REIMBURSEMENTS

Submit reimbursement request within 60 days of expense, or upon returning from a trip.  Attach original itemized receipts to the Payment Request Form and submit to Accounts Payable.  Please include the following documentation: who attended; what was purchased; date; location; business purpose.   The cutoff for the weekly check run is Tuesday noon.

Electronic reimbursement deposits are now available.  From The Hub, log in, click Employees, then select Reimbursement Bank Account.  Fill in the bank information requested to have your reimbursement automatically deposited to your bank account. 

PDA SPENDING POLICY

If you receive PDA funds to pay for expenses related to professional development, please review the PDA Spending Policy, guidelines are updated annually.

MANAGING YOUR BUDGET

Your budget information can be viewed on The Hub.  Log in, click on Employee, then Budget Manager Reports.  Highlight your account number under “departments” and submit.  The Summary report will give you your account balance.  Click on blue numbers for more detail.  The Detail report is a snapshot of all activity, but it will not include any carryover funds.  Professional development funds may not be over spent. 

CARRYOVER FUNDS

Unspent PDA funds will carry over from one academic year to the next.  Carryover funds will not appear in the current year until mid to late September, however, they are still available to spend.  If you accumulate a large carryover balance over several years, you may be asked for an explanation.  Upon retirement, any balance remaining in your account will be returned to the Dean of the College.

TAX EXEMPT 

Carleton College is exempt from paying Minnesota sales tax on the purchase of sales and goods in the state of Minnesota.  However, we must pay certain taxes, such as hotel and restaurant taxes.  The college will not reimburse individuals for sales tax paid for equipment and supplies.  Please present the Certificate of Exempt Status when making qualifying purchases.

CARLETON PURCHASING CARD

Charge against your faculty development account using your Carleton Purchasing Card.  To obtain a card, please contact Kara Lloyd, klloyd@carleton.edu to set up a 30 minute training session on how to use the College Visa card and the responsibilities associated with the program.

ON CAMPUS CHARGES:  Make internal charges such as Bookstore or Printing/Mailing.  Simply give your faculty development account number at the time of your order.

If you have any questions regarding your Faculty Development account or your grant funds,  please contact Susan Benson.

Susan Benson
sbenson@carleton.edu
507-222-5990