Student Organizations
Susan Benson
sbenson@carleton.edu
507-222-5990
Business Office Procedures for Student Organizations:
PLAN AHEAD
It is imperative to plan ahead. Check runs occur once a week and the cutoff for submitting an approved check request is Wednesday by noon.
CHECK REQUEST FORMS
Check request form
Forms are also located outside the Business Office and outside the CSA office in Sayles.
APPROPRIATE DOCUMENTATION
Submit the appropriate documentation with the check 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 check request.
TRAVEL POLICY
The student travel expense guidelines can be found on the back of the CSA check request form. Please note that there is no reimbursement for gas expenses; mileage reimbursement only. Please provide a MapQuest printout and sufficient detail as to the purpose of the travel.
SIGNING AUTHORITY
The organizations president or treasurer must approve all check requests. The CSA treasurer’s signature is required as well for all student reimbursements and all check requests over $500.
MN SALES TAX
Carleton is exempt from paying most MN sales tax (exceptions: hotels, restaurants, airfare), so the College cannot reimburse sales tax paid on qualifying purchases. Please present the Certificate of Exempt Status when making purchases.
EVENT PLANNING
Please access the CSA Event Planning Worksheet. This worksheet explains the various policies and procedures that will help make the event a success. It’s important to note that payment may 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 check request (along with the contract). If the performer is a student or employed by the college, payment will be processed through Payroll.
CONTRACTS
A contract between the college and the performer must be attached to the check request. Students may not enter into contracts on behalf of the college. Students must work with Campus Activities if another office is not advising.
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 the Business Office (form is bright yellow). Please make sure that the deposit is accompanied with the proper account number that the monies is to be deposited into. Turn in deposits to the Business Office.
LARGE EXPENDITURES
Please contact Susan Benson to make an appointment.
Susan Benson
sbenson@carleton.edu
507-222-5990