know your index numbers & account codes · 2016. 7. 21. · sabo quick help guide fall 2016 1...

SaboQuickHelpGuide Fall2016

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KNOWYOURINDEXNUMBERS&ACCOUNTCODES

• CashIndex–6-digitnumberbeginningwith802XXXor830XXX.StudentgroupsadvisorswillbesenttheCashIndexnumberafterthegrouphasbeenofficiallyrecognizedbytheCenterforStudentInvolvement.TheCashIndexislikeyourstudentgroupbankaccountnumber.Depositsandexpenseswillbecreditedandchargedtothisaccount.Moneyinthisaccountwillrolloveryeartoyear

• BudgetIndex–6-digitnumberthatbeginswith800XXXandisprovidedafterastudentgroupreceivesfundingfromtheSGAFinanceBoard.MoneyinthebudgetindexshouldonlybeusedforexpensesrelatedtotheprogramthatwasfundedbytheFinanceboard.Budgetindexfundsdoesnotrolloveryeartoyearsodepositsfromthingslikeduesandfundraisersshouldnotbemadetothisaccount.

• AccountCodes-Everytransactionoccurringwithinyourindexhasan“accountcode”

associatedwithit.Theaccountcodeclassifiesthetypeofincome/expensefortheindex(SeeListBelow)

Indexnumbers&Accountcodescanbefoundathttp://www.neu.edu/sabo

Northeastern University Student Activities Business Office

Account Code Listing

Note: Pool object codes (the object codes highlighted in grey) are for budgeting purposes only. Expenses should not be applied against Pool object codes.

For Student Group Use

Revenue Supply Only Use for Cash Account Deposits or Transfers 73110 Books (intended for group's reference) 50299 Refund 73201 Subscriptions (renewable magazines, newspapers, etc.) 50425 Tax Deductible Gifts (must be processed by Dev. Ofc.) 73202 Music and Records 50438 Fundraising 73203 Video Cassettes 50439 Advertising 73204 Film (for camera) 50453 Conference/Seminars 73301 Miscellaneous Supplies (pens, paper, decorations, etc.) 50466 Membership Fees 73303 Computer Supplies 50484 Subscription Fees 73305 Audio Visual Supplies 50487 Dues 73306 Medical Supplies 50490 Sales Income 73307 Athletic Supplies 50491 Donation (non-tax deductible) 73325 Training Supplies 50492 Co-Sponsorship 50494 Program/Event Promotional 50603 Book Sales 73410 Advertising 50700 Other Sources (misc.) 73420 Printing (flyers, brochures, etc.) not done at Reprographics 50931 Revenue Transfer 73425 Printing - Reprographics 73460 Photocopying Charges Capital Equipment Criteria: Unit Cost > $500, Life > 2 Year Maintenance 73001 Cap. Equip. - Office (chair, desk) Cost to repair or maintain equipment 73004 Cap. Equip. - Audio Visual 73810 Office Equip. Maint. (photocopier servicing, etc.) 73005 Cap. Equip. - Computers 73811 Typewriter Maint. 73066 Computer Software 73830 A/V Equip. Maint. 73007 Cap. Equip. - Athletics 73840 Computer Maint. (printer repair) 73850 Athletic Equip. Maint. Travel 73021 Travel - Airfare Entertainment 73022 Travel - Train 74010 Movie and Video Program (rentals for event) 73023 Travel - Bus 74020 Concerts (musical performances) 73025 Travel - Auto Mileage (check w/SABO for current rate) 74030 Other Entertainment (DJ's, baseball games, etc.) 73026 Travel - Auto/Van Rental 74710 Speaker Fees (payment to a lecturer) 73027 Travel - Lodging (hotel costs) 74032 Film Rentals (film reel rental) 73030 Travel - Miscellaneous (gas, tolls, etc.) 75160 Other Rentals (Blackman, sound equipment, etc.)

Telephone 73041 Tel. - Toll Charges (long distance) 74210 Membership Dues 73042 Tel. - Instrument Charges (monthly charge for Telephone) 74310 Conference/Seminar Registration Fees 73043 Tel. - Message Units (local off-campus, and 411 charges) 74320 Food (anything one can eat/drink) 74500 Awards (gift certificates, plaques, etc.) Other Expenses 73205 Set Design 73049 Postage/Freight 74800 Consultants 73051 Postage (stamps) 76825 Laundry Service (cleaning of uniforms) 73052 Bulk Mail 78001 Special Services (lesson fees, etc.) 73053 Federal Express 78490 Miscellaneous (donations, etc.) 73070 Freight Charges 79610 Cash Box Advance

SaboQuickHelpGuide Fall2016

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HOWTOMAKEADEPOSIT1.PickupadepositslipfromtheSABOOfficelocatedin434JCSC(pleasedonotprintoutsamplebelowtomakedeposits)

2.Filloutthedepositslipwiththefollowinginformation

• TheIndex#:Thisyourgroup’sCashindex#(DonotdeposittoBudgetindex)• SourceofFunds:Wherethemoneyiscomingfrom(Example:SalesorDues)• Depositby:Nameofthepersonmakingthedeposit• Date:Datedepositisbeingmade• Cash&Checks–Listtotalcash,checks,&coinsthatarebeingdeposited.Thechecknumber

shouldbelistedtotheleftofthedollaramount.Allchecksshouldbemadepayableto“NortheasternUniversity”anddepositedwithin60daysofdateonthecheck.

• Dues:Deposits 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 $503.BringthemoneyanddepositsliptotheSABOoffice.Wewillverifythetotalandgiveyouareceipt.Thefundsshouldappearinyouraccountwithin1-2Businessdays.NOMOREthan$3.00worthofcoinscanbedepositedwithSABO.4.NightDeposit–ifSABOisclosedcontactaBuildingManageronthe3rdflooroftheCurryStudentCentertohelpyoumakeanightdeposit.Makesuretoincludeadepositslipwithyourdeposit.Youcanpickupyourreceiptthenextbusinessday.

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HOWTOSPENDMONEY1. DirectPayRequest–usethisformtorequestcheckpaymentstocompaniesorindividuals

foraserviceorproductprovidedtoastudentgroup.Formsareonlyavailableonlineathttp://neu.edu/sabo/payment-forms� Supportingdocumentationsuchasoriginalinvoicesandapprovedcontractsmustbe

attachedtotheDirectPayFormforthechecktobeprocessed.Statementscannotbeused.� Checksmadepayabletocompanyforafacilityrentalanindividualforaserviceprovided

requiresanapprovedcontractthroughtheCenterforStudentInvolvement.

HowtofilloutaDirectPayRequestForm(Don’tusethissamplecopy)o VenderName:Thepersonorcompanyyouarepayingo SocialSecurityorTaxID:ThisisrequiredforanyindividualorLLC(Limited

LiabilityCompany)beingpaidthatisnotaperformer.o W-9Forms-ACompletedW-9taxformshouldbesubmittedforpaymentsto

IndividualVendors&LLC’s.ThisformshouldbefilledoutbytheVendor.o Address:Addressofthepersonorcompanyyouarepaying.(mustmatchthename

andaddressontheinvoiceorW9ifrequired.o Index:YourCashorBudgetIndexnumberthatwillbecharged.o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)o NetAmount:Theamountbeingpaido AdvisorApproval:Studentgroupfacultyadvisormustsignhereoremailapproval

toSaboPay@neu.edualongwiththeDpayForm&allsupportingdocumentsinONEemail.FMIhttp://neu.edu/sabo/payment-forms

o Allcheckswillbemailedouttotheaddresslistedontheformoradirectdepositwillbemadetotherecipient’sbankaccountiftheyarealreadysetupwithDirectaDepositagreementwithNortheasternUniversity.

100881

CONTACT NAME: PHONE:

Accounts Payable (245 RI) – Phone: 2652

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2. ExpenseReimbursementVouchers–Usethisformtosendachecktopaybackindividualswhomadepurchasesonbehalfofyourstudentgroup.Formsareonlyavailableonlineathttp://neu.edu/sabo/payment-forms

• Originalreceiptsshowingproofofpurchasemustbesubmittedwiththeform.• NortheasternisTaxexempt.Wecannotreimburseforsalestaxespaidexceptforhotel

andmealstax.UsetheST5taxexemptionformtoavoidpayingsalestax.http://www.neu.edu/ap/taxexemptforms/index.html

• SABOcannotreimburseforpersonalitems,alcohol,drugsortobaccoperUniversityguidelines.

• HowtofilloutanExpenseReimbursementVoucher(Don’tusethissamplecopy)

o Name:ThePersonorCompanyyouarepayingo NUID:NUIDnumberisrequiredforNUFaculty,staff,&students.o Address:Addressofthepersongettingreimbursed(paid)o TravelorNonTravel–describetheexpenseinappropriatesectiono Index:TheCashorBudgetIndexnumberthatwillbecharged.o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)o OutofPocketExpense:Theamounttobereimbursedo AdvisorApproval:Studentgroupfacultyadvisormustsignhereoremail

approvaltoSaboPay@neu.edualongwithExpenseReimbursementform&allsupportingdocumentsinONEemail.FMIhttp://neu.edu/sabo/payment-forms

o Allcheckswillbemailedouttotheaddresslistedontheformoradirectdepositwillbemadetotherecipient’sbankaccountiftheyarealreadysetupwithaDirectDepositagreementwithNortheastern.

420498

SABO Expense Reimbursement VoucherNU STUDENT/EMPLOYEE DOCUMENT #Name: Vendor Number:Address: NU ID

:Did you travel or have a meal at the expense of the University? Did you make a non-travel purchase at the expense of the University?

TRAVEL EXPENSES NON-TRAVEL EXPENSESDestination: Description:Dates of Travel: Date of Expense:Purpose: Purpose:(continued from above) (continued from above)

SUMMARY OF EXPENDITURES:INDEX ACCOUNT CODE OUT OF POCKET EXPENSES

TOTALAPPROVALSReturn this for to SABO with ORIGINAL, ITEMIZED RECEIPT(S) ATTACHED if a check is needed to reimburse an individual for out of pocket expenses.Advisor Approval Printed name Signature Date

SABO Approval Printed name Signature Date

Hold check for pick up? Please circle one YES NO*If employee is Dept. Head, then employee’s supervisor must sign here:PLEASE NOTE: 1) You will not be reimbursed for sales tax paid except meal/food tax, and hotel occupancy taxes 2) Travel reimbursements should be submitted within 10 days of returning from trip 3) Properly completed vouchers submitted will be processed and mailed within 5 business days.CONTACT PERSON: PHONE #:Northeastern University

SABO - Room 434J Phone Extension x4329 Fax extension x4375

Revised 7/9/10

420498

SABO Expense Reimbursement VoucherNU STUDENT/EMPLOYEE DOCUMENT #Name: Vendor Number:Address:

NU ID:Did you travel or have a meal at the expense of the University? Did you make a non-travel purchase at the expense of the University?

TRAVEL EXPENSES NON-TRAVEL EXPENSESDestination: Description:Dates of Travel: Date of Expense:Purpose: Purpose:(continued from above) (continued from above)

SUMMARY OF EXPENDITURES:INDEX ACCOUNT CODE OUT OF POCKET EXPENSES

TOTALAPPROVALSReturn this for to SABO with ORIGINAL, ITEMIZED RECEIPT(S) ATTACHED if a check is needed to reimburse an individual for out of pocket expenses.Advisor Approval

Printed name Signature Date

SABO ApprovalPrinted name Signature Date

Hold check for pick up? Please circle one YES NO*If employee is Dept. Head, then employee’s supervisor must sign here:PLEASE NOTE: 1) You will not be reimbursed for sales tax paid except meal/food tax, and hotel occupancy taxes2) Travel reimbursements should be submitted within 10 days of returning from trip 3) Properly completed vouchers submitted will be processed and mailed within 5 business days.CONTACT PERSON: PHONE #:Northeastern University SABO - Room 434J Phone Extension x4329 Fax extension x4375

Revised 7/9/10

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3. PettyCashReimbursement–usethisformtomakereimbursementsforexpensesunder$50andreceivecashonthespotinsteadofacheck.Formsarelocatedin434JCSC• Originalreceiptsshowingproofofpurchasemustbesubmittedwiththeform.• NortheasternisTaxexempt.Wedonotreimburseforsalestaxespaidexceptforhoteland

mealstax.UsetheST5taxexemptionformtoavoidpayingsalestax@http://www.northeastern.edu/ap

• Wedonotreimburseforpersonalitems,alcohol,drugsortobaccoperUniversityguidelines.

• 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

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HOWTOTRANSFERMONEYStudentGroupTransfer–usethisformtotransfermoneybetweenstudentgroups.Formsarelocatedin434JCSC

HowtofilloutStudentGroupTransferform(Don’tFilloutSampleCopy).

§ DateSubmittedDateformwassubmittedtoSABO§ Amountoftransfer:Totaldollaramountbeingtransferred§ From:StudentGroupsendingthemoney§ To:Studentgroupreceivingthemoney§ Reasonfortransfer:explainthereasonforthetransfer§ DebitOrganizationadvisorapprovalsignature:thefacultyadvisorof

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

@ 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

SaboQuickHelpGuide Fall2016

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HOWTOMAKETRAVELARRANGEMENTS

1. BusRequest• Submit a SABO Bus Request Form https://orgsync.com/30932/forms/96551 online to SABO. • SABO will provide you with a quote from an approved Bus Company • Confirm the Reservation with SABO and the bus will be reserved. • You will receive a bill (invoice) from the bus company a few weeks after the trip. • Submit a Direct Pay Request & invoice to SABO to pay the invoice.

2. UniversityVanRequest• You must have a certified driver. Contact Darlene in Transportation Dept. @ 6173732343

to get certified • Submit a SABO Van Request Form https://orgsync.com/30932/forms/141781 online to

SABO. • SABO will make the reservation and let you know if the van is available. • Vans are free (Limited Availability). Please plan accordingly.

3. Flight&Hotels

• SubmitadetaileditineraryandquoteofyourtriptoSABO.Provideindextobechargedonthequote.Youradvisormustsignquote.(Seeex.below)

• IfyouuseExpediaremembertocreateanaccountandsavetheitinerary&logininfo.• SABOwilluseaUniversitycreditcardtomakethereservationonyourbehalfwiththe

loginyouprovided• ChargeswillbebilledtoyourStudentGroup’sCashorBudgetIndexthatyouprovidedto

SABOonthequote.