The Treasurer0 Workshop

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file time: 2008-02-16

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The Treasurer00 Workshop 

Prepared by:

William L. Herbert

Treasurer Emeritus: The WPI Social Committee

Former Assistant Treasurer: Student Government Association 
 

or How To Fill Out Those Forms

 
 

Worcester Polytechnic Institute  

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Accounting/Treasurer Web Site 

http://www.wpi.edu/Admin/Acc/SAO/ 

Includes:

Cash Receipt (Deposit) Check Request Expense Report (Reimbursement) Inter-Departmental Transfer (IDT)  
 

Worcester Polytechnic Institute  

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Check Requests for 
Contract Entertainers 

Check Request Timeline  
15 Days Prior to Event Contract signed by artist and your organization00 advisor or an ADSA Fill out Check Request online. Print out the completed form Make a copy of Check Request and Contract for your Organization00 records. The TREASURER should sign 00riginator00 Signature00line. Paper clip contract and check request together and deliver to SAO.  
 

Worcester Polytechnic Institute  

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Check Requests For 
Contract Entertainers (cont.) 

Be sure the following are correct: Artist or Agency Address Social Security Number (Artist) Handling Instructions Use 00end to Dept.00/b> 00our Organization c/o Student Activities00/b> Description (Date/Name of Show)  
 

By submitting request 15 days prior and having it sent back to SAO

ensures you will have your check in time for the actual performance.

 
 

Worcester Polytechnic Institute  

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Check Requests For 
Contract Entertainers (cont.) 

Invoice Number 00Leave blank or type 00ontract00/b> Invoice Date 00Date the Contract Is Signed Amount 00Amount stipulated in the contract Fund 00Your organizations specific 5- or 6-digit code Org 00Your organizations specific code Use 7646 as the Account Number for all Programming  
 

Worcester Polytechnic Institute  

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Check Requests for Invoices 

Be sure the following are correct: Company Name and Address Take both directly from the invoice. Check Invoice for a Tax ID Number ex: 27-9568813 Check off 00ail w/ Enclosure00/b> Under 00urpose / Description00 type in your organizations name (capitalized) and be as specific as possible when describing the event.  
 

Worcester Polytechnic Institute  

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Check Request for Invoices (cont.) 

Invoice # - Check the Invoice00 It00 on there! Invoice Date 00That00 also on the invoice. Amount 00It00 usually the largest dollar amount on the invoice. Multiple Invoices 00If you have multiple invoices from the same company00throw them all on, you00e saving three pieces of paper.  Each Invoice receives its own line.  
 

Worcester Polytechnic Institute  

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Check Request for Invoices (cont.) 

Fund and Org same as for Contract Entertainer Account is 7646 for Programming only00if it00 not programming, please refer to http://www.wpi.edu/Admin/Acc/SAO/codes.html Double check the amount to make sure it00 equal to the charges on the invoice(s).  
 

Worcester Polytechnic Institute  

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Account Codes 
(most usually seen on a check request) 

7647 00Competition 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 00Equipment LnL purchasing new lights TechNews purchasing a camera 7185 00Equipment Rental CSA rents DJ equipment for an event 7731 00Other (Description Required) 7131 00Postage SocComm pays FedEx for sending a contract overnight 7646 00Programming Any contract entertainer or other purchased service that is an event 7651 00Safety Pershing Rifles purchasing a First Aid Kit 7311 00Travel SAS takes a bus of students to see Templeton, MA  
 

Worcester Polytechnic Institute  

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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  

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Inter-Departmental Transfer 
from Campus Police, Plant Services, and Lens and Lights 

Plant Services

Plant Services will send to your organizations00mailbox their own IDT You are responsible for filling in your organization00 Fund and Org number and submitting it to SAO Use Account number 71972  

Campus Police

Campus Police will send to your organizations00mailbox their own IDT You are responsible for filling in your organization00 Fund and Org number and submitting it to SAO Use Account number 71971  

Lens and Lights

Lens and Light s will send to your organizations00mailbox their own IDT You are responsible for filling in your organization00 Fund and Org number and submitting it to SAO Use Account number 71973  
 

Worcester Polytechnic Institute  

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Lens and Lights Example IDT

 
 

Worcester Polytechnic Institute  

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The Expense Reimbursement

 
 

Worcester Polytechnic Institute  

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The Expense Reimbursement 

Name 00Person to be reimbursed

Address 00Person00 WPI Box, Local Mailing Address or Home Mailing Address

Organization 00The Organization Holding the event

Specific Program 00e.g., Quadfest, Pride Dinner, LAN Party 

SECTION 1 00MILEAGE REIMBURSEMENT

In this example:

The person drove 99 miles. Auto Mileage Charge is automatically calculated Any costs incurred from public transportation (Commuter Rail / Mass. Pike), will go under the following section.  
 

Worcester Polytechnic Institute  

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The Expense Reimbursement 

Section II 00Other Reimbursements

For public transportation (in the case, Mass. Pike), be sure to ask for receipts.  
Date 00Date on Receipt Name of Vendor 00Same as on Receipt Description 00Be as specific as possible Total 00Use the amount on the receipt.  Multiple receipts from the same vendor should appear as separate items in the listing.  In this example, there is a receipt from IKEA for the furniture and from IKEA for the food.  

The total amounts from Section I and Section II are automatically totaled by Acrobat and appear in the 00otal Reimbursement00Box.

 
 

Worcester Polytechnic Institute  

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The Expense Reimbursement 

Account Distribution 

In this example:

7646 00Programming This included only the desks and tables given as prizes. 7222 00Food This includes only the meatballs.  All food goes under account 7222, even if it is not from Chartwells 7311 00Travel This includes Gas and tolls.  It could also include MBTA or Taxi  
 

7311 

Although the 00otal Reimbursement00 Box is totaled by Acrobat, there is no check to see if the distribution totals the same as the reimbursement amount.  Please double check.

 
 

Worcester Polytechnic Institute  

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Expense Reimbursements 

There are five signature lines on the reimbursement form Payee 00The person claiming the reimbursement Organization Treasurer 00The president or next highest official should sign this line if the treasurer is claiming the reimbursement If the organization is SGA Funded (Class 1-3) or is using money allocated through SGA through the special funding process (Class 4-6), then the box must be initialed by the SGA Treasurer or her designee.  
 

Worcester Polytechnic Institute  

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Expense Reimbursements 

Copies of Receipts and Reimbursement Forms The organization should keep a copy of all forms and receipts submitted. If the reimbursement needs to be initialed by the SGA Treasurer as previously mentioned, an additional copy should be made for the SGA Treasurer00 records Place the completed with all receipts paper clipped together Place completed form with receipts and ONE copy of the form to SAO if it does not need to be initialed by the SGA Treasurer Place completed form with receipts and TWO copies of the form to the SGA Treasurer if it does need to be initialed by the SGA Treasurer. (CC313) The SGA Treasurer will initial the form and pass it along to SAO  
 

Worcester Polytechnic Institute  

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Expense Reimbursements 
Account Codes 

7185 00Equipment Rental A KSA member paid out of pocket for DJ equipment 7731 00Other Be as descriptive as possible 7131 00Postage A BiLaGA members paid out of pocket for stamps 7111 00Supplies A SocComm Member paid out of pocket for markers and crayons 7311 00Travel Used to pay off reimbursements from Section I  
 

Worcester Polytechnic Institute  

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Cash Receipt Form 
(Deposits) 

Date: date deposit prepared

Dept: your organization00 name

Prepared by: person who counted money 

SKIP SECTION I! 

Section II

Check off 00AO Deposit00/font> Your Fund and Org Your account is 0064900 for fund 
raised income If this is a check, indicate so with a name If this is ticket sales, indicate that as well You can leave Activity/Location blank  

ALL CHECKS MADE PAYABLE TO WPI

 
 

Worcester Polytechnic Institute  

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Cash Receipt Form Example 
(Deposits) 

Examples:

Ticket Sales as cash Sponsorship Alumni Donation Ticket Sales from 
a check  
 

Worcester Polytechnic Institute  

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Cash Receipt Form 
(Deposits) 

Procedure

Check and double check to insure proper amounts are on forms Make two copies of the cash receipt Take BOTH copies with you to SAO to have them signed by an SAO Staffer Then take BOTH copies to the Treasury Office, Boynton Hall, 2nd Floor Ask to keep one copy as your receipt.  

Fund Raised Income

Should be deposited within three days of receiving income SAO can provide a secure place for your money, if you can00 make the deposit right away  
 

Worcester Polytechnic Institute  

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Questions? 

Additional Resources

Student Activities Office Topher Schott SGA Treasurer topher@wpi.edu or sga-treasurer@wpi.edu; CC313

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