Stephanie Coleman

Jackie Kalonji

Maria Lattuca

Sean Murphy

Kathy Paglia

AGENDA

Welcome • What is the SABSC?

• What is the OSI?

Student Organization Funding Committee (SOFC)

Collecting Revenue • Ticket Sales (Robsham Box Office)

• Concessions

• eMarket

Methods of Payment • P-Card Program

• Other Methods

Account Comparison Report (ACR)

WELCOME

What we do… The SABSC processes financial transactions for

the Division of Student Affairs including:

Reimbursements

Vendor Payments

BC Student Hires

Purchase Orders

Chartstring Fund Transfers

Monthly ACR Reporting

WELCOME

Student Affairs

Business Service Center

Location: Maloney Hall, Suite 458

Hours: M-F, 9-5

Telephone Number: 617-552-1586

E-mail: club.budget@bc.edu

Website: www.bc.edu/sabsc

WELCOME

Office of Student

Involvement

Location: Carney Hall, Suite 147

Hours: M-F, 9-5

Telephone Number: 617-552-3480

Earnestiena Chang, Chair

Siobhan Burke, Vice-Chair

Nick Wasniewski, Treasurer

Student Organization

Funding Committee (SOFC)

WELCOME

STUDENT ORGANIZATION

FUNDING COMMITTEE (SOFC)

The purpose of the SOFC is to allocate student activity fee

funds to all student organizations.

The SOFC will review all budgets and determine whether

the funding falls within the funding guidelines.

If you have questions regarding funding or budgets,

contact your mentor.

COLLECTING REVENUE

Kim Principi Box Office Manager, Robsham Theater Arts Center

COLLECTING REVENUE

Ticket Sales

Ticket sales must be conducted through the Robsham Box Office

Robsham Theater Ticketing Request Form

• Found on MyBC

• Must be filled out three weeks prior to event date

Treasurer must meet with RTAC Box Office prior to sale date

• Complimentary ticket lists must be submitted at this time

COLLECTING REVENUE

Stephanie Coleman Student Affairs Business Service Center

COLLECTING REVENUE

Concessions

Read the 2014-2015 Concessions Guidelines and Information Packet

Complete the Group Sign-up Sheet

Funds will be transferred into your organization’s chartstring provided

on the Group Information Sheet

• Important to provide accurate chartstring information

Treasurer may contact BC Athletics for more information

COLLECTING REVENUE

Maria Lattuca Student Affairs Business Service Center

COLLECTING REVENUE

Online commerce site for Boston College

• Collect dues

• Collect donations (credit/debit card)

• Sell goods (e.g. apparel, CD, etc.)

eMarket is the preferred method of revenue collection

• Cash collection of any kind is strictly prohibited

eMarket Request Form

• Must be submitted to the Office of Student Involvement

• Found on MyBC

• Contact Office of Student Involvement for more information

eMarket

METHODS OF PAYMENT

Sean Murphy Student Affairs Business Service Center

Rita Cardarelli Senior Accounts Payable Assistant, Procurement Services

METHODS OF PAYMENT

P-Card Program

The P-Card is a reloadable credit card

• Program is available to all Student Organizations

The P-Card is issued in the Treasurer’s name

• Should only be used by the Treasurer

P-cards will be distributed at end of this training

• Funds have not yet been added

METHODS OF PAYMENT

P-Card Usage

The P-Card is the preferred method of payment at BC (restrictions apply)

• General merchandise

• Craft supplies

• Food

The P-Card has a single transaction limit of $4,999

Personal purchases are strictly prohibited

• Improper usage will result in the termination of the card and/or other

disciplinary action

Consult the SABSC Purchasing Card User Guide for details

• Found in Treasurer packet

METHODS OF PAYMENT

Where can the card be used?

Copy & Printing Services

Mailings-- FedEx & Postage

Memberships & Dues

BC Bookstore

Online purchases

Take-out Establishments

Grocery Stores

General Merchandise Stores

Subscription & Publication

Renewals

METHODS OF PAYMENT

P-Card Accepted Establishments

www.bc.edu/sabsc

METHODS OF PAYMENT

Where can the card NOT be used?

Eat-in/Sit-down Restaurants

Travel Expenses

Cash Advances

Donations

Gasoline

Consulting Services

Gifts to Students

Personal Items & Services

Payments to Individuals

(non-companies)

Telecom & Cable Services

Animals/Animal Related Purchases

Alcoholic Beverages

Construction/Renovation

Prescriptions/controlled substances

Robsham Theater Box Office

METHODS OF PAYMENT

P-Card Declines

Most common reasons for P-Card decline:

• Insufficient funds

• Make sure there is enough funding on the card prior to usage

• Unapproved vendor

• Contact the SABSC to verify vendor’s Merchant

Category Code (MCC)

If the P-Card is declined, contact the SABSC for assistance

METHODS OF PAYMENT

Activating Your P-Card

Card Activation Phone #: 1-800-344-5696

When prompted to enter the last four digits of your social

security number, please enter 0000.

If a phone number is required, use 617-552-8000

If you have any problems activating your P-Card,

please contact the SABSC at 617-552-1586

METHODS OF PAYMENT

Adding Funds to the P-Card

P-Card Increase Form

• Found on MyBC

Allow up to 2 business days from date of P-card Increase Form

approval for funds to be made available for usage

• Treasures may contact the SABSC to verify current

P-Card balance

METHODS OF PAYMENT

P-Card Reconciliation

P-Card purchases must be reconciled by the Student Organization

Treasurer each month if any of the funds were spent

• Dates can be found in Treasurer packet, on SABSC website,

and on MyBC

The cardholder P-Card statement is available electronically at the

end of the month

• Must have already set up a user identity on US Bank Access

• https://access.usbank.com/

When the P-Card statement is ready, the Treasurer must reconcile

all purchases and complete the P-Card Monthly Reconciliation Form

• Found on MyBC

METHODS OF PAYMENT

Be sure to use BC as the “Organization Short Name”

METHODS OF PAYMENT

P-Card Reconciliation Documentation

All original itemized receipts

• Each taped to a 8.5x11’’ piece of paper

All packing slips or electronic order confirmations (if applicable)

The monthly P-Card statement (via US Bank)

The completed P-Card Monthly Reconciliation Form

METHODS OF PAYMENT

Lost, Stolen, or Damaged P-Card

Cardholder must immediately report a lost, stolen, or damaged

P-Card to US Bank at 1-800-344-5696

• Deactivate current card

Notify the SABSC as soon as possible at 617-552-1586

• Re-order and distribute new P-Card

University IS LIABLE for all transactions until the card is

reported lost, stolen, or damaged

METHODS OF PAYMENT

METHODS OF PAYMENT

Jackie Kalonji

Kathy Paglia

Maria Lattuca Student Affairs Business Service Center

METHODS OF PAYMENT

BC Student Reimbursement

BC Employee Payment

Outside Vendor Payment

Award or Honorarium

Purchase Order

BC Student Hire & Payment

Transfer of Funds

Other Methods:

METHODS OF PAYMENT

Reimbursements

If you (or another member of your organization) spent your own money,

and need to get reimbursed, complete a BC Student Reimbursement

Form

• NOTE: Reimbursements to outside (non-BC) individuals must be requested via Outside

Vendor Payment form

Reimbursement requests must be submitted by the Treasurer

• If it is the Treasurer who is seeking reimbursement, the organization President must submit

the request

An SABSC Expense Form is required for all travel related

reimbursements

• Found on SABSC website

All requests must be filled out completely or they will be rejected

METHODS OF PAYMENT

BC Employee Payment Form

If requesting a payment to a BC employee from a

Student Organization account complete this form

An SABSC Expense Form is required for all travel related

reimbursements

Supporting documentation and proof of payment required

METHODS OF PAYMENT

Proof of Payment

Original itemized receipts are required for all reimbursements

Credit or Debit Card

• Original itemized receipt

• Credit card transaction receipt

Check

• A copy of the front and back of check, after it is processed by the bank

List of attendees is required for all dining expenses

• Not required for events with over 25 attendees (must be noted on receipt)

An SABSC Expense Form is required for all travel related

reimbursements.

METHODS OF PAYMENT

Payment to an Outside Vendor

When paying a company or outside organization, complete an

Outside Vendor Payment Form

New vendors must complete a W-9 Form at: www.bc.edu/supplier

Invoice must be submitted with payment request

• Payments will be made to the “remit to” address on invoice

• Vendors will be paid via check or electronic fund transfer (EFT)

• No advance payments to vendors

Payment of cash, personal check, or credit card for labor intensive

services is strictly prohibited

METHODS OF PAYMENT

Award or Honorarium

Use this form when requesting a monetary gift payment

Example: Guest speakers or visiting scholars

A contract is not required for this type of payment

• If you have a contract with an outside entity, an Outside

Vendor Payment Form is required

This form is to be used when paying an individual, not a

company

METHODS OF PAYMENT

Purchase Order (PO)

A “promise to pay” a vendor for a future expense

Used for purchases that exceed $5K • Written quote required

• Bidding process must be utilized

Should be used for bus charters

• Other travel expenses should be paid for using the Office of Student

Involvement AMEX card. Contact OSI for more information.

Do not use a PO if you already have an invoice • 7-10 business days to process (please plan accordingly)

The treasurer will receive an email when the PO number is available

METHODS OF PAYMENT

BC Student Hire and Payment Form

Used to pay a BC student that is contracted to perform a

service

Student must have filled out eligibility forms through

the Office of Student Services in order to be hired and paid

• Current student employees will have already completed this process

METHODS OF PAYMENT

Transfer of Funds

Used to move funds between chartstrings

• Example: two student organizations co-sponsoring an event

Student Organization transferring the funds out initiates

the process

Allow 14 business days for fund transfers

Cannot donate SOFC allocated funds

• Only generated revenue can be donated

ACCOUNT COMPARISON REPORTS

Maria Lattuca Student Affairs Business Service Center

ACCOUNT COMPARISON REPORTS

What is an ACR? The ACR is your organization’s bank statement

• An ACR report will be available electronically each month via MyBC

The ACR provides you with an account summary and a transaction detail

report

It is the treasurer’s responsibility to reconcile the organization’s account on

a monthly basis and inform the SABSC immediately of any discrepancies

• ACR Interpretation tutorial video found on SABSC website

For current account balances e-mail the SABSC at club.budget@bc.edu

ACCOUNT COMPARISON REPORTS

ACCOUNT COMPARISON REPORTS