treasurer's seminar

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Business Office


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Treasurer’s SeminarTreasurer’s Seminar

Elizabethtown CollegeElizabethtown College

Business OfficeBusiness Office



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Our GoalOur Goal

It is the goal of theIt is the goal of the

Business OfficeBusiness Office

to help your Club operate to help your Club operate efficiently.efficiently.



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Effectively Using Your Effectively Using Your Club/Agency AccountClub/Agency Account

TheThe Club Treasurer serves as the Club Treasurer serves as the

communication link communication link

between your Club and the between your Club and the Business Office.Business Office.



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Agency ReportsAgency Reports

Monthly Agency ReportsMonthly Agency Reports– Reading Your ReportReading Your Report– New Treasurer Update New Treasurer Update – Agency Report QuestionsAgency Report Questions



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Business Office FormsBusiness Office Forms

Make CopiesMake Copies– A copy of all forms and transactions A copy of all forms and transactions

should be kept on file by the Club should be kept on file by the Club Treasurer for future reference.Treasurer for future reference.

– These copies can then be used to These copies can then be used to reconcile the monthly agency reconcile the monthly agency report.report.



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Student/Faculty Charge SheetsStudent/Faculty Charge Sheets Obtain Charge Sheets at the Business Obtain Charge Sheets at the Business

OfficeOffice Abide Charging RulesAbide Charging Rules

-Charging is a privilege-Charging is a privilege Complete Charge Report with Charge SheetComplete Charge Report with Charge Sheet



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Accounting Club220-034-290-000Account. Club T-ShirtsMegan GentzlerX6013, Box # 1334

9-13-2009

9-20-2009

Brenda Landvater 1035569 Brenda Landvater 2 T-Shirts 20.00

Nancy Kauffman 1036257 Nancy Kauffman T- Shirt 10.00

30.00



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Instructions

Please remember that the College is permitting your group to accept student/faculty charges and the following guidelines should be

used when accepting charges from students/faculty:

1. A current validated student ID must be shown. Copy the ID# from the card. Charges from non-current students will not be accepted. 2. A signature is needed as well as the printed name. Please use ink; pencil is not acceptable. 3. All charge information should be returned to the Business Office no later than one week following the date of the event. 4. All questions or billing disputes will be referred to the contact person listed. 5. After due diligence, the Business Office will charge your budget for any charges deemed uncollectible. 6. Charging will not be authorized for any group without prior approval from the Business Office. 7. The College reserves the right to deny charging privileges to any group based on prior charging history or failure to abide by the above regulations.

__________________ ___________________Business Office Staff Group Representative

___________________ Date



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9-13-2009

Accounting Club

220-034-290-000

30.00



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Purchase/Check RequisitionsPurchase/Check Requisitions

Multi-Purpose FormsMulti-Purpose Forms– Check requestCheck request– Petty cash requestPetty cash request– Purchasing merchandise (i.e. Bookstore, Jay’s Purchasing merchandise (i.e. Bookstore, Jay’s

Nest, Post Office, etc.)Nest, Post Office, etc.)– Obtaining requisitions Obtaining requisitions – Making the requisition validMaking the requisition valid



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Elizabethtown Sporting Goods100 College AvenueElizabethtown, PA 17022

T-shirts w/logo($10.00 ea.)

9-13-2009

Vendor

10 $100.00

Megan Gentzler Accounting Club 220-034-290-000 Treasurer & Advisor



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ChecksChecks

Requests for Checks must be supportedRequests for Checks must be supported Check requests Check requests

- Submit before Noon on Wednesday- Submit before Noon on Wednesday Checks are written every ThursdayChecks are written every Thursday

- Except for holiday weeks including- Except for holiday weeks including Easter and Easter and

ChristmasChristmas



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Petty CashPetty Cash

Submit requisition to Cashier two days Submit requisition to Cashier two days in advancein advance

Indicate the denominations of cash Indicate the denominations of cash wanted on requisitionwanted on requisition

Petty Cash limit is $75.00 or less and Petty Cash limit is $75.00 or less and will need an approval from advisorwill need an approval from advisor



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X 6013

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Business Office Deposit Report

Deposit Information:

Account Number:Account Name:Deposit Date:Deposit Description:Send Receipt to:Address:

CHECKS: NotesCheck

Number Amount1 2 3 4 5 6 7 8 9

10 0.00

CASH: Quantity 0 100's 0.00 0 50's 0.00 0 20's 0.00 0 10's 0.00 0 5's 0.00 0 1's 0.00

0.00

COIN: Quantity 0 dollars 0.00

0 half dollars 0.00

0 quarters 0.00 0 dimes 0.00 0 nickels 0.00 0 pennies 0.00

0.00

TOTAL DEPOSIT: 0.00

Accounting Club

220-034-290-000

9/13/2009

Megan GentzlerX 1603

1 15.00

15.00

100.001

100.00

115.00

T-Shirt Sale



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Student Purchasing & Reimbursement

Information Check Requests~ The weekly cut-off for requisitions is Wednesday at Noon for Friday checks. One requisition should be presented to the Business Office for each check requested with an invoice and/or receipts. This provides support for each expenditure. Send the white copy of the requisition to Brenda Landvater, Business Office; keep the yellow copy for your records. If support is needed for your own files, please make a copy.

The Business Office needs all originals.

Invoice Copies~ If there is only one copy of an invoice and you wish to retain a copy for your files, please make a copy. ALWAYS send the original invoice with the requisition to the Business Office. If the original is to accompany the payment to the vendor, please pro-vide a copy for the Business Office files.

On-line Purchasing~ Before the order is placed, approval must be obtained. See your club advisor/dept. chair for approval. When ordering on-line print out the cost center page and attach to your requisition or credit card statement. Petty Cash~ Advances for petty cash (max. $75.00) require an advisor approved requisi-

tion. Receipts and any excess cash must be returned to the cashier within 5 working days of purchase. Clubs are required to have approval from the club treasurer and advisor on the requisition.

Sales Tax~ Because the College is a tax-exempt entity, reimbursements will not be made to

individuals for sales tax. (Questions ? Call Brenda, X1214). A tax exempt form is available from the Business Office.

Travel Reimbursements~ The New Travel Voucher form may be printed from the Busi-

ness Office website. Please submit the travel voucher with receipts to the Business Office for reimbursement. The website address is:

www.etown.edu/Businessoffice/accounts_payable.htm Click on FAQ and click on travel voucher.



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REQUIREMENTS FOR LOCAL BUSINESSES:

Elizabethtown CollegeBusiness Office

Brandt’s Farm Leo Kob

J.B. HostetterMueller’s Flowers

Radio ShackB&G Lumber

K-Mart

AC MooreStaples

EDUCATION STATION

Take requisition & ID

-They bill college monthly All vendors– keep white copy and

send yellow copy and the receipt to the Business Office.

Take requisition & id to customer service desk at K-Mart.

Bring receipts & requisition back to Brenda in the Business Office. K–Mart will allow charging but will not bill the

college. AC Moore~ Will not accept the college purchasing

card. All purchases must be paid for at time of sale. Staples~ VISIT the

Business Office, For info. OnThe Staples Credit Card.

Go to service desk.

Business PhoneBrother’s 367-5878 Domino’s 367-6886Pizza Hut 367-5111 Subway 367-8585

Call first, they willinform you how to

handle.

Revised 07/16/09



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Cashier Office DepositsCashier Office Deposits$ Deposits should be properly counted, sealed, and clearly marked with total dollar amount and account number included with the completed deposit form.$ Coins should be wrapped if your coin deposit is large.$ Uncounted deposits for safe keeping may be dropped by the Business Office. It is the responsibility of the treasurer to prepare the deposit report for this deposit.



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Copy ServicesCopy Services

Copy Services Website:http://www.etown.edu/CampusServices.aspx



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Good Luck!

If you have any questions or concerns regarding any of the procedures for your club please contact Diana Horn at the Business Office, X1417.

Thank you & Good Luck!

treasurer's seminar

Economy & Finance

business office forms

post office

club treasurer

visit thebusiness office

deposit date

total deposit

coin deposit

deposit description