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The Treasurer s Workshop

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The Treasurer s Workshop

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    1. The Treasurer’s Workshop Prepared by: William L. Herbert Treasurer Emeritus: The WPI Social Committee Former Assistant Treasurer: Student Government Association

    2. Worcester Polytechnic Institute 2 Accounting/Treasurer Web Site http://www.wpi.edu/Admin/Acc/SAO/

    3. Worcester Polytechnic Institute 3

    4. Worcester Polytechnic Institute 4

    5. Worcester Polytechnic Institute 5

    6. Worcester Polytechnic Institute 6

    7. Worcester Polytechnic Institute 7

    8. Worcester Polytechnic Institute 8

    9. Worcester Polytechnic Institute 9 Account Codes (most usually seen on a check request) 7647 – Competition Costs Motorsports paying to race their cars in a competition SMAS paying a registration fee to compete in a live action role playing game 7181 – Equipment LnL purchasing new lights TechNews purchasing a camera 7185 – Equipment Rental CSA rents DJ equipment for an event 7731 – Other (Description Required) 7131 – Postage SocComm pays FedEx for sending a contract overnight 7646 – Programming Any contract entertainer or other purchased service that is an event 7651 – Safety Pershing Rifles purchasing a First Aid Kit 7311 – Travel SAS takes a bus of students to see Templeton, MA

    10. Worcester Polytechnic Institute 10 Inter-Departmental Transfer What an IDT is: A document authorizing a transfer of funds between two or more organizations on campus. When an IDT is most commonly used: Charges for Campus Police, Lens and Lights, or Plant Services SGA allocating additional funds to your organization through an SFR Other situations include: When co-sponsoring an event with an organization

    11. Worcester Polytechnic Institute 11 Inter-Departmental Transfer from Campus Police, Plant Services, and Lens and Lights Plant Services Plant Services will send to your organizations’ mailbox their own IDT You are responsible for filling in your organization’s Fund and Org number and submitting it to SAO Use Account number 71972 Campus Police Campus Police will send to your organizations’ mailbox their own IDT You are responsible for filling in your organization’s Fund and Org number and submitting it to SAO Use Account number 71971 Lens and Lights Lens and Light s will send to your organizations’ mailbox their own IDT You are responsible for filling in your organization’s Fund and Org number and submitting it to SAO Use Account number 71973

    12. Worcester Polytechnic Institute 12

    13. Worcester Polytechnic Institute 13 The Expense Reimbursement

    14. Worcester Polytechnic Institute 14

    15. Worcester Polytechnic Institute 15

    16. Worcester Polytechnic Institute 16

    17. Worcester Polytechnic Institute 17

    18. Worcester Polytechnic Institute 18 Expense Reimbursements Copies of Receipts and Reimbursement Forms The organization should keep a copy of all forms and receipts submitted. If the reimbursement needs to be initialed by the SGA Treasurer as previously mentioned, an additional copy should be made for the SGA Treasurer’s records Place the completed with all receipts paper clipped together Place completed form with receipts and ONE copy of the form to SAO if it does not need to be initialed by the SGA Treasurer Place completed form with receipts and TWO copies of the form to the SGA Treasurer if it does need to be initialed by the SGA Treasurer. (CC313) The SGA Treasurer will initial the form and pass it along to SAO

    19. Worcester Polytechnic Institute 19 Expense Reimbursements Account Codes 7185 – Equipment Rental A KSA member paid out of pocket for DJ equipment 7731 – Other Be as descriptive as possible 7131 – Postage A BiLaGA members paid out of pocket for stamps 7111 – Supplies A SocComm Member paid out of pocket for markers and crayons 7311 – Travel Used to pay off reimbursements from Section I

    20. Worcester Polytechnic Institute 20 Cash Receipt Form (Deposits)

    21. Worcester Polytechnic Institute 21 Cash Receipt Form Example (Deposits)

    22. Worcester Polytechnic Institute 22 Cash Receipt Form (Deposits)

    23. Worcester Polytechnic Institute 23 Questions? Additional Resources Student Activities Office Topher Schott SGA Treasurer topher@wpi.edu or sga-treasurer@wpi.edu; CC313

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