index numbers & account codes · given to the student group after they receive funding from the...
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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
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
[email protected]&allsupportingdocumentsinONEemail.
OptionsforSubmittingtheDpayForm1. InPerson:SubmitapprovedDpayformwithsupportingdocumentsto434JCSC
duringSABOofficeHours.(RequiredforDpayswithContracts)2. Viaemail:DownloadandEmailtheDpayForm&allsupportingdocumentsinONE
100881
CONTACT NAME: PHONE:
Accounts Payable (245 RI) – Phone: 2652
SABOQuickHelpGuide2018
4
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.