Finance

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FINANCE

Deposit Forms

To deposit funds into your account:
Obtain a deposit form and calculate all cash and checks that need to be deposited
Calculate sales tax (if needed)
Take the form and money to the Business Office in Filippi Hall
Keep the pink copy for your records
The business office will return the yellow copy to the ASVP for Finance and we will update your account

Turn around time: 7 business days

Check Requests

To pay a vendor or company who is providing a service:
Obtain and complete a check request
Paper clip any appropriate paperwork:
W-9, Invoice, Contract, etc.
Select if you would like the check mailed or put in your ASSMC box
Make a note regarding which line item this should be deducted from
Sign and make two copies, one for your records and one to submit with your request
Turn the original and one copy into the ASSMC VP for Finance box

Turn around time: two weeks

Cash Advance

To obtain start up money for an event:
An organization can only have one cash advance out at any given time
Fill out an ASSMC Cash Advance Request with the amount needed
Give a detailed explanation of how the funds will be used, including the date and description of event
Make a note regarding which line item you would like this taken out of
Sign and make two copies, one for your records and one to submit with your request
Turn into the ASSMC VP for Finance box

Turn around time: two weeks

Expense Report

To reimburse for expenses that were paid out of pocket:
Obtain all original receipts and fill out an Expense Report
Total all amounts and, if applicable, subtract any cash advances
Write in your Organization’s ASSMC account number, date and sign (your treasurers signature)
Select if you would like the check mailed or put in your ASSMC box
Make a note regarding which line item you would like this taken out of
Sign and make two copies, one for your records and one to submit with your request and turn into the ASSMC VP for Finance box
Turn around time: two weeks

ASSMC Expense report

ASSMC Funds

Professional Development Fund: The Professional Development Fund provides monetary support for student organizations that wish to attend/participate in conferences, trainings or retreats on or off-campus. Funds will be awarded based on the potential for leadership development and growth. It will be expected that students who attend or participate will share their gained knowledge with the Saint Mary’s College community.

Professional Development Fund Guidelines (PDF)

Professional Development Fund Request Form (PDF)

Professional Development Fund Financial Request Form (XLS)

The Programming Fund:The Programming Fund provides financial support to student organizations wishing to plan events, which are open to the entire student body; have broad campus appeal; and promote social, cultural and educational activities.

Programming Fund Guidelines (PDF)

Programming Fund Request Form (PDF)

Programming Fund Financial Request Form (XLS)

Quick Facts/Other Forms

Copies:

Associated Student Government set up a fund for organization copying. Organizations are allowed to make up to 20 copies at a time by dropping their originals off in the Student Involvement and Leadership Copy Shop. Flyers will be returned to your box within 24 hours from the time you drop them off. If a club wishes to do a bigger copy job through the Print Shop, they must charge it to their allocated or fundraised account.

Mileage:
To be reimbursed for mileage, attach an electronic print out of your trip. On your expense report, multiply your mileage by .55.

Meals:
To be reimbursed for meals, attach an itemized receipt and a list of the people who ate a meal. The allowed amount per person is as follows:
Breakfast: $7.00 per person
Lunch: $10.00 per person
Dinner: $18.00 per person
This does not include tax and tip. ASSMC will not pay for alcoholic beverages of any kind.

Sales Tax:

Tax must be charged when selling items. To avoid double taxation, contact the Associated Student Vice President for Finance to receive a seller’s permit before you purchase items to be sold. This permit will allow you to purchase your materials tax free, as you will be charging tax when selling. For more information on sales tax, please refer to the College Policies section

Other Forms:

Fund Transfer Request form

Fundraiser Form

Gift Certificate