index numbers & account codes · given to the student group after they receive funding from the...

SABOQuickHelpGuide2018 1

INDEXNUMBERS&ACCOUNTCODES

CASHINDEX

6-digitnumberbeginningwith802XXXor830XXX.StudentgroupswillbesenttheCashIndexnumberabout2weeksafterthegrouphasbeenofficiallyrecognizedbytheCenterforStudentInvolvement.TheCashIndexislikeyourstudentgroupbankaccountnumber.Depositsandexpenseswillbecreditedandchargedtothisaccount.Moneyinthisaccountwillrolloveryeartoyear.Eachgrouponlyhasonecashindexnumber.

• ClubSportsTeams:Indexnumbersbeginwiththenumber“3”(3XXXXX)

BUDGETINDEX

6-digitnumberthatbeginswith800XXX(801XXXforoldergraduategroups).ThebudgetindexisgiventothestudentgroupaftertheyreceivefundingfromtheSGAFinanceBoardorGraduateStudentGovernment(GSG).TheBudgetindexisalsolikeabankaccountnumberbutthemoneyinthebudgetindexshouldonlybeusedforexpensesrelatedtotheprogramthatwasfundedbytheFinanceboardorGSG.Budgetindexfundsdonotrolloveryeartoyear.Depositsfromthingslikeduesandfundraisersshouldnotbemadetothisaccount.EachgrouponlyhasoneBudgetindexnumber.FormoreinformationonstudentgroupfundingforprogramsandeventspleasevisittheSGAFinanceBoardwebsiteortheGraduateStudentGovernmentfundingwebsite

• ClubsportsTeams:DonothaveBudgetIndexnumbers.

LOOKINGUPINDEXNUMBERS

HelpfulTipsonhowtolookuptheIndexNumber1. Searchby“IndexDescription”andonlyenterpartofyourstudentgroupname.2. TheCashindexnumberwillbeginwith802or830.Clubsportswillbeginwiththenumber“3”3. TheBudgetIndexnumberwillbeginwith“800”or“801”(foroldergraduategroups)

LookUpIndexNumberHere

NeedHelp?Contactsabo434@northeastern.edu

ACOUNTCODES

5-digitnumberthattypicallybeginswitha“5”(forincome)or“7”(forexpenses).Everytransactionoccurringwithinyourindexhasan“accountcode”associatedwithit.Theaccountcodeclassifiesthetypeofincome/expensefortheindex.

Example:FoodExpense=74320|DuesIncome=50487

LookUp:SABOAccountCodes

SABOQuickHelpGuide2018 2

HOWTOMAKEADEPOSIT

AllFundsshouldbedepositedimmediatelytoSABOafterthemoneyiscollected.

1. PickupadepositslipfromtheSABOOfficelocatedin434JCSC(pleasedonotprintoutsampleabovetomakedeposits)

2. Filloutthedepositslipwiththefollowinginformation• TheIndex#:Enteryourgroup’sCashindexnumber.DonotdeposittoBudgetindex.• SourceofFunds:Wherethemoneyiscomingfrom(Example:Bakesale,Dues,Donations)• Depositby:Nameofthepersonmakingthedeposit• Date:Datedepositisbeingmade• Cash&Checks–Listtotalcash,checks,&coinsthatarebeingdeposited.Thechecknumber

shouldbelistedtotheleftofthedollaramount.Allchecksshouldbemadepayableto“NortheasternUniversity”anddepositedwithin60daysofdateonthecheck.

ImportantnoteaboutdepositsforduesDeposits for membership dues should have a list each member and the amount of their payment. If any member’s payment varies from the standard amount due, a brief explanation will also be required. Please see Example below:

Student Group X: Yearly membership dues is $50 for each member. John Doe – paid $50

Jane Doe – Paid $100 (Payment for 2 years) Bobby Doe – Paid $50

3. Bringthecash/checksanddepositsliptotheSABOoffice.Wewillverifythetotalandgiveyouareceipt.Thefundsshouldappearinyouraccountwithin2to3Businessdays.NOMOREthan$4.00worthofcoinscanbedepositedwithSABO.4. NightDeposit–IfSABOisclosedcontactaBuildingManagerattheoperationsdeskonthe3rdflooroftheCurryStudentCenter(6173735429)tohelpyoumakeadepositintheSABONightSafe.Makesuretoincludeadepositslipwithyourdeposit.Youcanpickupyourreceiptthenextbusinessday.

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SABOQuickHelpGuide2018

3

HOWTOSPENDMONEY

1. DirectPayRequest(Dpay)Usethisformtosendapaymentviachecktoacompanyoranindividualforaserviceorproductprovidedtoyourstudentgroup.FormsareonlyavailableontheSABOWebsiteherehttps://www.northeastern.edu/sabo/forms/.

HowtofilloutaDirectPayRequestForm(Don’tusethissamplecopy)

o VenderName:Enterthenameofthepersonorcompanyyouarepaying.(MustmatchtheaddressonboththeinvoiceandtheW-9taxform(ifW-9isrequired)

o SocialSecurityorTaxID:LeavethisareaBlank.TheW-9willbeusedtoverifytheTaxIDorsocialsecuritynumber.

o Address:Entertheaddressofthepersonorcompanyyouarepaying.TheaddressmustmatchtheaddressonboththeinvoiceandtheW-9ifaW-9isrequired

o Invoice#:Theinvoicenumberontheinvoiceorthecontractnumber.UsetheInvoicenumberifbothacontractandinvoiceisrequired.

o InvoiceDate:Invoicedateorcontractdateo Index:EnteryourCashorBudgetIndexnumberthatwillbecharged(Ex.8XXXXX)o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)o NetAmount:Entertheamountbeingpaidtothevendor.o AdvisorApproval:Studentgroupfacultyadvisormustphysicallysignhereoremail

approvaltoSaboPay@northeastern.edualongwiththeDpayForm&allsupportingdocumentsinONEemail.

OptionsforSubmittingtheDpayForm1. InPerson:SubmitapprovedDpayformwithsupportingdocumentsto434JCSC

duringSABOofficeHours.(RequiredforDpayswithContracts)2. Viaemail:DownloadandEmailtheDpayForm&allsupportingdocumentsinONE

emailtoSaboPay@northeastern.edu

100881

CONTACT NAME: PHONE:

Accounts Payable (245 RI) – Phone: 2652

SABOQuickHelpGuide2018

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SupportingdocumentationRequired:SupportingDocumentsmustbesubmittedwiththeDpayForminordertobeprocessed.Supportingdocumentationincludesinvoices,approvedcontracts,andW9’staxforms(W-8’sforinternationalvendors).Accountstatements,quotes,orpro-formainvoicescanNOTbeusedassupportingdocumentation.

� Invoice:Aninvoiceisabillfromthevendorrequestingpaymentforaproductorserviceprovided.ASeparateDpayFormmustbesubmittedforeachinvoice.

� W-9&W-8TaxForms:ACompletedW-9taxformshouldbecompletedbyallnewvendorsthathavenotpreviouslybeenpaidbyNortheastern.TheW-9shouldonlybesubmittedonce.TheW-9isnotrequiredtopaythevendoroncetheyhaveaW-9onfilewiththeUniversity.ThenameandaddressontheW9shouldmatchtheinformationontheDPAYform.W-8FormscanbeusedforinternationalvendorswithoutaU.S.TaxIDorsocialsecuritynumber.

� Contracts:PaymentsforthingssuchasFacilityRentals,Performers,DJ’s,andSpeakersmayrequireanapprovedcontractthroughtheCenterforStudentInvolvement(CSI).Acontractisconsidered“approved”whenitissignedbyboththeUniversityandtheVendor.PleasecontactyourprogrammanagerinCSIFormoreinformationoncontractrequirementswww.northeastern.edu/csi/event-planning/

Allcheckswillbemailed:CheckswillbemailedtotheaddresslistedontheDpayformusuallywithin14businessdaysafterallSABOreceivesallproperlysubmittedpaperwork.ProcessingDelaysmayoccurduringyear-endpleaseplanaccordinglyandallowupto30daysforpaymenttobereceived.

2.SABOExpenseReimbursementVouchersUsethisonlineformtoreimburseindividualswhomadepurchasesonbehalfofyourstudentgroup.Theoldpdfformswillnolongerbeaccepted.ThisisanonlineprocessONLY:Thisformshouldnotbefilledoutbyanyoneotherthanthepersonbeingreimbursed.

SABOReimbursementonlineprocess

1. Completethenew,onlineexpensereimbursementvoucherformavailableonline(Linkisbelow).Allrequiredfields(indicatedwithanasterisk*)mustbecompleted,andrequiredreceiptsmustbeuploaded,inordertosubmittheform.

2. EnsureallreceiptsadheretoReceiptandProofofPaymentRequirements3. Onceyousubmittheonlineform,anemail(includingaPDFofallinformation

submitted)willautomaticallybesenttoyouradvisorforapproval.(Note:besuretoinputyouradvisor’semailaddressaccuratelytoensuretheyreceivethiscommunication)Thesubmitteroftheformwillalsobeemailedacopyoftheformtoretainfortheirrecords.

4. YouradvisormustthenforwardtheautomaticallygeneratedemailtheyreceivetoSABOatsabopay@northeastern.eduwithanindicationthattheyapproveoftheexpense(s).

5. SABOwillreviewtheformbeforesendingalongtoAccountsPayable(A/P)forprocessing.

6. A/Pwillprocessthereimbursementandsendpaymentviadirectdeposit(ifthepersonbeingreimbursedhasalreadyestablishedthiswithNortheastern–forstudentemploymentpurposes,asanexample)orviacheckwithin10to14businessdays.Checkswillbesenttotheaddresslistedontheformonly.

NOTE:SABOexpensereimbursementvoucherformisintendedtobeusedforreimbursementsforstudents,guests,andpart-timeemployeesoftheUniversityONLY.Full-timeFacultymembersandstaffshouldcontinuetousetheconcurplatformfortheirreimbursementneeds.Forconcurinquirescontactk.kinnett@northeastern.edu

SABOQuickHelpGuide2018

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HowtofilloutSABOExpenseReimbursementVoucher

o Name:EnterthenameofthePersonbeingreimbursed.Thisformshouldnotbefilledoutbyanyoneotherthanthepersonbeingreimbursed.

o Address:Entertheaddressofthepersonbeingreimbursed.Thecheckwillbemailedtothisaddress.

o NUID:EnteryourNUIDnumber.ItisonlyrequiredforNUstudents.o TravelExpense,NonTravel,orBoth–maketheappropriateselectionand

entertheappropriatedescription/businesspurposeanddates.o Index:The6-digitCashorBudgetIndexnumberthatwillbechargedforthe

reimbursement.o Accountcode:5-digitaccountcoderelatedtothetypeofexpense(Example

Food=74320)o OutofPocketExpense:Entertheamounttobereimbursedforeachaccount

codeorexpensetype.o Student/GuestApproval:Entername,date,email,phoneofpersonbeing

reimbursed.Thisshouldnotbefilledoutbyanyoneotherthanthepersonbeingreimbursed.

o AdvisorApproval:Enterthenameandemailofthecurrentstudentgroupfacultyadvisor.

3.PettyCashReimbursementUsethisformforreimbursementsunder$50andreceivecashinhandinsteadofacheck.Formsarelocatedin434JCSConlyandmustbesubmittedinpersontoSABO.ReceiptorProofofPaymentRequired

• HowtofilloutaPettyCashForm(Don’tusethissamplecopy)

o Date:Today’sDateo Amount:Totalamountofreimbursemento From:Yourstudentgroupnameo Index#:6-digitCashorBudgetIndexnumbero AccountCode:5-digitAccountcodeo ReasonforReimbursement:describetheexpenseincurred(ex.PizzaforMeeting)o AdvisorApproval:Yourstudentgroupfacultyadvisormustsignhereo CashReceivedby:nameofthepersonpickingupthePettycash

SABOQuickHelpGuide2018 6

HOWTOTRANSFERMONEYStudentGroupTransferForm–usethisformtotransfermoneybetweenstudentgroups.Formsarelocatedin434JCSC.

HowtofilloutStudentGroupTransferform(Don’tFilloutSampleCopy).§ DateSubmittedDateformwassubmittedtoSABO§ Amountoftransfer:Totaldollaramountbeingtransferred§ From:NameofStudentGroupsendingthemoney§ To:Studentgroupreceivingthemoney§ Reasonfortransfer:explainthereasonforthetransfer§ DebitOrganizationadvisorapprovalsignature:thefacultyadvisorof

thegroupsendingthemoneymustsignhere.§ Index#:6-digitCashorBudgetIndexnumber§ AccountCode:5-digitAccountcode§ ThisformisnotApplicableforClubSportsTeams

@ Northeastern

Dote Submitted:

From:(Debit Orgonizotion)

STUDENT ACTMIES BUSINESS OFFICE434J CURRY STUDENT CENTER, 617 .373.4329

STUDENT GROUP TRANSFER

Amount of Tronsfer: $

Account #:

Account #:

#T3678

lrnaev fl Actor*tl Co le

'lEaCey f A(covta+ (oAaTo:

Reoson for Tronshr: tr Co-Poyment for

(Credit Orgonizotion)

n Poyment for

tr Other (pleose exploin)

Debrt O rgo ni zati on odvisor o pprovo I sig notu re:

Directions for Use

. The debit orgonizotion odvisorlouthorized signoture MUST sign the form.

. Complete the form ond submit it to the Siudent Activiiies Business Office (434J CSC) for processing.

. Attoch supporting documentofion.

. This form moy bp used for tronsfer between student groups or for student group tronsoctions withuniversity deportments.

. When using this form for poyment o[ goods/services provided by o university deportment, pleoseottoch o stqtement itemizing food/services being provided ond ten digit university occount number.

. Ihrs form moy not be used for budget line item reallocotions. Pleose see Student Government(332 CSC) regording budget reollocqtions.

Ror.12/09al5811

White Copy: Student Activilies Business Office . Pink Copy: Debit Orgonizotion . Yellow Copy: Credit Orgonizotion

SABOQuickHelpGuide2018 7

HOWTOMAKETRAVELARRANGEMENTS1. BusRequest

• SubmitaSABOBusRequestFormonlinetoSABO.• SABOwillprovideyouwithaquotefromanapprovedbuscompanywithin3to5

businessdays.• ConfirmtheReservationwithSABOandthebuswillbereserved.• SABOwillsendyouabill(invoice)fromthebuscompanyafewweeksafterthetrip.• SubmitaDirectPayRequestwiththeinvoicetoSABOtopaytheinvoice.(SeeDpay

Sectionabovefordetails)

2. UniversityVanRequest• Firstyoumusthaveacertifieddriverlistedonthisform.ContactDarlene

(TransportationDepartment)@6173732343totakecertificationdrivingtest&getcertificationcard.

• SubmitaSABOVanRequestFormonlinetoSABO.• Aftertheformissubmitted,SABOwillletyouknowifthevanisavailablewithin3-5

businessdays.• BringdrivercertificationcardandNUIDcardtopickupkeystotheVan@Campus

Police(716ColumbusAve)• VanscanbepickeduponlowerlevelofRenaissanceParkGarage.• VanscanNOTtravelfurtherthan150milesfromNortheastern.• Vansarefreebutavailabilityisverylimited.Pleaseplanaccordinglyincaseathereis

notavanavailable.Only1van(11passengers)isavailableforuse.Studentsareresponsibleforgas.

3. Flight&Hotels• Submitadetailedquoteanditineraryofyourtrip(Seeexamplebelow)alongwith

advisorapprovalandindexnumbertoSABOviaemailorinperson.• IfyouuseExpedia(NUpreferredvendor)remembertocreateanaccountandsavethe

itinerary&logininfo.• SABOwilluseaUniversitycreditcardtomakethereservationonyourbehalfwiththe

Expedialoginyouprovide.• ChargeswillbedirectlychargedtotheCashorBudgetIndexprovided.Chargestypically

appearwithinonemonth.