STUDENT ORGANIZATION FINANCIAL
PROCEDURES GUIDE
Collis Center for Student Involvement
Collis Center Room 303
603-646-3399
HB 6181
Updated January 2012
Eric Ramsey, Director
Pat Moss, Accounting Assistant
Cathy Follensbee, Accounting Assistant
CONTENTS
I. INTRODUCTION
II. ALERT!! WHAT'S NEW?
III. GETTING STARTED
A. TREASURER AUTHORIZATION
B. DOES MY ORGANIZATION HAVE MONEY?
Tracking Your Account Balance
Getting Funding
C. BASIC FACTS ABOUT ORGANIZATION ACCOUNTS
It's Not a Standard Bank Account
How the Fiscal Year Works
D. GROUND RULES
IV. FINANCIAL TRANSACTIONS: PAYMENTS, DEPOSITS, FUND
TRANSFERS
A. FOOD
Take-out food or food delivery costing NO MORE THAN $2,499
Meal IN a restaurant
Take-out food or food delivery costing MORE THAN $2,499
Catering
Hanover Inn Catering
B. GENERAL PURCHASES & RENTALS
Costing $2,499 OR LESS
Costing MORE than $2,499
Costing $10,00 or higher
T-Shirts Policy
Office Supplies Policy
Gifts and Gift Cards Policy
C. PRINTING AND PUBLISHING
Using On-Campus Service (Dartmouth Printing & Mailing)
Off-Campus Service, $2,499 or less
Off-Campus Service, MORE than $2,499
Off-Campus Service costing $10,000 or more.
D. PAYING PEOPLE FOR SERVICES
Current Dartmouth student, performer and all other services
Current Dartmouth employee
Unaffiliated, performer fee
Unaffiliated, honorarium
Unaffiliated, contracted service
E. PAYING GROUPS AND AGENCIES FOR SERVICES
F. INTERNAL TRANSFERS
Sending funds to another Dartmouth account
Receiving funds from another Dartmouth account
G. FUNDRAISERS AND CHARITABLE DONATIONS
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H. DEPOSITS: CASH AND CHECKS
I. DA$H
V. TRAVEL
A. TRAVEL FOR YOUR ORGANIZATION
B. TRAVEL FOR VISITING SPEAKERS AND PERFORMERS
VI. SPECIAL SITUATIONS
Cash Buyout for Performers
Contracts
Lost Receipt
Movie Rights
Reimbursements
VII. ADDITIONAL INFORMATION AND DETAILS
Cash Advance, How it Works
Fiscal Year
GL Chart String
Itemized Receipt
Journal Transfer
Purchase Card Do's and Don'ts
Year End Close
VIII. GETTING FUNDING
IX. DEADLINES
X. LIST OF FORMS
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I. INTRODUCTION
The purpose of this guide is to explain how to access your organization's funds
and arrange all the various payments needed for your events.
College recognized organizations are required to process all of their financial
transactions through the College accounting system. This system can be
cumbersome and confusing at times, but we're here to help you through the
process.
NOTE: This guide assumes you already have funds in your organization's
account. See SECTION VIII for information on how to apply for funds, and
email Pat Moss to request information on the current status of your account.
We look forward to working with you and helping you to facilitate the success of
your organization's events.
Eric Ramsey
Pat Moss
Cathy Follensbee
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II. ALERT: WHAT'S NEW IN?
Please pay attention to these important recent changes in policies.
Paying Students for Services (dj services, performers, and all other services).
-Most recently, the procedure for payment to student performers has changed.
All students being paid to provide a service for your organization—DJ for a party,
musical performance for an event, and any miscellaneous "other" service—MUST
be paid through Student Payroll (to comply with Federal tax law).
-Before Payroll can issue a check, the student MUST have an I-9 Form on file
with Payroll.
-Instruct the student being paid to go to the Student Employment Office (7
Lebanon Street, Suite 203) to file an I-9 form. The student should bring forms of
ID as required (see the I-9 form for information on required ID). NOTE: If the
student has already done this for other employment on campus, the I-9 does not
need to be done again. Once is enough for the student's entire time at
Dartmouth.
Cash Advances
-If higher than $500, cash advances need to be requested AT LEAST two weeks
ahead of need. The advance will be issued in the form of a check payable to the
person who will be responsible for handling the funds.
-If you find out "too late" that your expenses will exceed the $500 limit, you will
need to get the $500 advance, and then also use your own personal funds to
cover the additional expenses. Reimbursement will be arranged during the cash
advance reconciliation process.
-Procedure for a cash advance UP TO $500 has not changed. Request it by 1:00
two business days ahead.
Cashier's Office
-The Cashier's Office has MOVED, and is now located on the first floor of
McNutt. This means no more treks to the building behind Dick's House to pick
up cash advances!!
DA$H
-IMPORTANT: There are new DA$H sheets to use when collecting information
for DA$H charges. The new sheets require the 9-digit id number located on the
student's id card. The previous format of a 5-digit number followed by a letter in
many cases will no longer work when entering charges at the terminal.
-You will now see Pat Moss or Cathy Follensbee in 303 Collis to pick up DA$H
sheets when you plan to collect DA$H payments from students.
-When the sheets are completed and you are ready to hand enter the charges at
the DA$H terminal, you will need to make an appointment with Pat Moss or
Cathy Follensbee in 303 Collis.** We need to set you up at the terminal, provide
the correct "code" for you to use, and make sure you know how to enter charges
at our newly replaced terminal (entering procedures have changed).
-**There will be a sign-up sheet for DA$H terminal appointments in 303 Collis.
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Forms
-Several of the Financial Request Forms have been changed to reflect the new
policies. See the LIST OF FORMS for the current forms now in use.
Gift Certificates and Gift Cards
-You CANNOT use the purchase card to buy gift certificates or gift cards (but you
can request a cash advance or be reimbursed for this).
-We are required to report information on all gift card recipients: name,
Dartmouth ID, address, description of the card, dollar amount, and purpose.
This applies to all gift cards of any amount. See ATTCH A, GIFT AND GIFT
CARD RECIPIENT REPORT.
-NOTE: Gift cards purchased as door prizes, raffle prizes, or incentives (such as
to complete a survey) are exempt from this reporting requirement.
Gifts (Tangible Items)
-It is okay to use the purchase card to buy gifts.
-Gifts valued at $50 or higher need to be reported (See ATTCH A, GIFT REPORT
FORM).
-NOTE: There is no need to report door prizes or raffle prizes.
Office Supplies
-Dartmouth has established a contract with W.B. Mason for all of the College's
office supply needs. Because of this contract, purchase cards can no longer be
used at businesses categorized as office supply vendors (such as Staples).
-All office supplies for your organization need to be ordered by our department
through the Dartmouth Procurement Services electronic purchase order system.
-If you need to purchase office supplies for your organization, come to 303 Collis
to look at a W.B. Mason catalog, or go to http://www.wbmason.com for
information only. DO NOT ORDER anything from this website.
-Complete FORM 12, OFFICE SUPPLIES ORDER FORM and send to Pat
Moss. We will place the electronic order through the Dartmouth Procurement
Services e-procurement system. Items ordered are usually delivered to our office
the next day.
-NOTE: COSO purchased a variety of supplies that we have stored in our office,
specifically for the use of COSO organizations. Let us know what you need—we
might already have it here for you.
Purchase Card Changes
-Cards can no longer be used to buy gift cards or gift certificates.
-Cards can no longer be used at office supply vendors, such as Staples.
Reimbursements (new procedure starting in October 2011)
-All reimbursements will now be processed on the same form: FORM 5:
BUSINESS EXPENSE REPORT.
-NOTE: The person being reimbursed ALWAYS will need to sign this form.
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T-Shirts: If you plan to order T-shirts that will display the Dartmouth name or
logo:
-The design must be approved by the Office of General Council.
-The vendor MUST be licensed by the College to print the Dartmouth name or
logo. Check with Pat Moss for the current list of licensed vendors.
Treasurer Authorization
-To be authorized for the current term, ALL treasurers (both "new" and
"returning"), need to complete the on-line Treasurer Agreement at the beginning
of each term. The on-line agreement is here: http://tinyurl.com/2vtqrhr.
-The individual "check-in" meetings are no longer required, but you are always
encouraged to contact Pat Moss or stop by 303 Collis if you have any questions.
III. GETTING STARTED
TREASURER AUTHORIZATION
Your organization is required to name an active on-campus treasurer at
the beginning of each term. This treasurer will work with Pat Moss, the
Accounting Assistant in the Collis Center for Student Involvement. Pat is the
person who will help with tracking your organization's account status and
processing the various payments for your organization.
To be authorized for the current term, ALL treasurers (both "new" and
"returning"), need to complete the on-line Treasurer Agreement at the beginning
of each term. The on-line agreement is here: http://tinyurl.com/2vtqrhr.
The individual "check-in" meetings are no longer required, but you are
always encouraged to contact Pat Moss or stop by 303 Collis if you have any
questions.
DOES MY ORGANIZATION HAVE MONEY?
Tracking Your Account Balance
Email Pat Moss for a current statement of your account. Pat will send
you the current statement as a PDF attachment. This statement will show the
details of all income and payments for the current fiscal year, and the actual
balance currently available.
Please be patient. Requests for account information are collected, and
Pat will go into the accounting system once or twice a week to pull up all of the
statements that have been requested
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Special Note for Summer Term: We are not able to provide current
account reports during summer term. Summer term is the transition period
between the "old" fiscal year the "new" fiscal year. Although the "old" fiscal
year ends June 30 and the new fiscal year begins July 1, it takes most of July
to complete the "old year" account close-outs and most of August to complete
the account set-ups for the "new year". The account statements will not
accurately reflect your organization's account status until the end of August.
Getting Funding
If your organization is self-supporting, your funding will come from payments for
the service your organization provides. For example, a cappella performing groups
receive payments for performing concerts and selling CDs.
If your organization is a class council, your funding will come from the Class
Dues fee your class members pay their freshman year. You will also receive a Student
Activities Fee allocation from the Undergraduate Finance Committee, and you might
raise more money from fundraising activities.
Most COSO organizations receive the bulk of their funding from allocations from
COSO , by submitting applications for funds for specific events. COSO also provides
discretionary funds each term for organizations that attend the once/term COSO Big
Policy Meeting.
You will find helpful information in SECTION VIII, GETTING FUNDING.
BASIC FACTS ABOUT ORGANIZATION ACCOUNTS
It's Not a Standard Bank Account
Your organization's account is a small segment of the overall Dartmouth
College "General Ledger". This means that funds in your account are actually
funds in Dartmouth College's account, and your organization's money actually
belongs to Dartmouth College.
The General Ledger is broken down into a "Chart of Accounts". Your
organization has a unique GL Chart String within this overall chart of
accounts so we can keep track of income and expenses specific to your
organization.
All of your financial transactions must be processed through the College
accounting system. College-recognized organizations are not permitted to
hold funds in outside bank accounts. Different types of payments require
different kinds of paperwork and different deadlines, and all need to comply
with College policy and Federal law governing use of funds by colleges that
receive Federal funds.
Sections IV and V provide the details you need to arrange all the
different types of payments that might come up for your organization.
How the Fiscal Year Works
The fiscal year runs from July 1 through June 30. For student
organizations, a fiscal year would start with summer term and run through
spring term.
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At the end of the fiscal year, all student organization accounts must be
closed out and brought to "zero". Generally, organizations start the new fiscal
year (summer term) with a zero balance in their account. All pending
payments for the current fiscal year must be processed before the end of
spring term.
Sometimes, funds from the old fiscal year can be carried forward to the
new year. Class Councils and self-supporting organizations automatically
have funds carry forward to the new year. Funds for other organizations will
not be carried forward unless a special exception is requested before the end
of spring term. A special exception can be approved if your organization has
earned money through fundraisers that you would like to apply to events in
the next fiscal year. TO REQUEST THAT FUNDS BE CARRIED
FORWARD TO THE NEW FISCAL YEAR, YOU MUST SEND A
MESSAGE TO PAT MOSS BEFORE THE END OF SPRING TERM
EXPLAINING WHAT YOU BELIEVE SHOULD CARRY FORWARD,
AND WHY.
GROUND RULES
1. You DO NOT need to be an authorized treasurer to request funds from COSO.
2. You DO need to be an authorized treasurer to request access to funds in your
account (which means to request the various sorts of payments from funds in
your account). The treasurer should initiate the request. If requesting a cash
advance or purchase card, the treasurer should make the request and name
the person who will actually pick up and be responsible for it.
3. Pay attention to the procedures in this guide, including what forms to use and
deadlines. Incomplete and/or late forms will cause delays.
4. ALWAYS SAVE ORIGINAL RECEIPTS AND ITEMIZED RECEIPTS.
5. Become familiar with purchase cards "do's and don't's" in SECTION VII
before you request one. Be sure you request purchase cards by the deadline
(1:00 pm, one business day before need)—we cannot always honor late
requests.
6. If you're not sure about something, PLEASE ASK!!
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SECTION IV
FINANCIAL TRANSACTIONS: PAYMENTS, DEPOSITS, FUND
TRANSFERS
A. FOOD
FOOD: Take-out food or food delivery with a total cost NO MORE
THAN $2,499. This would include take-out food or delivery of pizza for a
meeting; snacks and cooking ingredients from the grocery store; napkins, cups,
plates, utensils; catering.
Option 1: Use a Purchase Card
Use FORM 1, PURCHASE CARD REQUEST
-Deadline: 1:00, ONE business day ahead
Option 2: Pay for it yourself and get reimbursed
Use FORM 5, BUSINESS EXPENSE REPORT
NOTE: Be sure to also attach itemized receipts.
FOOD: Meal **IN** a restaurant (you CANNOT use purchase card)
Option 1: Get a Cash Advance
Use FORM 2, CASH ADVANCE REQUEST
-If expected cost is $500 or less, deadline 1:00, TWO business days ahead
-If expected cost is OVER $500, deadline is TWO WEEKS ahead
Option 2: Pay for it yourself and get reimbursed.
Use FORM 5, BUSINESS EXPENSE REPORT.
NOTE: Be sure to also attach itemized receipts.
FOOD: Takeout food or food delivery costing MORE THAN $2,499
Option 1: To pay in advance or on delivery: This needs to be in the form
of a check payable to the restaurant. Make arrangements at least TWO WEEKS
in advance so there is time to arrange for a pickup check to provide on the day of
food delivery. Use FORM 3, CHECK TO VENDOR, and be sure to attach an
invoice from the restaurant.
Option 2: To pay by invoice after the event: a check can be mailed to the
restaurant. Use FORM 3, CHECK TO VENDOR, and be sure to attach an
invoice from the restaurant.
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FOOD: CATERING
When the restaurant delivers food AND stays to serve the food, it is
considered catering. This is a service that we must pay for from an invoice
provided by the caterer, so a purchase order number can be assigned to the
payment.
If we receive a catering invoice TWO WEEKS in advance, we can arrange a
pickup check so you can pay the caterer on the day of the event.
If there is not time to get a pickup check by the day of the event, a check
will be mailed to the caterer as soon as possible after the event.
Use FORM 3, CHECK TO VENDOR, and be sure to attach the invoice.
FOOD: Hanover Inn Catering:
There is only one option: direct billing to your organization's account.
Provide your organization's GL chart String when placing the order, and Hanover
Inn will directly charge your account for the cost.
B. GENERAL PURCHASES AND RENTALS: SUPPLIES, EQUIPMENT,
T-SHIRTS, PROMOTIONAL ITEMS, COSTUMES, SOUND
EQUIPMENT
General Purchases/Rentals Costing $2,499 or less, local stores or "on
line" orders
Option 1: Use a Purchase Card
Use FORM 1, PURCHASE CARD REQUEST
Deadline: 1:00, ONE business day ahead
Option 2: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the vendor.
Option 3: Pay for it yourself and get reimbursed.
Use FORM 5, BUSINESS EXPENSE REPORT
Be sure to attach original itemized receipt
General Purchases/Rentals Costing MORE than $2,499
YOU CANNOT USE PURCHASE CARD FOR THIS
Option 1: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the vendor.
Option 2: Pay for it yourself and get reimbursed.
Use FORM 5, BUSINESS EXPENSE REPORT
Be sure to attach original itemized receipt
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General Purchase/Rentals Costing $10,000 or Higher.
YOU CANNOT USE PURCHASE CARD FOR THIS. YOU MUST
PROVIDE PROOF OF A BIDDING PROCESS OR AN EXPLANATION
AS TO WHY YOU ARE USING THIS SOURCE OVER OTHERS.
Option 1: Confirming Purchase Order
Use FORM 4, REQUEST FOR CONFIRMING PURCHASE ORDER
Deadline: As soon as possible
Option 2: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the vendor.
Gift Certificates and Gift Cards
-You CANNOT use the purchase card to buy gift certificates or gift cards (but you
can request a cash advance or be reimbursed for this).
-We are required to report information on all gift card recipients: name,
Dartmouth ID, address, description of the card, dollar amount, and purpose.
This applies to all gift cards of any amount. See ATTCH A, GIFT AND GIFT
CARD RECIPIENT REPORT.
-NOTE: Gift cards purchased as door prizes, raffle prizes, or incentives (such as
to complete a survey) are exempt from this reporting requirement.
Gifts (Tangible Items)
-It is okay to use the purchase card to buy gifts.
-Gifts valued at $50 or higher need to be reported (See ATTCH A, GIFT AND
GIFT CARD RECIPIENT REPORT).
-NOTE: There is no need to report door prizes or raffle prizes.
Office Supplies
-Dartmouth has established a contract with W.B. Mason for all of the College's
office supply needs. Because of this contract, purchase cards can no longer be
used at businesses categorized as office supply vendors (such as Staples).
-All office supplies for your organization need to be ordered by our department
through the Dartmouth Procurement Services electronic purchase order system.
-If you need to purchase office supplies for your organization, come to 303 Collis
to look at a W.B. Mason catalog, or go to http://www.wbmason.com for
information only. DO NOT ORDER anything from this website.
-Complete FORM 12, OFFICE SUPPLIES ORDER FORM and send to Pat
Moss. We will place the electronic order through the Dartmouth Procurement
Services e-procurement system. Items ordered are usually delivered to our office
the next day.
-NOTE: COSO purchased a variety of supplies that we have stored in our office,
specifically for the use of COSO organizations. Let us know what you need—we
might already have it here for you.
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C. PRINTING AND PUBLISHING
Using On-Campus Service (Dartmouth Printing & Mailing Services).
There is only one option: direct billing. Provide your organization's GL Chart
String when placing the order. They will charge your organization's account for
the cost.
Off-Campus Service, Cost $2,499 or less
Option 1: Use a Purchase Card
Use FORM 1, PURHCASE CARD REQUEST
Deadline: 1:00, ONE business day ahead
Option 2: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the vendor
Option 3: Pay for it yourself and get reimbursed.
Use FORM 5, BUSINESS EXPENSE REPORT
Be sure to attach original itemized receipt
Off-Campus Service, Cost MORE than $2,499
***YOU CANNOT USE PURCHASE CARD FOR THIS
Option 1: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the printer
Option 2: Confirming Purchase Order
Use FORM 4, REQUEST CONFIRMING PURCHASE ORDER
Attach official QUOTE from the publisher
Off-Campus Service, Cost $10,000 or more.
***YOU CANNOT USE PURCHASE CARD FOR THIS.
YOU MUST PROVIDE PROOF OF A BIDDING PROCESS OR AN
EXPLANATION AS TO WHY YOU ARE USING THIS SOURCE OVER
OTHERS
Option 1: Pay by Invoice.
Use FORM 3, CHECK TO VENDOR.
Be sure to attach the original invoice from the printer
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Option 2: Confirming Purchase Order
Use FORM 4, REQUEST CONFIRMING PURCHASE ORDER
Attach official QUOTE from the printer
D. PAYING PEOPLE FOR SERVICES
**YOU CANNOT BE REIMBURSED FOR THIS BECAUSE OF FEDERAL
TAX LAW**
When you are paying somebody for their work (such as serving as a DJ or
performer for an event, designing a poster or web page, delivering a lecture,
teaching a class, etc.), the money this person receives is considered taxable
income by the Federal government. Browse down the list below for the specific
situation of the person you are paying. Each form includes details of additional
paperwork you might need to attach to the request.
*Current Dartmouth Student, All Services (including DJ services,
performances at an event, and any other service provided for your organization
such as delivery of newspapers, designing a poster or web page, teaching a dance
workshop, etc.)
Use FORM 7-A, SERVICES (CURRENT DARTMOUTH STUDENT, ALL
SERVICES)
NOTE: Federal tax law requires that payment to a student for
ANY service MUST be processed through Payroll. The student MUST
have an I-9 FORM on file with Payroll. Instruct the student being
paid to go to the Student Employment Office (7 Lebanon Street, Suite
203) to file an I-9 form The student should bring forms of ID as
required (see the I-9 Form for information on the required ID).
If the student has filed an I-9 Form for other employment on
campus, it does not need to be done again. Once is enough for the
student's entire time at Dartmouth.
*Current Dartmouth Employee
Use FORM 7-B, CURRENT DARTMOUTH EMPLOYEE
NOTE: Payment to a Dartmouth employee for a performance or "other"
service must be processed through Payroll.
*Unaffiliated Performer Fee (paying a person not connected to Dartmouth
for a performance).
Use FORM 7-C, UNAFFILIATED PERFORMER FEE
**INCLUDE SIGNED COPY OF PERFORMER'S CONTRACT
*Unaffiliated Honorarium—for person not connected with Dartmouth for a
service that is NOT a performance, with payment $600 or less.
Use FORM 7-D, UNAFFILIATED HONORARIUM
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*Unaffiliated Contracted Service—for a person not connected with
Dartmouth for a service that is NOT a performance, with payment HIGHER than
$600
Use FORM 7-E: UNAFFILIATED CONTRACTED SERVICE
**INCLUDE INDEPENDENT CONTRACTOR FORM**
E. PAYING GROUPS AND AGENCIES FOR SERVICES
Middle Agent for Performer, Speaker Bureau for Speaker, Stage Company, Sound
& Light Company, Special Event Setup Company, CD Production Company,
Sound Recording Studio, etc.
Option 1: Use FORM 3, CHECK TO VENDOR
**Attach invoice from the company**
F. INTERNAL TRANSFERS
Transfer Funds to Another Account
When you need to move funds from your organization's account to another
Dartmouth account, you would "transfer" funds to that account. Use FORM 9,
INTERNAL FUNDS TRANSFER.
Receive Funds from Another Account
When another organization or department wants to send funds to your
account (for example: cosponsorship, reimbursement, or payment for a service
you provided), they will ask for your GL Chart String. Provide that information,
and they will complete the transfer.
If you have provided a service for another organization or department, or
sold merchandise to them, they should provide their GL Chart string for you to
charge. Use FORM 10, INTERNAL FUNDS TRANSFER.
G. FUNDRAISERS AND CHARITABLE DONATIONS
Policy
Since Dartmouth is classified as a non-profit institution, Federal law
forbids the use of Dartmouth funds to make charitable donations. Your
organization is a part of Dartmouth, so funds in your account are considered to
be Dartmouth money—and therefore cannot be used to make charitable
donations.
However, if your organization holds a fundraiser and deposits the profits
of this fundraiser into the account, the profit would not be considered Dartmouth
money and can be used to make a donation. NOTE: WHEN DEPOSITING
FUNDS BE SURE TO INDICATE THAT THE MONEY WILL BE USED
FOR A CHARITABLE DONATION.
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How to Arrange a Donation
-Use FORM 6, CHARITABLE DONATION
H. DEPOSITS: CASH AND CHECKS
Bring any cash or checks designated for your organization to Pat Moss in 303
Collis. Attach FORM 8, DEPOSIT SLIP
I. DA$H
See Pat Moss or Cathy Follensbee in 303 Collis to pick up DA$H sheets
when you plan to collect DA$H payments from students. The new DA$H sheets
require the 9-digit id number located on the student's id card. The previous
format of a 5-digit number followed by a letter in many cases will no longer work.
When the sheets are completed and you are ready to hand enter the
charges at the DA$H terminal, you will need to make an appointment with Pat
Moss or Cathy Follensbee in 303 Collis.** We need to set you up at the terminal,
provide the correct "code" for you to use, and make sure you know how to enter
charges at our newly replaced terminal (entering procedures have changed).
**There will be a sign-up sheet for DA$H terminal appointments in 303
Collis.
V. TRAVEL
A. TRAVEL FOR YOUR ORGANIZATION
Special Note: Our emergency procedures require that we keep information on
student organization out-of-town trips so we can contact you in the event of an
emergency. When your group plans to travel off-campus, please complete
FORM 11, TRAVEL CONTACT INFORMATION.
Airfare or Amtrak, Preferred Method
Use the College Travel Office to make travel arrangements for your
organization.
Before you contact them, they need to receive advance notice from our
office that you will be making reservations and that you are authorized to do this.
-Use FORM 10, TRAVEL OFFICE AUTHORIZATION. We will
forward the information and let them know we have authorized you to make the
reservation.
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Airfare or Amtrak, alternate method
It is possible to bypass the Travel Office—not recommended, but possible.
If you choose to make reservations yourself through an on-line service, it gets
more complicated. You would need to charge your personal credit card to pay for
the tickets. You cannot be reimbursed until after the travel has been completed
and you are able to submit the actual boarding pass to verify that the travel took
place.
However, it is possible to be "reimbursed" with a cash advance after
providing proof that the tickets were purchased. Then, after the travel has been
completed, you need to bring in the boarding pass and complete paperwork to
settle the cash advance.
Dartmouth Coach or Vermont Transit/Greyhound
Although Purchase Card policy states that the card cannot be used for
travel purposes, an exception has been made for Dartmouth Coach and Vermont
Transit/Greyhound.
To pay for Dartmouth Coach or Vermont Transit/Greyhound
reservations:
Use a Purchase Card
- Use FORM 1, PURCHASE CARD REQUEST
- Deadline: 1:00, one business day in advance
Other Bus/Train
Option 1: Get a Cash Advance
- Use FORM 2, CASH ADVANCE REQUEST
- Deadline for cost up to $500, 1:00, TWO business days ahead
- Deadline for cost MORE THAN $500, TWO WEEKS ahead
Option 2: Pay yourself and get reimbursed. Use FORM 5, BUSINESS
EXPENSE REPORT (and attach itemized receipt).
Car
Approved Driver Requirement.
First, you must be an approved driver. All employees and student drivers
who intend to operate a College-owned, leased, rented or personal vehicle on
College business need to be named on the Appoved Drivers list maintained by
Parking & Transportation Services and must complete the Driver Safety Training
Program.
Go
to
http://www.dartmouth.edu/~fom/services/parking/driversafety/for links to the driver policy, student driver policy, student driver approval
process, student driver application, etc.
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To Rent a Car
Contact the VOX Car Office at 646-1869. You can arrange the car rental
there, and the cost will be charged directly to your organization's account (GL
Chart String)
Hotel
Contact the hotel to make the reservation. You will probably need to give
them a credit card number to confirm the reservation. DO NOT USE A
PURCHASE CARD FOR THIS. You can use your own personal credit card, or
see Pat Moss about using a special department card that can be used for this
purpose. If you use our department card, you will need to place the call from our
office, because this card cannot be taken out of the office by students.
Then request a cash advance to take with you to actually pay the hotel.
- Use FORM 2, CASH ADVANCE REQUEST
- Deadline for cost up to $500, 1:00, two business days ahead
- Deadline for cost MORE THAN $500, TWO WEEKS ahead.
Meals, Local Transportation, Parking
Include these expected costs in your cash advance request. This is the only
way to arrange for these payments unless you want to pay out of pocket and
submit receipts for reimbursement when you return.
Conference Registration
You can pay for this with a purchase card (in advance!), or request a
pickup check two weeks in advance so you can take this with you for payment
(Use FORM 3, CHECK TO VENDOR).
A last resort is to include it in the expected costs when you request a cash
advance.
This is also something you can be reimbursed for after your return. To be
reimbursed, use FORM 5, BUSINESS EXPENSE REPORT (and include the
itemized receipt).
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B. TRAVEL FOR VISITING SPEAKERS AND PERFORMERS
Airfare or Amtrak
Option 1: If you need to arrange and pay for the airfare, the first step is to
send us FORM 10, TRAVEL OFFICE AUTHORIZATION. We can then
forward the information to the Travel Office and let them know you are
authorized to contact them and make the reservation. The cost will be charged to
your organization's account.
Option 2: We can authorize the visitor to contact the Travel Office to
make his/her own reservations and have them charged to your organization's
account. As above, send us the information on FORM 10, TRAVEL OFFICE
AUTHORIZATION, and we can authorize the visitor to contact them.
Option 3: Reimburse the traveler. Use FORM 5, BUSINESS
EXPENSE REPORT.
Be sure to attach receipts and boarding passes
Car Rental, Personal Mileage, Gas, Meals
Option 1: Reimburse the traveler. Use FORM 5, BUSINESS
EXPENSE REPORT.
Hotel
Option 1: Contact the Hanover Inn to reserve the room, and have it
charged to your organization's GL Chart String. Hanover Inn rooms
charged to College accounts receive a substantial discount.
Option 2: The Travel Office can arrange reservations at the Residence Inn
or the Courtyard by Marriott at Centerra, and have the cost charged to
your organization's account. Send us FORM 10, TRAVEL OFFICE
AUTHORIZATION so we can authorize you to make these
arrangements.
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V. SPECIAL SITUATIONS
Cash Buyout for Performer
Some performer contracts call for a certain amount of cash to be provided
for meals. This is called a cash buyout.
To cover this, you should request a cash advance in YOUR name. When
you hand the cash to the performer, have the person sign a "TOUR MANAGER
RECEIPT" to verify that the cash was received. We will place a tour manager
receipt in the envelope with your cash advance voucher when you request a cash
advance for a performer cash buyout.
NOTE: YOU CANNOT USE THE CASH ADVANCE TO PAY THE
PERFORMER FEE — THAT CAN ONLY BE PAID BY DARTMOUTH
COLLEGE CHECK.
Contracts
If you receive a contract from a speaker or performer you are scheduling to
come to Dartmouth, remember that you must bring it to the Collis Center for
Student Involvement to be reviewed and signed. STUDENTS ARE NOT
AUTHORIZED TO SIGN CONTRACTS.
We cannot start arrangements to pay performers until there is a signed
contract in place. If the performer does not have a contract to provide, see Eric
Ramsey in the Collis Center for Student Involvement Office (303 Collis) for a
generic Dartmouth College contract.
Lost Receipt
Original itemized receipts are required to back up all purchase card
transactions, cash advance expenses, and reimbursement requests. Receipts
must show WHAT was purchased and HOW payment was made. Some
transactions result in two receipts—one listing the items, the other showing
payment. We need ALL of these to satisfy the scrutiny of the federal auditors.
Please make every effort to obtain and keep these receipts.
As a last resort, if a receipt is hopelessly lost, you can complete and sign a
"lost receipt memo" available in 303 Collis. Please see Pat Moss or Cathy
Follensbee in 303 Collis. NOTE: Proof that payment was made is also
required.
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Movie Rights
When showing a movie on campus (any showing that is NOT in your
home/room) you must purchase the "screening rights" for the film from the
distributing company.
**Legally you and your organization are required to secure the proper
rights whether or not you charge an admission to the movie.
**Rates for the rights usually range from $250-$1000 depending on
the film & format.
For these reasons, we recommend that you make arrangements early and
solicit funding from PB, COSO, or other co-sponsorship organizations.
See the document PURCHASING MOVIE RIGHTS for detailed
information on planning your campus movie event and purchasing screening
rights.
Reimbursements
All reimbursements will now be processed on the same form: FORM 5:
BUSINESS EXPENSE REPORT. Be sure to include itemized receipts.
NOTE: The person being reimbursed ALWAYS will need to sign this form.
SPECIAL NOTE ON REIMBURSEMENTS: YOU CANNOT BE
REIMBURSED FOR PAYMENT TO A PERSON FOR SERVICES
PERFORMED. Any time someone is paid for a service (performer, DJ, speaker,
design a web page, deliver newspapers, etc.), the payment MUST be a Dartmouth
College check directly to that person. This is a rule to comply with federal tax
law.
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IV. MORE INFORMATION AND DETAILS
Cash Advance: How it Works
You need a cash advance to pay for travel expenses, meals in a local
restaurant, out-of-town shopping for specialty items or food, alcohol for SEMPapproved events, or meal cash buyouts for visiting performers or speakers when
their contract requires this.
For cash advances UP TO $500:
1. Treasurer submits FORM 2, CASH ADVANCE REQUEST, by 1:00, two
business days ahead of need. NOTE: The treasurer should complete
the request, but it needs to be in the name of the student who will
actually be responsible for the cash.
2. We prepare a Cash Advance Voucher for the responsible student to
pick up in 303 Collis. Since the advance will later need to be
"reconciled" on a BUSINESS EXPENSE REPORT form, we will include
a paper copy of this form with the voucher (with some information
already entered).
3. We email the student picking up the cash advance that the voucher is
ready in 303 Collis.
4. The student picks up the voucher from Pat Moss in 303 Collis and
takes it to the Cashier's Office on the first floor of McNutt to pick up the
cash.
5. The student manages the cash and keeps track of all expenses and
receipts.
6. The student completes and signs the BUSINESS EXPENSE
REPORT form and returns it to 303 Collis along with all receipts and
any leftover change.
7. If the student needed to use personal funds for expensed higher than
the cash advance amount, this additional expense should be entered in
the space for "amount owed individual" on the BUSINESS
EXPENSE REPORT form. A reimbursement check will be mailed to
the student. (Any unused cash should be returned and entered in the
space for "amount owed Dartmouth".
For cash advances HIGHER THAN $500:
1. Treasurer submits FORM 2, CASH ADVANCE REQUEST, **AT
LEAST TWO WEEKS BEFORE NEED**. The treasurer should request
the advance, but it needs to be in the name of the student who will
actually be responsible for the funds.
2. This advance will be provided in the form of a check payable to the
responsible person.
3. Our office will submit the request for the "cash advance" check. When
we receive the check, we will notify the responsible person the the
check is ready for pick up in 303 Collis. A copy of the BUSINESS
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4.
5.
6.
7.
EXPENSE REPORT form needed for the cash advance
"reconciliation" will be included with the check.
The student picks up the check from 303 Collis. This check can be
deposited in a personal bank account or cashed at the Bank of America
branch on Main Street in Hanover.
The student manages the funds and keeps track of all expenses and
receipts.
The student completes and signs the BUSINESS EXPENSE
REPORT form and returns it to 303 Collis along with all receipts and
any leftover change. NOTE: leftover unused amount to return to the
college can be provided in the form of cash, or as a personal check
payable to Dartmouth College.
If the student needed to use personal funds for expensed higher than
the cash advance amount, this additional expense should be entered in
the space for "amount owed individual" on the BUSINESS
EXPENSE REPORT form. A reimbursement check will be mailed to
the student. (Any unused cash should be returned and entered in the
space for "amount owed Dartmouth".)
Other cash advance information:
1. It will not be possible to process last minute requests for cash advances
higher than $500, because of the time needed to arrange for a check to
be issued.
2. If you find out "too late" that your expenses will exceed the $500 limit,
you will need to get the $500 advance, and then also use your own
personal funds to cover the additional expenses. Reimbursement will
be arranged during the cash advance reconciliation process.
Deficit
When you spend more funds than are in your account, it goes into a
deficit. This often happens routinely, and is not necessarily a problem. If a
funding source has verified that they will fund an event, we know the funding
allocation will be credited to your account. This often takes place after you have
processed payments for the event.
Your account is not a regular bank account. It is one segment of the entire
Dartmouth General Ledger. Because of this, your payments will not "bounce"—
they will simply be subtracted from your account balance, possibly increasing a
deficit amount.
The goal is to be sure all promised funds are credited to your account
before the end of the fiscal year, so you do not end the fiscal year in a deficit.
NOTE: If your organization ends the fiscal year in a deficit, this deficit
might be carried forward to the new fiscal year. Your organization might be called
in to discuss the deficit with COSO and to work out a plan for raising funds to
eliminate the deficit.
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Fiscal Year
Dartmouth accounts operate on a Fiscal Year system. The Dartmouth
fiscal year starts July 1 and ends June 30. The fiscal year which started July 1,
2011 is called Fiscal Year 2012 (or FY12) because it runs from July 1, 2011
through June 30, 2012.
All payments out of your account and all credits into your account must be
completed before the close of the fiscal year. For student organizations, this
means before the end of spring term.
The new fiscal year begins with summer term for student organizations.
Summer term is a transitional time between the close-out of the "old" year and
the set-up of the "new" year. Internal accounting procedures related to the
closing out of the old fiscal year continue through most of July, and procedures
for setting up the new year continue through most of August. This is why we
cannot provide up-to-date account statements during summer term. As
treasurers, you need to keep your own careful records so you will have a close
idea of the status of your organization's funds.
GL Chart String
This is your organization’s 25-digit "account number" within the
Dartmouth College General Ledger Chart of Accounts. The "string" has several
"segments" which identify various aspects of where your account is located and
the type of account it is.
1) Entity, 2 digits. This segment identifies whether your account is part of
Dartmouth College, or Medical School, or Thayer School, etc. COSO
organizations entity is 20 (College Only).
2) Org, 3 digits. This is the code that indicates where in the college your
account is located. This would be the department that oversees your account.
COSO organizations and Class Councils are in org 394, Student Activities.
3) Funding, 6 digits. This indicates whether the funds in your account are
restricted endowment, restricted gifts, undesignated operating, etc. COSO
accounts are "undesignated operating" 368000.
4) Activity, 6 digits. This is the segment that identifies your specific
organization.
5) Subactivity, 6 digits. We are not dividing accounts into "subactivities", so
we use the default 0000.
6) Natural Class, 4 digits. This is an internal accounting code, specific to the
type of transaction that is being processed. You will not need to provide the
"natural class" to anybody—the appropriate natural class is entered at the
time a transaction is being processed.
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Itemized Receipt
This is the receipt that shows WHAT you purchased. The itemized receipt
is always required to back up reimbursement requests, cash advance
reconciliations, or purchase card payments.
The itemized receipt is what is taped to the pizza delivery box and often
has grease and sauce stains on it. It is the receipt that lists everything that was
ordered.
Some businesses do not routinely provide an itemized receipt unless you
ask for one.
Journal Transfer
This refers to the process of transferring funds from one college account to
another. If you need to transfer funds to another account, complete FORM 9,
INTERNAL FUNDS TRANSFER. Pat Moss will then process a journal
transfer to move the funds.
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Purchase Card Do's and Don'ts
Procedure
Use FORM 1, PURCHASE CARD REQUEST. Submit this request by 1:00,
one business day before you plan to pick up the card. We will have a card ready
by 10:00 am on the day your request indicates the card is needed we do not send
out announcements that cards are ready. When you pick up the card, you will
sign a cardholder's agreement indicating that you understand the rules of the
card. The card, receipts, and transaction log (included with the card so you can
log each purchase) needs to be returned by the next business day. NOTE: If are
preparing for a large event and need the card longer than one day, please indicate
this when you are requesting the card.
When your organization uses a purchase card, the expense is charged
directly to your organization's account.
DO use the card for:
1. Purchasing supplies in local stores within the Upper Valley (Hanover,
West Lebanon, Lebanon, White River Junction).
2. Purchasing supplies from on-line vendors.
3. Takeout food or food delivery (if cost is NO HIGHER THAN $2,499).
4. Off campus printing services.
5. Dartmouth Coach and VT Transit/Greyhound tickets.
DO NOT use the card for these purchases:
1. DO NOT pay for any travel expenses (EXCEPT for Dartmouth Coadh or
VT Transit/Greyhound.
2. DO NOT use to pump gas for your car (you can submit mileage or
receipts for reimbursement later).
3. DO NOT take the card outside of the local Upper Valley area.
4. DO NOT use to purchase alcohol.
5. DO NOT use for meals eaten in a restaurant
6. DO NOT use for a single purchase higher than $2,499.
7. DO NOT let vendor run the card through twice to pay for something
higher than the $2,499 limit. This is called "pyramiding" and is not
allowable.
8. DO NOT use to buy gift cards or gift certificates.
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Year End Close
This is the accounting process that starts after the end of a fiscal year
(June 30), and continues throughout most of July.
27
VIII. GETTING FUNDING
With the exception of self-supporting groups and “selective” groups, COSO
organizations must apply for funding for events and programs. In general, COSO
will be the first place to apply for funding.
COSO (Council on Student Organizations)
Funding can be requested by COSO-recognized organizations for specific events
or general organizational needs. Funding proposals must be submitted by noon
on Friday to be reviewed at the following Wednesday meeting. COSO meets once
a week and does not retroactively fund events. A presentation from an
organizational representative at the weekly COSO meeting is required. At the
outset of each term, COSO provides its organizations with more details
concerning its funding policies at a big policy meeting. Organizations are sent a
reminder of the date, time, and location (generally the big policy meeting takes
place on the first Wednesday of the first full week of the term at 5:00 pm). More
information can be found at http://www.dartmouth.edu/~sao/coso/.
PB (Programming Board)
All groups must approach their parent department (ie. COSO, Tucker, Athletics,
Rocky) for funding before requesting co-sponsorship funds from Programming
Board. Funds are only available for events LESS THAN $5000. If a group’s
budget runs over $1000, Programming Board requires all proposals to be
submitted 4-week prior to the event minimum. Otherwise all other event
proposals are required to be submitted a minimum of a week. Like COSO PB all
funding are due Fridays at noon.
The entire step-by-step process, request forms included, is listed here:
http://www.dartmouth.edu/~pbo/forms-docs/pb-co-sponsership-form/
COLLIS GOVERNING BOARD
If the event that you are seeking to fund will take place in Collis, the Collis
Governing Board has funding to support those activities. Some of the specific
programs CGB supports are: various Sports Packages on the Collis DirecTV
system (NFL Ticket, FOX Soccer Channel, NHL Hockey, MLB Baseball package,
GOAL Soccer coverage and others) - Cafe entertainment - Art exhibits. Forms
and additional information available here:
http://www.dartmouth.edu/~sao/collis/govern.html
SPEC
This is the source of funds for events costing $5,000 or more. Forms to request
funds can be picked up in 303 Collis, and are due on Fridays at noon, minimum
28
of 3 weeks prior to event. SPEC meets on Mondays at 5:00, and you will be asked
to come to the meeting to discuss your request. Application link provided:
http://www.dartmouth.edu/~sao/pdfs/SPEC Funds Application.pdf
ACADEMIC DEPARTMENTS
Although they do not have large sums of disposable income, they endorse events
that enhance their department. They often support speakers and programming
events that pertain to their academic field. Even if they do not contribute
financially, they can be a great source of information. Contact each department
directly.
BILDNER ENDOWMENT (Allen and Joan Bildner Endowment for
Human and Inter-Group Relations)
Through the generosity of Allen and Joan Bildner, Dartmouth has established an
endowment fund for the central purpose of building a culture in which human
and inter-group differences are respected, studied, and valued. It aims to:
o Foster the study of relations regarding ethnic, racial, multicultural, gender,
socioeconomic, and religious differences
o Develop an understanding of the demographic changes occurring in the US
and the implications of increasing diversity in American Society.
The Bildner Endowment provides support and encouragement for student
leaders and the student majority who seek to share responsibility for the human
condition with the potential for enriching our large society.
More information can be found at
http://www.dartmouth.edu/~ide/support/bildner.html.
CLASS COUNCILS
The main priority of each class council is to program social events for their class,
but might be able to help fund your event. Contact the council presidents
through their class email accounts.
CFSC (Co-ed Fraternity Sorority Council)
All the organizations in the CFSC are willing to sponsor programming on
campus. They can be a source of financial funding or a space to hold various
events. For more information, go to http://www.dartmouth.edu/~orl/greeksoc/staff-contact.html.
29
JOHN SLOAN DICKEY CENTER FOR INTERNATIONAL
UNDERSTANDING
The mission of the Dickey Center is to coordinate, sustain, and enrich the
international dimension of a Dartmouth education.
The Dickey Center
encourages organizations to invite speakers to campus to talk about international
issues of current concern or special interest, and to plan public events with an
international focus. A written report following the event is required in order to
receive allotted funding.
More information can be found at
http://dickey.dartmouth.edu/content/view/67/55/.
ORL (Office of Residential Life)
The ORL strives to provide educational and social programming that will
complement the academic mission of the College. All the programs that are
planned by the ORL staff are supported in part or entirely by an internal budget
structure managed by the Area Coordinators and Programming Assistants who
are supervised by the Area Directors.
For more information, go to
http://www.dartmouth.edu/~orl/life-in-res/sips/index.html.
ROCKEFELLER CENTER (McSpadden Fund)
The McSpadden fund supports events that show a clear public affairs component.
Grant guidelines and more information can be found at:
http://rockefeller.dartmouth.edu/studentopps/mpif.html
CAREER SERVICES
The “All Dreams Are Welcome Here” fund is meant to inspire students to go
beyond limited notions of what Dartmouth graduates do for a living by enabling
any undergraduate student organization (or undergraduate students supported
by an academic department) to bring speakers on campus to address a careerrelated theme. In addition to representing a rich array of occupational pursuits,
be they in business, the arts, communications, education, environment,
government/public policy, international fields, science or sports, it is also our
intent to feature diversity in many forms. Partnering programs with parents and
alumni(ae) will be especially encouraged. Please note that the “All Dreams Are
Welcome Here” fund specifically exists to introduce students to careers of
potential interest; it is not meant to help defray the costs of bringing interesting
speakers to campus to address topics which are not career-related.
Funding guidelines and online application available here:
http://www.dartmouth.edu/~csrc/pdfs/adawh.pdf
For further questions, contact Career Services at 603-646-2215,
career.services@dartmouth.edu.
30
VIII. DEADLINES
1. COSO Proposals, Fridays at noon
2. Programming Board Proposals, Fridays at noon
3. SPEC Proposals, Fridays at noon
4. PURCHASE CARD REQUEST, 1:00 pm, 1 day ahead
5. CASH ADVANCE
-Up to $500, 1:00 pm, two business days ahead.
-HIGHER THAN $500, TWO WEEKS ahead.
6. PICKUP CHECK, two WEEKS ahead
7. DA$H CHARGE ENTRIES, as soon as possible; before end of term
8. FINAL FISCAL YEAR REQUESTS: last day Spring reading period
31
X. LIST OF FORMS
INFO, PURCHASING MOVIE RIGHTS
FORM 1, PURCHASE CARD REQUEST
 Use for purchases under $2,499: supplies from local stores or on-line
vendors, takeout food and catering, printing
 Cannot be used for travel except for Dartmouth Coach and Vermont
Transit/Greyhound
 Cannot be used for alcohol
 Deadline: Request by 1:00, one business day ahead.
FORM 2, CASH ADVANCE REQUEST
 Use for meal in restaurant, travel, purchase alcohol, meal buyout for band,
etc..
 Deadline
o For advance UP TO $500, request by 1:00, 2 business days ahead
o For advance HIGHER than $500, request TWO WEEKS ahead.
FORM 3, CHECK TO VENDOR
 Include invoice from vendor, and submit as soon as possible
FORM 4, CONFIRMING PO REQUEST
 Use when a purchase order is required by a vendor before service or
product will be provided.
 Include official quote from vendor.
 Submit as soon as possible on receipt of quote.
FORM 5, BUSINESS EXPENSE REPORT
 Use to reimburse for all out-of-pocket expenses.
 Complete all information on form and attach original itemized receipts.
FORM 6, CHARITABLE DONATIONS
 Use this form to request donation check to a charity.
 Funds for this check must come from verifiable profits from fundraiser
FORM 7A, SERVICES (CURRENT DARTMOUTH STUDENT, ALL
SERVICES)
 Use this form to pay a current student for any service provided for your
organization. This includes performance services (such as dj or musical
performance at an event) and any other services (such as poster or web
page design, music arrangements, video recording, etc.)
FORM 7B, SERVICES (CURRENT DARTMOUTH EMPLOYEE)
 Use to pay a Dartmouth employee for a performance or "other" service.
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FORM 7C, SERVICES, UNAFILLIATED PERFORMER FEE
 Use to pay a person NOT affiliated with Dartmouth for a performance.
 Include a signed copy of performer's contract.
FORM 7D, SERVICES, UNAFILLIATED HONORARIUM
 Use this form if the service is NOT a performance, and costs $600 or less.
FORM 7E, SERVICES, UNAFILLIATED CONTRACTED FEE
 Use this form if the service cost more than $600
 Include ATTCH B, INDEPENDENT CONTRACTOR'S FORM
FORM 8, DEPOSIT SLIP
 Use this form when bringing cash or checks to deposit in your
organization's account
FORM 9, INTERNAL FUNDS TRANSFER
 Use this form move funds from your organization's account to another
Dartmouth organization's or department's account.
FORM 10, TRAVEL OFFICE AUTHORIZATION
 Before you contact the Travel Office to make reservations, they need to
receive advance notice from the Collis Center for Student Involvement
office that you will be contacting them and that you are authorized to do
this. Send us the information so we can forward it to the Travel Office for
you.
FORM 11, TRAVEL CONTACT INFORMATION FORM
 Our emergency procedures require that we keep information on student
organization out-of-town trips so we can contact you in the event of an
emergency. Please send this form before you leave campus.
FORM 12, OFFICE SUPPLIES ORDER FORM
 Use to order office supplies for your organization.

ATTCH A, GIFT AND GIFT CARD RECIPIENT REPORTUse this to
report recipient of gift cards of any amount, or of gifts (tangible items)
valued at $50 or more.

ATTCH B, INDEPENDENT CONTRACTOR FORM When paying a
person $600 or more for a service that is NOT a performance, the
individual needs to complete and sign this form.

ATTCH C, NEW VENDOR INFORMATION FORM Vendors and
independent contractors receiving payment must be listed on the
Dartmouth Vendor database. If they are not already on the database they
33
need to complete this information form. Check with Pat Moss to see if this
is needed for the vendor or contractor you are paying. (Also include ATTC
D, W-9 FORM).

ATTCH D, FORM W-9 Include this form when submitting the NEW
VENDOR INFORMATION FORM


ATTCH E, FORM W4
This is the official income tax withholding information a student enrolling
for the first time for payroll payments needs to complete, along with the I9 form. The form needs to be submitted to Payroll.

ATTCH F, FORM I-9
A student enrolling for payroll for the first time needs to complete this
form and have it signed in the Student Employment office. The form
explains the types of identification the student must provide at this time.
ATTCH G, IRS FORM 8233 INSTRUCTIONS
ATTCH H, IRS FORM 8233
 If you are paying an individual for services who is NOT a resident of the
United States, you will need to indicate the country of citizenship along
with their VISA status and their length of stay in the U.S. The individual
must have a valid U.S. social security number to be paid..
 There are numerous countries that the U.S. has tax treaties with that allow
the College to not withhold federal taxes from these payments. If the
individual you are paying is from one of these countries, they need to
complete the IRS Form 8233 so the College will not withhold federal taxes.
34