Student Organizations

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

Financial Regulations for Student Organizations


Plan Ahead
Student Organization Payment Request Forms
Appropriate Documentation
Travel
Signing Authority
Event Planning
Performers
Contracts
Managing Your Budget
Deposits
Large Expenditures

PLAN AHEAD
Check runs occur once a week so please allow at least 7 business days 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, via Internet Explorer, click on the link "Reimbursement Bank Account (Non-Payroll)" located under Financial Information.

STUDENT ORGANIZATION 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). SAO guidelines for Academic Teams require expense requests be submitted to the SAO Office within 2 weeks of travel.

APPROPRIATE DOCUMENTATION
Original itemized receipts must be submitted when requesting reimbursements; no photo copies or bank/credit card statements. A signed credit card slip IS NOT a receipt. An invoice must be submitted if payment is being made to an outside vendor. An IRS W-9 form must be obtained for all new vendors and included with the payment request. Please check with the Business Office if you are unsure if one is on file.

TRAVEL
Please note: there is NO reimbursement for gas expenses; the student mileage reimbursement for a personal car is at a rate of .14 cents/mile. Please provide a MapQuest type document or travel log and sufficient detail as to the purpose of the travel.  See the Campus Handbook for additional information about the Travel Policy.

The IRS states that any travel/research payment made to or on behalf of a student not required for a course of instruction represents taxable income to him/her. (Students are not employees of the College and, therefore, have different tax status regarding research/travel expenses than do faculty or staff.)

The following types of payments are considered taxable income to the student:

  • travel, room, and board expenses
  • conference registrations

Exceptions to the above list are:

  • travel expenses for a student formally representing the College as a member of a competitive team (e.g. IRC/MUN, Mock Trial, Quiz Team)
  • if presenting a paper as a representative of Carleton College

Recipients who are U.S. citizens or resident aliens of the United States must report the travel related funds as income in the year it is received. The College will not withhold any amount towards payment of federal, state or local income taxes and will not send a Form 1099 or a Form W2 to you. It is the student's responsibility to report the payment in the year received on his/her federal, state or local income tax return and pay all applicable taxes. Please refer to IRS publication 970, “Tax Benefits for Education” for more information. You may or may not have taxes due, depending on your other income, tax withholding, and filing status.

SIGNING AUTHORITY
The organization's president or treasurer must approve all check requests. The CSA treasurer’s signature is required for all CSA reimbursements. Please submit your payment request to the CSA Office in the Student Activities Office. The CSA Treasurer and Student Activities Office will review the payment request and then submit to the Business Office.

EVENT PLANNING
Please contact the Student Activities Office if you are planning an event.

PERFORMERS
Please contact the Student Activities Office if you are bringing a performer/visitor to campus.

When paying for services performed, it is considered compensation. The performer will receive tax information from the College at year-end. Please make sure that the Business Office has the performers W-9 on file. If you are unsure if the performer's W-9 is on file please call the Business Office 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. Non-Resident performers/entertainers are subject to Minnesota Entertainer Tax.

CONTRACTS
A signed 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 the Student Activities Office when bringing a performer to campus.

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. Contact the CSA Treasurer if you need access to your budget.

DEPOSITS
Please complete the 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 Jessica VanZuilen in the Student Activities Office for larger purchases.