, foundations or associations for the purpose of generating gifts for the University and its affiliated programs. This includes, but is not necessarily restricted to, any solicitations conducted via mail, phone, newsletters, personal visits, or electronic means. 16

19 ALLOCATIONS BOARD The Allocations Board is composed of the following members: Professional Advisor Salaried Staff Assistant Six to eight matriculated students, one of whom serves as the Financial Controller The Board is responsible for providing funding to approximately 350 Registered Student Organizations. There is only a limited amount of funding available on a yearly basis. In order to request funding from the Allocations Board, a supplemental form must be completed. There are 4 types of supplemental forms: Event Supplemental o An organization may apply for this type of funding in order to support an on-campus activity aimed at undergraduate students that falls under the mission or purpose of the applying organization. This event must be open to anyone. Series Event Supplemental o Used when a series of events is being asked for (i.e. lecture series, film series, band series). Capital Supplemental o Used for major expense items that are not needed yearly and will be handed down from year to year. Must be stored on campus. Ex: Gospel Choir Robes Conference Supplemental o The Allocations Board will not fund food. All RSO s are limited to (2) conference requests per academic year (one per semester).the Standard Allocation for each request is $ Conferences should be within the mission of the organization and conference registration must be provided with your request. Please see the Allocation Board Manual for detailed information, restrictions, and FAQ s. Visit for forms: 17

20 FINANCIAL REVIEWS Policies 1. The staff from the Student Involvement Office may perform spot reviews from time to time on the financial records of all Registered Student Organizations. The Senior Associate Director for Student Involvement or designee has the authority to call for a financial review of any Registered Student. The spot reviews may take place at such time and with such frequency as may be deemed advisable or necessary for the maintenance of proper accounting standards. 2. The results of these reviews will be shared with the Executive Director of the Student Centers and The Allocations Board. Violation of Financial Policies 1. A financial review that is deemed in the "poor" category will result in a 15% reduction of the following year s Standard Allocation. If there is an excessive abuse or obvious violation of appropriated funds then a separate hearing will be conducted by the Senior Associate Director for Student Involvement or designee to determine the extent of the penalty. The possible penalties are: suspension of funding privileges, repayment of money, and immediate retraction of currently allocated money. 2. Any individual(s) may request a financial review to be performed on the record keeping of a Registered Student Organization. The request should be submitted to the Senior Associate Director for Student Involvement or designee to determine whether an audit is warranted. 3. If the review is performed and irregularities are found in the record keeping or if any of the above policies have been violated, the organization will be contacted. The Senior Associate Director for Student Involvement or designee will decide what course of action is appropriate - a conduct hearing, an administrative hearing, or civil action against the organization or individual members responsible for the violation. 4. If legal or disciplinary action becomes necessary, the organization in question, depending upon the disposition of the case, may appeal to the appropriate judicial body, or administrative official, for further consideration of its case. 5. Clubs that receive a capital supplemental but fail to submit an Equipment Inventory Form at the end of the year will receive a poor review. Furthermore, RSOs that purchase equipment with standard allocations funds and do not submit an Equipment Inventory Form will also receive a poor review. Policy on Conflict of Interest and Ethical Conduct Members of the University community are expected to maintain at all times relationships and practices in their University activities that are legal, ethical and morally correct. Further, it is expected that students with responsibility for the administration of University funds, property, or services will conduct University business and their private affairs that might impinge upon the University in a manner that will stand the sharpest scrutiny by those who would seek to find wrong doing. 18

FINANCIAL POLICIES & PROCEDURES for SPORT CLUB TREASURERS

FINANCIAL POLICIES & PROCEDURES for SPORT CLUB TREASURERS University of Delaware Division of Intercollegiate Athletics and Recreation Services FINANCIAL POLICIES & PROCEDURES for SPORT CLUB TREASURERS July 2009 FINANCIAL POLICIES & PROCEDURES for SPORT CLUB TREASURERS

More information

Procedures For Registering Your Student Organization On Campus

Procedures For Registering Your Student Organization On Campus Procedures For Registering Your Student Organization On Campus An MSU registered student organization is a volunteer group of students organized to obtain certain goals and objectives. The goals and objectives

More information

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY

FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY FAYETTEVILLE STATE UNIVERSITY ACCOUNTS PAYABLE AND TRAVEL POLICY Authority: Category: Issued by the Chancellor. Changes or exceptions to administrative policies issued by the Chancellor may only be made

More information

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy

Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Healthcare Solutions, Inc. Travel & Expense Reimbursement Policy Overview The purpose of this policy is to provide guidelines for fair and consistent travel and business expense practices for all staff

More information

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY

BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY BEREA COLLEGE TRAVEL AND BUSINESS EXPENSE REIMBURSEMENT POLICY Revised January 1, 2015 POLICY STATEMENT Employees of Berea College may charge against appropriate College accounts normal and reasonable

More information

Financial Affairs Committee (FAC) Funding Guidelines 2015-16

Financial Affairs Committee (FAC) Funding Guidelines 2015-16 Financial Affairs Committee (FAC) Funding Guidelines 2015-16 FAC Committee The Financial Affairs Committee (FAC) is comprised of twelve (12) student leaders and one (1) staff advisor from the following:

More information

Eastern Michigan University

Eastern Michigan University Eastern Michigan University TRAVEL PROCEDURES Page 1 TABLE OF CONTENTS I. Administration 2 A. Authorization to Travel B. Travel Reimbursements C. Travel Advances D. Sponsored Travel E. Student Travel II.

More information

FLEMING COLLEGE. Expenses Directive

FLEMING COLLEGE. Expenses Directive FLEMING COLLEGE Expenses Directive April 2011 Revised: April 2013 Table of Contents 1.0 GENERAL... 3 2.0 ACCOUNTABILITY FRAMEWORK... 4 3.0 ROLES AND RESPONSIBILITIES... 5 4.0 MANAGERIAL DISCRETION... 6

More information

Indiana University Student Organization Accounts

Indiana University Student Organization Accounts Indiana University Student Organization Accounts In Office Hours 8am 5pm Doors Open 9am 4pm Monday - Friday General Overview of Student Organization Accounts (SOA) SOA is the banking and bookkeeping department

More information

Purchasing Card Procedures

Purchasing Card Procedures Purchasing Card Procedures City of Clermont, Florida Table of Content A. Purpose... 3 B. Scope... 3 C. Responsibility... 3 D. Card Issuance... 3 E. Card Training... 4 F. Card Usage... 4 G. Spending Limits...

More information

MSTC ADMINISTRATIVE POLICY

MSTC ADMINISTRATIVE POLICY Policy Title: TRAVEL AND EXPENSE REIMBURSEMENT MSTC ADMINISTRATIVE POLICY Policy Section: FISCAL MANAGEMENT This administrative policy identifies the essential activities and responsibilities of the employees

More information

SKIDMORE COLLEGE TRAVEL AND ENTERTAINMENT POLICIES

SKIDMORE COLLEGE TRAVEL AND ENTERTAINMENT POLICIES SKIDMORE COLLEGE TRAVEL AND ENTERTAINMENT POLICIES Updated January 2014 PURPOSE These policies are intended as a guide to reimburse individuals for College-related travel and entertainment expenses. The

More information

GEORGIA SOUTHERN UNIVERSITY FOUNDATION POLICY ON FOUNDATION EXPENSES

GEORGIA SOUTHERN UNIVERSITY FOUNDATION POLICY ON FOUNDATION EXPENSES GEORGIA SOUTHERN UNIVERSITY FOUNDATION POLICY ON FOUNDATION EXPENSES The Georgia Southern University Foundation exists in order to support Georgia Southern University in its endeavors by raising, investing,

More information

2014-2015 SGA Treasurer s Manual

2014-2015 SGA Treasurer s Manual 2014-2015 SGA Treasurer s Manual Table of Contents Student Organization Funding 3 Finance Committee Jurisdiction 3 The Finance Committee and Meeting Procedures 4 Steps to Obtain Funding 5 Organizational

More information

PUBLIC AND NON-PUBLIC FUNDS. Public funds - restricted to the same legal requirements as Board funds:

PUBLIC AND NON-PUBLIC FUNDS. Public funds - restricted to the same legal requirements as Board funds: SECTION 1 Page 1 of 2 PUBLIC AND NON-PUBLIC FUNDS The funds maintained at the local schools can generally be divided into two major categories: public and non-public. Various factors must be considered

More information

TABLE OF CONTENTS. Purchasing Department. Accounts Payable

TABLE OF CONTENTS. Purchasing Department. Accounts Payable TABLE OF CONTENTS Purchasing Department a. Purchasing Policies b. DPS-Distributed Purchasing System c. Internet Purchases d. Purchase Orders e. Vendors f. Damaged Goods g. Contracts h. Principles i. Budget

More information

BLOOMSBURG UNIVERSITY. Travel Card Policy and Procedures

BLOOMSBURG UNIVERSITY. Travel Card Policy and Procedures BLOOMSBURG UNIVERSITY Travel Card Policy and Procedures Subject: Travel Card Policy and Procedures Authorized By: ACCOUNTS PAYABLE OFFICE Date: Revised Sept. 30, 2011 The travel card is a charge card issued

More information

New Jersey Institute of Technology Number: 12-08 University Policies and Procedures Date of Issue: October 12, 2011

New Jersey Institute of Technology Number: 12-08 University Policies and Procedures Date of Issue: October 12, 2011 FINAL DRAFT 4/1/11 New Jersey Institute of Technology Number: 12-08 University Policies and Procedures Date of Issue: October 12, 2011 Subject: TRAVEL AND BUSINESS EXPENSE A OVERVIEW The university will

More information

Department of Sociology Cash Handling Procedures Fiscal Year 2016

Department of Sociology Cash Handling Procedures Fiscal Year 2016 Department of Sociology Cash Handling Procedures Fiscal Year 2016 I. PURPOSE AND OVERVIEW In accordance with MAPP 05.01.01, Cash Handling, all cash transactions involving the University, its colleges,

More information

Summary of Significant Revisions to the Accounting Procedures Manual For the Public Schools in the State of West Virginia

Summary of Significant Revisions to the Accounting Procedures Manual For the Public Schools in the State of West Virginia 1-3 Not Specifically Addressed School personnel do not have statutory authority to enter into contracts or obligate board funds. Schools are not separate legal entities. 1-3 Not Specifically Addressed

More information

STUDENT ACTIVITIES FINANCIAL PROCEDURE MANUAL 4 STUDENT ORGANIZATIONS

STUDENT ACTIVITIES FINANCIAL PROCEDURE MANUAL 4 STUDENT ORGANIZATIONS 1 STUDENT ACTIVITIES FINANCIAL PROCEDURE MANUAL 4 STUDENT ORGANIZATIONS ABOUT UNIVERSITY CENTER AND STUDENT ACTIVITIES The University Center team financially supports your organization in the following

More information

Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016

Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 1 Table of Contents I. Overview A. Introduction..3 B. Definitions.... 3 II. Card Issuance A. Cardholder Eligibility...4

More information

Burleson Independent School District

Burleson Independent School District Burleson Independent School District PTO/Booster Club Guidelines 11/1/2014 The following guidelines are to be used for student support activity groups (Parent Teacher Organizations, Booster Clubs, etc.)

More information

Development Policies and Procedures. Fundraising Policies and Procedures

Development Policies and Procedures. Fundraising Policies and Procedures Development Policies and Procedures Purpose: The purpose of this policy is to: Establish procedures for all fundraising on behalf of Habitat for Humanity of Greater Baton Rouge(HFHGBR) Establish guidelines

More information

Interim Date: July 31, 2015 Revised: July 1, 2015

Interim Date: July 31, 2015 Revised: July 1, 2015 Page 1 of 14 Interim Date: July 31, 2015 Revised: July 1, 2015 Approved by: James E. K. Hildreth, Ph.D., M.D. President and Chief Executive Officer PURPOSE: The purpose of this policy is to provide guidelines

More information

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES

WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES WELLESLEY COLLEGE TRAVEL POLICIES AND PROCEDURES The purpose of this document is to establish and communicate equitable standards and effective procedures for reducing travel costs while complying with

More information

University Health Network Policy & Procedure Manual Administrative Expense Reimbursement

University Health Network Policy & Procedure Manual Administrative Expense Reimbursement University Health Network Policy & Procedure Manual Administrative Expense Reimbursement Policy At University Health Network (UHN), standards and processes are in place governing reimbursement for expenses

More information

1.0 PURPOSE AND SCOPE... 1 2.0 RESPONSIBILITIES... 1 3.0 DEFINITIONS... 1 4.0 PROCEDURE... 2 5.0 REFERENCES... 4 6.0 APPROVALS...

1.0 PURPOSE AND SCOPE... 1 2.0 RESPONSIBILITIES... 1 3.0 DEFINITIONS... 1 4.0 PROCEDURE... 2 5.0 REFERENCES... 4 6.0 APPROVALS... Procedure No. C-02 Assignment and Usage of Telephones Index 1.0 PURPOSE AND SCOPE... 1 2.0 RESPONSIBILITIES... 1 2.1 CHIEF FINANCIAL OFFICER... 1 2.2 DIVISIONAL VICE PRESIDENTS AND DEPARTMENT HEADS...

More information

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15

College Policy SUBJECT: NUMBER: 6.11. Travel and Business Related Expenses Policy ORIGINAL DATE OF ISSUE: 5/19/71 REVISED: 3/21/79 1998 9/16/15 College Policy SUBJECT: Travel and Business Related Expenses Policy NUMBER: ORIGINAL DATE OF ISSUE: REVISED: 6.11 5/19/71 3/21/79 1998 9/16/15 Purpose The purpose of the Travel and Business Related Expenses

More information

004. BUSINESS MANAGEMENT 004.1 The Budget

004. BUSINESS MANAGEMENT 004.1 The Budget 004. BUSINESS MANAGEMENT 004.1 The Budget In the interest of sound fiscal management, a budget shall be planned and presented to the Board of Education on an annual basis. The preliminary budget shall

More information

UMBC TRAVEL POLICY AND PROCEDURES

UMBC TRAVEL POLICY AND PROCEDURES UMBC TRAVEL POLICY AND PROCEDURES UMBC #VIII-11.00.01 Directory Pre-Approvals Expense Reimbursements Ticketing Hotel Reservations Meals Travel by Car Travel by Private Airplane Travel Advances Recruiting,

More information

Work station is the place of work to which the employee is assigned, i.e. where his/her office is located.

Work station is the place of work to which the employee is assigned, i.e. where his/her office is located. POLICY Title: Travel Expense, Hospitality and Public Disclosure Policy Statement: The Board will pay hospitality and travel expenses necessarily incurred in the performance of College duties. Claimants

More information

SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures

SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures SUFFOLK COMMUNITY COLLEGE ASSOCIATION, INC. Student Travel Policy and Procedures I. PURPOSE The Suffolk Community College Association, Inc. ( Association ) believes that the students of Suffolk County

More information

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office

BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY. Effective Date: January 1, 2011 Prepared by: Business Office BISHOP S UNIVERSITY EXPENSE REIMBURSEMENT POLICY Effective Date: January 1, 2011 Prepared by: Business Office Policy Number: VPFA-02-2011 Approved by: Bishop s Executive Group November 2010 Revised: January

More information

CENTENARY COLLEGE OF LOUISIANA Credit Card Policy and Cardholder Agreement

CENTENARY COLLEGE OF LOUISIANA Credit Card Policy and Cardholder Agreement CENTENARY COLLEGE OF LOUISIANA Credit Card Policy and Cardholder Agreement Introduction: Centenary College of Louisiana ( College ) has entered into an agreement with Capital One ( Bank ) that provides

More information

POLICY ON THE TEMPORARY USE OF UNIVERSITY SPACE

POLICY ON THE TEMPORARY USE OF UNIVERSITY SPACE Effective Date: May 29, 2013 Supersedes /Amends: February 15, 2010 Originating Office: Office of the Vice-President, Services Policy Number: VPS-24 SCOPE This policy applies to: all students and employees

More information

Accounts Payable Policies and Procedures

Accounts Payable Policies and Procedures Accounts Payable Policies and Procedures In order to aid the campus community in understanding Accounts Payable policies and in the prompt and effective processing of forms/requests, the following policies

More information

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control

Travel Policy Philosophy Purpose Scope Guidelines Auditing and Internal Control Travel Policy Philosophy Travel and entertainment related expenses will be paid by the Association if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines

More information

Standard 6: Financial and Asset Management The land trust manages its finances and assets in a responsible and accountable way.

Standard 6: Financial and Asset Management The land trust manages its finances and assets in a responsible and accountable way. 6A: Annual Budget Practice 6A: Annual Budget The land trust prepares an annual budget that is reviewed and approved by the board, or is consistent with board policy. The budget is based on programs planned

More information

DIXON MONTESSORI CHARTER SCHOOL FISCAL CONTROL POLICY

DIXON MONTESSORI CHARTER SCHOOL FISCAL CONTROL POLICY DIXON MONTESSORI CHARTER SCHOOL FISCAL CONTROL POLICY 1. Purpose The Dixon Montessori Charter School Board of Directors ( Board ) has reviewed and adopted the following policies and procedures to ensure

More information

George Mason University. Registered Student Organization Fiscal Handbook 2013 2014

George Mason University. Registered Student Organization Fiscal Handbook 2013 2014 George Mason University Registered Student Organization Fiscal Handbook 2013 2014 RSO FISCAL HANDBOOK 2013-2014 Table of Contents Basic Information About Your RSO Account... Page 1 Procedures for Collecting

More information

HOWARD UNIVERSITY Travel and Business Reimbursement Policy

HOWARD UNIVERSITY Travel and Business Reimbursement Policy HOWARD UNIVERSITY Travel and Business Reimbursement Policy Introduction This policy is intended to provide guidance for travel and business expenses at Howard University for all employed faculty, staff,

More information

Travel Reimbursement Instructions

Travel Reimbursement Instructions P.O. Box 11992 Lynchburg, VA 245061992 T 434.386.3190 F 434.386.3192 www.vaawwa.org Travel Reimbursement Instructions Please use the Travel Reimbursement Form when requesting reimbursement for all travel

More information

Boston University Financial Affairs. Travel and Business. Expense Guidelines

Boston University Financial Affairs. Travel and Business. Expense Guidelines Boston University Financial Affairs Travel and Business Expense Guidelines Boston University Table of Contents Overview 2 Purpose of the Travel and Business Expense Guidelines 2 Scope of the Travel and

More information

Contents. General Information.Page 2. Check Requests.Page 3. Purchase Requisitions.Page 4. Travel Authorizations.page 6. Travel Advance.

Contents. General Information.Page 2. Check Requests.Page 3. Purchase Requisitions.Page 4. Travel Authorizations.page 6. Travel Advance. Contents General Information.Page 2 Check Requests.Page 3 Purchase Requisitions.Page 4 Travel Authorizations.page 6 Travel Advance.page 7 Transportation-Air page 9 Transportation-Ground page 10 Lodging.page

More information

EXPENSE REIMBURSEMENT POLICY

EXPENSE REIMBURSEMENT POLICY 1.0 PURPOSE This policy governs reimbursement for expenses incurred in the performance of Toronto Central CCAC duties. Toronto Central CCAC is bound by the Broader Public Sector Expenses Directive issued

More information

Failure to comply with these policies and procedures may result in disciplinary action.

Failure to comply with these policies and procedures may result in disciplinary action. POLYTECHNIC INSTITUTE OF NYU POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy It is the purpose of this policy to set general guidelines for acceptable types and levels of reimbursable

More information

GOVERNANCE POLICY. Expense Guidelines Policy and Procedure

GOVERNANCE POLICY. Expense Guidelines Policy and Procedure GOVERNANCE POLICY POLICY TITLE: Expense Policy and Procedure Section Governance Category Financial Services Number 3421-V1 Expense Guidelines Policy and Procedure Guiding Principles: Staff will be reimbursed

More information

ADMINISTRATIVE PROCEDURE San Mateo County Community College District

ADMINISTRATIVE PROCEDURE San Mateo County Community College District CHAPTER 8: Business Operations ADMINISTRATIVE PROCEDURE NO. 8.55.1 (AP 7400) ADMINISTRATIVE PROCEDURE San Mateo County Community College District Subject: AP 8.55.1 Domestic Conference and Travel Expenses

More information

Student Government Association. Student Organization Funding Policy. University Policy. Policies, Rules and Regulations. University Funding

Student Government Association. Student Organization Funding Policy. University Policy. Policies, Rules and Regulations. University Funding 1-6 Policies, Rules and Regulations History: First Issued: November 4, 2013 Related Policies: Student Activities Fee Guidelines (SAF) Student Organization Handbook Drafting Authority Title Classification

More information

Travel Policy 1. INTRODUCTION

Travel Policy 1. INTRODUCTION Page 1 of 6 1. INTRODUCTION It is the policy of the Diocese of the West (DOW) to reimburse travel expenses of those clergy and laity who are conducting business on behalf of the diocese. The diocese strongly

More information

c. Name of Accounts. All accounts of the Association, shall be in the Association s name.

c. Name of Accounts. All accounts of the Association, shall be in the Association s name. Approved 09/09/13 Financial Policies & Procedures It is the purpose of these financial policies and procedures to provide guidance for all financial activities of Connecticut Junior Soccer Association

More information

Unallowable Cost Categories (in alphabetical order)

Unallowable Cost Categories (in alphabetical order) Unallowable Cost Definitions Unallowable costs are those costs that cannot be charged to the Federal Government or included in the Facilities and Administrative (indirect) cost rate. Overview The Office

More information

Vance County Schools Individual School Accounting

Vance County Schools Individual School Accounting Individual School Accounting Internal Controls and Responsibilities Individual School Accounting Internal Controls and Responsibilities Contents Page Principal Statement of Understanding 3 Treasurer Statement

More information

Pitt County Schools Individual School Accounting. Internal Controls and Responsibilities Fiscal Year 2009-10

Pitt County Schools Individual School Accounting. Internal Controls and Responsibilities Fiscal Year 2009-10 Individual School Accounting Internal Controls and Responsibilities Fiscal Year 2009-10 Individual School Accounting Internal Controls and Responsibilities Fiscal Year 2009-10 Contents Page Principal Statement

More information

Purchasing Card Policies and Procedures

Purchasing Card Policies and Procedures Purchasing Card Policies and Procedures I. PURPOSE To set forth the Policies and Procedures for the New Jersey City University Purchasing Card Program. II. POLICY 1. INTRODUCTION The New Jersey City University

More information

ABC Division Cash Handling Procedures Fiscal Year 20XX

ABC Division Cash Handling Procedures Fiscal Year 20XX ABC Division Cash Handling Procedures Fiscal Year 20XX I. PURPOSE AND OVERVIEW In accordance with MAPP 05.01.01, Cash Handling, all cash transactions involving the University, its colleges, or any departments

More information

4-H Bank Account & Treasurer s Record

4-H Bank Account & Treasurer s Record 4-H Bank Account & Treasurer s Record 4-H Club Club Leader Club Treasurer Club Account Number_ 4-H Club Year Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation

More information

Accounts Payable & Expense Reimbursement Guidelines

Accounts Payable & Expense Reimbursement Guidelines Accounts Payable & Expense Reimbursement Guidelines The following guidelines have been established to ensure efficient paperwork flow and expedite payments to vendors and reimbursement to University of

More information

Operating Procedures Manual Indiana Natural Resources Foundation

Operating Procedures Manual Indiana Natural Resources Foundation Operating Procedures Manual Indiana Natural Resources Foundation Adopted May 2003 I. GENERAL ORGANIZATIONAL PROCEDURES Subject: Corporate Organization The Indiana Natural Resources Foundation (Foundation)

More information

1501 BANKING RELATIONSHIPS

1501 BANKING RELATIONSHIPS 1501 BANKING RELATIONSHIPS Effective: December 1986 Revised: May 2013 Responsible Office: Treasurer Approval: Treasurer The Vice President for Finance and Treasurer is responsible for the efficient operations

More information

FINANCIAL CONTROLS POLICIES AND PROCEDURES FOR SMALL NONPROFIT ORGANIZATIONS

FINANCIAL CONTROLS POLICIES AND PROCEDURES FOR SMALL NONPROFIT ORGANIZATIONS By Cindy Cumfer NOTE: These policies and procedures are designed for small nonprofits that do not have an administrator with financial expertise. They are set up to divide the fiscal control roles between

More information

Policies of the University of North Texas. Chapter 10. Fiscal Management. 2.1.15 Travel

Policies of the University of North Texas. Chapter 10. Fiscal Management. 2.1.15 Travel Policies of the University of North Texas 2.1.15 Travel Chapter 10 Fiscal Management Policy Statement. Travel reimbursements are processed in the Purchasing and Payment Services Department (PPS), HUB Reporting/Entity/Travel

More information

LOCK HAVEN UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES

LOCK HAVEN UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES I. Introduction Purchasing cards are Lock Haven University credit cards used to purchase selected goods and services costing $1,500 or less. Purchases made with purchasing cards do not require approval

More information

Governance & Policies

Governance & Policies Governance & Policies Effective: July 1, 2009 Administrative Policy TRAVEL EXPENSE REGULATIONS Approved: September 1, 2009 President s Cabinet General Policy These travel expense regulations are applicable

More information

Honorarium A voluntary payment that is given to a person for services for which fees are not legally or traditionally required.

Honorarium A voluntary payment that is given to a person for services for which fees are not legally or traditionally required. Title: Business Expense Policy and Guidelines Prepared by: Controller s Office Administrator: University Controller Created: July 1, 2012 Revised: January 13, 2016 Policy Statement The basic principle

More information

Associated Student Activities The student organization finance office

Associated Student Activities The student organization finance office Associated Student Activities The student organization finance office Best Tips and Practices Exhibit A: Exhibit B: Exhibit C: Exhibit D: Exhibit E: Exhibit F: Exhibit G: Exhibit H: Exhibit I: Exhibit

More information

Frequently Asked Questions Travel Advances & Travel Expenses Effective 06/01/2010

Frequently Asked Questions Travel Advances & Travel Expenses Effective 06/01/2010 The following is intended to answer frequently asked questions regarding the Travel Policy. General Reimbursement Request Questions 1. Can my procurement card be used to pay for travel expenses? Employees

More information

UTSAVER TAX-SHELTERED ANNUITY PROGRAM

UTSAVER TAX-SHELTERED ANNUITY PROGRAM Office of Employee Benefits UTSAVER TAX-SHELTERED ANNUITY PROGRAM EFFECTIVE DATE: DECEMBER 7, 2004 820 Administrative Manual REVISION DATE: PURPOSE: To function as the governing document for The University

More information

ACPE TRAVEL EXPENSE GUIDE For ACPE LEADERSHIP REPRESENTATIVES Excerpt from the ACPE Financial Policies and Procedures Manual 2012

ACPE TRAVEL EXPENSE GUIDE For ACPE LEADERSHIP REPRESENTATIVES Excerpt from the ACPE Financial Policies and Procedures Manual 2012 ACPE TRAVEL EXPENSE GUIDE For ACPE LEADERSHIP REPRESENTATIVES Excerpt from the ACPE Financial Policies and Procedures Manual 2012 VIII. Business Travel, Expense Reporting and Reimbursement 1. Board of

More information

Listowel Wingham Hospitals Alliance

Listowel Wingham Hospitals Alliance Listowel Wingham Hospitals Alliance =============================================================== TITLE: Business & Travel Expense Reimbursement Policy Statement: The Business Expense & Travel Reimbursement

More information

CAL-Card Procedures Business & Contract Services

CAL-Card Procedures Business & Contract Services CAL-Card Procedures Business & Contract Services A. General Information The CAL-Card program is designed to allow District employees to purchase supplies/materials and equipment, valued under one thousand

More information

North Georgia Community Foundation FUNDRAISING ACTIVITY POLICY

North Georgia Community Foundation FUNDRAISING ACTIVITY POLICY FUNDRAISING ACTIVITY POLICY Thank you for establishing a fund with the North Georgia Community Foundation (NGCF). We value your confidence and partnership and always endeavor to provide you with the very

More information

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES

THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES THE COOPER UNION POLICIES AND PROCEDURES TRAVEL/ BUSINESS EXPENSES I. Statement of Policy This policy sets general guidelines for acceptable types and levels of reimbursable or chargeable expenses and

More information

University of Maine System ADMINISTRATIVE PRACTICE LETTER

University of Maine System ADMINISTRATIVE PRACTICE LETTER Page(s) 1 of 10 TABLE OF CONTENTS I. Scope II. III. IV. Purpose Authorized Expenditures a. Organized Events Consistent with Mission 1. Employee Recognition b. Expenditures on Behalf of and Reimbursed by

More information

Liberty County School District Purchasing Card Procedures

Liberty County School District Purchasing Card Procedures PURCHASING CARD POLICY All purchases made using the Purchasing Card must be for official school business and in accordance with the District procurement code. The card must not be used for personal expenditures

More information

Human Resource Policy No. 5

Human Resource Policy No. 5 Page 1 of 13 REVIEW BY: 06/22/14 POLICY It is the policy of Catholic Health Initiatives ( CHI ), its Direct Affiliates 1 and Subsidiaries 2 [collectively referred to as CHI Entity(ies) ] to reimburse travel

More information

ADMINISTRATIVE PROCEDURE

ADMINISTRATIVE PROCEDURE Page 1 of 10 Purpose The Government of Ontario is committed to protecting the interests of taxpayers and strengthening accountability for organizations that receive public funding. In January 2011, the

More information

ADMINISTRATIVE REGULATION AND PROCEDURE

ADMINISTRATIVE REGULATION AND PROCEDURE ADMINISTRATIVE REGULATION AND PROCEDURE Title: TRAVEL AND EXPENSE REIMBURSEMENT Code: BB0901 Policy Reference: B0901, Travel and Expense Reimbursement The following procedures for travel will be consistently

More information

Accounts Payable Workshop. Boston University Office of the Comptroller

Accounts Payable Workshop. Boston University Office of the Comptroller Accounts Payable Workshop Boston University Office of the Comptroller Accounts Payable Workshop Topics of Discussion Accounts Payable Organization Purchases Covered by University Purchasing Policy Receipt

More information

Policy Title: Policy Number: Travel Expenses 2.1.6

Policy Title: Policy Number: Travel Expenses 2.1.6 Policy Title: Policy Number: Travel Expenses 2.1.6 Category: Financial Policy applicable for: Anyone traveling on university business Background Effective Date: 04/01/2015 Prior Effective Date: 07/01/2014;

More information

Purchasing Card Program

Purchasing Card Program Purchasing Card Program User Guidelines University of North Alabama Procurement Department Created: March 2008 / Updated 7/16/2015 University of North Alabama Purchasing Card Program 1 Table of Contents

More information

All questions or concerns should be addressed to the Program Administrator: Lisa Landry at ldlandry@louisiana.edu.

All questions or concerns should be addressed to the Program Administrator: Lisa Landry at ldlandry@louisiana.edu. Corporate Liability Travel Card Cardholder s Policy and Procedures The University of Louisiana at Lafayette will adhere to the Statewide State Liability Travel Card and CBA Policy which is located at:

More information

VICE PRESIDENT - FINANCE This is your PACKET FOR NEW OFFICERS

VICE PRESIDENT - FINANCE This is your PACKET FOR NEW OFFICERS Congratulations on your election as VICE PRESIDENT - FINANCE This is your PACKET FOR NEW OFFICERS What s inside? Everything you need to know for your position. We want to assist you towards full understanding

More information

Business Manager Manual

Business Manager Manual STUDENTS ASSOCIATION APPROPRIATIONS COMMITTEE Business Manager Manual University of Rochester Students Association 2015-2016 Zeina Elhaj Treasurer zelhaj@u.rochester.edu Nicholas Mavrelis Deputy Treasurer

More information

WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE

WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE 1 WSU TRAVEL CARD PROGRAM Part 1. Authority MnSCU System Procedure 7.3.3 Credit Cards, provides authority for a college, university or office

More information

Manual of Accounting Policies and Procedures Bridgewater State College Foundation Bridgewater Alumni Association

Manual of Accounting Policies and Procedures Bridgewater State College Foundation Bridgewater Alumni Association Manual of Accounting Policies and Procedures Bridgewater State College Foundation Bridgewater Alumni Association Table of Contents MANUAL OF 1 ACCOUNTING 1 POLICIES AND PROCEDURES 1 BRIDGEWATER STATE COLLEGE

More information

Counting and Reporting Policy for the Comprehensive Campaign July 1, 2012 through June 30, 2017

Counting and Reporting Policy for the Comprehensive Campaign July 1, 2012 through June 30, 2017 Counting and Reporting Policy for the Comprehensive Campaign July 1, 2012 through June 30, 2017 Table of Contents: Overview 4 Purpose 4 Counting and Reporting Methodology 5 Outright Gifts 6 Assignments

More information

Case Western Reserve University. Payment and Reimbursement Policy. Updated March 26, 2013 Established: March, 1 2008

Case Western Reserve University. Payment and Reimbursement Policy. Updated March 26, 2013 Established: March, 1 2008 Case Western Reserve University Payment and Reimbursement Policy Updated March 26, 2013 Established: March, 1 2008 Case Western Reserve University Payment and Reimbursement Policy Full Revision TABLE OF

More information

Student Group Fundraiser Off-Campus Event Contract

Student Group Fundraiser Off-Campus Event Contract Student Group Fundraiser Off-Campus Event Contract Northwestern University has a proud tradition of maintaining high quality events with a minimum of concerns. We do this by requiring both the organization

More information

SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy

SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy SUSTAINABLE DEVELOPMENT TECHNOLOGY CANADA Travel & Accommodation Expense Guidelines and Policy Purpose The purpose of this policy is to establish equitable standards and provide fair and consistent treatment

More information

Travel Card Policy and Procedure Manual

Travel Card Policy and Procedure Manual Policy and Procedure Manual Table of contents 1. Introduction... 3 2. Reason for Policies and Procedures... 3 3. Who Needs To Know the Policies and Procedures... 3 4. Definitions... 3 5. Contact Information...

More information

Tulane Purchasing Card Policies and Procedures

Tulane Purchasing Card Policies and Procedures Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,

More information

TRAVEL AND ENTERTAINMENT CARD PROCEDURES

TRAVEL AND ENTERTAINMENT CARD PROCEDURES TRAVEL AND ENTERTAINMENT CARD PROCEDURES I. INTRODUCTION The University of San Diego Travel and Entertainment Card ( T&E Card ) is a Universitysponsored US Bank Visa credit card issued to qualified University

More information

TOPIC NO. 20330 TOPIC PETTY CASH December 2008 Table of Contents

TOPIC NO. 20330 TOPIC PETTY CASH December 2008 Table of Contents Table of Contents Overview... 3 Introduction... 3 Policy... 3 Non-Routine Purchasing... 3 Routine Purchasing... 3 Small Purchases Charge Card... 3 Use of EDI for Repayment... 3 Definitions... 4 Change

More information

The Student Association Financial Policies & Procedures

The Student Association Financial Policies & Procedures The Student Association Financial Policies & Procedures Comptroller Contact Information: sa.comptroller@fredonia.edu Student Activity Fee The student activity fee is a mandatory fee paid by students as

More information

Pasadena City College Foundation, Inc. Reimbursement Expense Plan

Pasadena City College Foundation, Inc. Reimbursement Expense Plan Pasadena City College Foundation, Inc. Reimbursement Expense Plan Approved by Executive Committee on August 27, 2009 Ratified by Foundation Board on September 22, 2009 These procedures apply to all directors,

More information

Charter Township of Van Buren Resolution 2012 18 Purchasing Policy As Amended

Charter Township of Van Buren Resolution 2012 18 Purchasing Policy As Amended Charter Township of Van Buren Resolution 2012 18 Purchasing Policy As Amended 1. PURPOSE: The purchasing policy is a valuable resource used to provide the Charter Township of Van Buren Administration and

More information

Collections, Contributions, and Accounts Receivable Policies

Collections, Contributions, and Accounts Receivable Policies Collections, Contributions, and Accounts Receivable Policies The Office of the Student Financial Services is responsible for monitoring, processing and recording the collection of all funds collected by

More information