Transcript Org Financial - St. Olaf College

Student Organizations
Orientation – Financial Training
2014-15
Financial Information
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Business Office Staff & Contacts
Lawson Units & Accounting
Credit Cards
Forms
Tax Exemption
The Business Office
Tomson Hall
Room 134
Contact People
Toni Burt
Accountant
[email protected]
Accounting support
Tonya Malz
Cash Manager
[email protected]
Deposits and cash questions
Deb Juenke
Accounts Payable
[email protected]
Check requests
Jayne Kiesler
Accounts Payable
[email protected]
Check requests
To access Student Org Financial Forms on the web:
Student Org Forms
Accounts Payable Check Request
• Use in addition to invoice
provided by vendor
• Need accompanying W-9
for new vendors only.
• Due to Accounts Payable
by 5:00 p.m. on Tuesday
so the check will be ready
by Friday.
• The deadline to submit
requests to Student
Activities for approval is
Noon on Monday.
Travel/Reimbursement Form
• Attach original, itemized
receipts.
• Must be signed and verified
in Student Activities, BC
107.
• No reimbursement for sales
tax paid.
• Gas receipts are not an
acceptable reimbursement!
• If it is less than $50, cash can
be received at the Business
Office Window.
• Submit your direct deposit
information only one time.
Mileage Reimbursements
• Orgs can choose to set any
mileage rate up to $0.25
per mile. (SOC policy)
• Airport run is $42.00
round-trip.
• Remember to include
destination(s) and number
of miles on reimbursement
form. Attach a map.
Business Office Deposit Form
• Business Office Hours: M-F
8:00 a.m.-4:30 p.m.
• A deposit drop-box is located in
the hall under Business Office
Window.
• All cash and checks must be
added up.
• Remember to include a
description!
• The Student Activities Office
has a safe; they are happy to
hold onto deposits until Orgs are
ready to deposit them. Please
don’t hold large sums of money
in private residences!
Cash Advance Form
• Must be signed and verified in
Student Activities, BC 107.
• The Org’s cash balance must
be checked and approved by
either the Office of Student
Activities.
• Once approved, take the
request to the Business Office.
• When sale is completed, return
all funds to the Business office.
Complete a Deposit form to
return original funds and
deposit the remainder in your
Org unit.
Form directions
here
TAX EXEMPT
• St. Olaf College is a tax exempt entity in the
state of Minnesota
• Our tax exemption number is 20133
• Exemption certificates are available on the
web:http://www.stolaf.edu/offices/treasurer/
ces.pdf
• Exceptions: Prepared Meals, Lodging (If
it’s a service, we can pay tax, not for items)
Noteable Items
• Nonresident Aliens
(NRAs)
If your organization
intends to pay any
NRAs, contact John
Arndt (x3659) well in
advance of making
any payment
agreements
• Minnesota Nonresident
Entertainer Tax
2% withholding on
entertainers from other
states. This includes
speakers as well.
Coding
Company (3) - Unit (5) - Account (5) - 99 - SubAcct (4)
Required
Required
Required
Optional
Example: Business Office - Advertising Expense
Co
always
010
010 – 91xxx - 66500
Frequently Used Accounts
• Lists accounts used
most often by student
organizations.
• This list can be found
http://wp.stolaf.edu/trea
surer/frequent-accounts/
• Staff can help – this can
be confusing…
•
Accessing the Lawson Web
Same as
email
sign-on
Go back to the Main Screen:
Check the
box of the
report you
would like
to view
Select the
fiscal year
Select the
“View
Reports”
button
Budget Variance Report
• Variance: the difference between the budget
column and actual column.
• Most student organization units do not get
budget numbers loaded into Lawson.
• Reference the Actual column total for the
balance of your unit.
(Credit) Balance = Available balance
Parenthesis = Positive
Debit Balance - Overspent
In this example, the organization overspent by $262.50.
Select the TR button to view the transaction
detail.
Example of transaction detail:
Transaction Reports
• Will take you directly to the transaction
detail.
• Can be run year-to-date or by period.
• Can export transactions directly to Excel.
Check Excel
format
Click
Open
The transaction data will be exported to Excel.
Now you can sort, filter, subtotal, etc. as needed.
Click “Clear Report Choices” before selecting a
new report.
Help! has info on Lawson web as well as Excel tips.