Student Organizations
Susan Benson
sbenson@carleton.edu
507-222-5990
Financial Regulations for Student Organizations
PLAN AHEAD
It is imperative to plan ahead. Check runs occur once a week so please allow at least one week for Accounts Payable to process your request. Payments will be made via ACH (direct deposit into your bank account). Please sign up on The HUB, click on the link "Reimbursement Bank Account" located under Financial Information.
STUDENT ORGANIZATION (CSA) PAYMENT REQUEST FORMS
Student Organization Payment Request Forms are located outside the Business Office and outside the Senate office in Sayles 159. College policy states that expense requests must be submitted within 60 days from the date of purchase or return from travel (per IRS guidelines, Pub. 463).
APPROPRIATE DOCUMENTATION
Submit the appropriate documentation with the payment request. Detailed original receipts must be submitted when requesting reimbursements. A signed credit card slip IS NOT a receipt. An invoice must be submitted if payment is being made to an outside vendor. A W9 form must be obtained from all new vendors and included with the payment request. Please check with the Business Office if you are unsure.
The student travel expense guidelines can be found on the back of the CSA payment request form.
Please note: there is no reimbursement for gas expenses; mileage reimbursement only. Please provide a MapQuest type document or travel log and sufficient detail as to the purpose of the travel.
SIGNING AUTHORITY
The organization's president or treasurer must approve all check requests. The CSA treasurer’s signature is required for all student reimbursements, and all payment requests over $500.
EVENT PLANNING
Please contact the Student Activities Office if you are planning an event. The CSA Event Planning Worksheet explains the various policies and procedures that will help make the event a success. It’s important to note that payment will not be processed if the proper documents are not obtained.
PERFORMERS
When paying for services performed, this is considered compensation. The performer will be receiving tax information from the College at year-end. Please make sure that the College has the performers W9 on file, or obtain one from the performer to submit with the payment request (along with the contract). If the performer is a student or employed by the college, payment will be processed through Payroll. Minnesota Entertainer Tax
CONTRACTS
A contract between the college and the performer must be attached to the payment request. Students may not enter into contracts on behalf of the college. Students must work with Student Activities if another office is not advising them.
MANAGING YOUR BUDGET
Budget access is available to budget managers through the Hub. View the summary option (default) to obtain the available balance. Clicking on blue numbers will give the expense detail. It is important to submit expenses in a timely manner so that the budgets are current.
DEPOSITS
Please complete the Student Organization Deposit Form found outside of the Business Office, and turn in deposit to the Business Office cashier.
Cashier Hours: Monday-Friday, 10:00am-2:00pm
LARGE EXPENDITURES
Please make an appointment with Susan Benson for larger purchases (i.e. airfare, hotel).
Susan Benson
sbenson@carleton.edu
507-222-5990
Student Travel Expense Guidelines
Following is a guide indicating allowable and non-allowable expenses. Whether an individual or team event, the expectation is to remain within approved budgets/funds. Receipts must be kept and submitted with appropriate expense/check request paperwork upon return for reimbursement. A signed credit card slip IS NOT a receipt. The College policy states that expense requests must be submitted within 60 days or the request will be denied. Registration fees should be paid in advance of the conference/event.
Transportation
Airfare: Book airfare with Susan Benson in the Business Office or submit a request for reimbursement.
- Susan Benson
sbenson@carleton.edu
507-222-5990 - Personal Mileage: Reimbursement for a personal car is at a rate of .14 cents/mile. The College cannot reimburse for gasoline per IRS guidelines. Mileage reimbursement may be requested by submitting a Student Organization Payment Request form. Tolls and parking expenses are also allowable expenses.
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Allowable Mileage: This includes round trip travel from the College to the conference/event and back to the College, also included is travel to the airport.
Note: It is not allowable to book a hotel across town (to be closer to the night life on your personal time) nor is mileage for multiple trips to and from the conference/event.
Hotel
The expectation is that groups will either stay at the sponsoring College or in a nearby hotel. Travelers should select accommodations from moderately priced properties. Hotels should be booked through Susan Benson in the Business Office.
Susan Benson
sbenson@carleton.edu
507-222-5990
Note: Internet Service is a personal expense unless included in the room rate.
Meals
The College reimburses expenses based on actual charges incurred, not perdiem rates. Please itemize these expenses and support them with receipts. Signed credit card slips do not qualify as receipts.
Suggested Meal Rates
- Breakfast/Lunch $20.00
- Dinner $18.00
- Daily Total $38.00
Meals provided in conjunction with seminars and on transportation carriers may not be claimed as part of the meal allowance.
Breakfast or dinners are not honored if travel begins after 9:00 a.m. or ends before 6:00 p.m. respectively. You are encouraged to take advantage of meals provided by the event sponsor.
Examples
- Leaving campus in the afternoon means only the evening meal is reimbursable and it would not total an entire day allotment; see above meal rates.
- Many sports teams, for example, stop at a fast food or all you can eat buffet type restaurant.
- Upscale restaurant expenses are considered the group/individual's personal choice, but any cost over the per day allotment are out-of-pocket personal expenses.
- Saving up your day's allotment to have a more upscale evening meal is allowed, but breakfast and lunch then become the individuals personal expense.
Non-Reimbursable Expenses
Students are responsible for their own incidentals: e.g. TV rental movies, alcoholic beverages, fines for vehicle violations (speeding or parking tickets, etc.), spa or health club fees, room service, personal entertainment or excursions, personal phone calls.