Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Dear Student Organization Leader,
Congratulations on your new position! To make your first and subsequent trips to the Business Office easier we
have compiled a package of forms you will need to perform various financial transactions at the Business Office
and step-by-step instructions for when to use them and how to fill them out. We hope that this will make
navigating the financial end of your leadership position easier.
We are always available to help. Do not hesitate to stop in or call with questions. The Business Office hours are
9am – 4pm, Monday – Friday. We are temporarily located on the ground floor of Susan Howell Hall, ext. 2128.
All of the enclosed forms can be found online by visiting
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm.
We hope you find this information helpful.
Sincerely,
The Business Office staff
A complete listing of contacts, extensions and email addresses is below:
Title
Contact
Email
Extension
Controller
Jodi Howe
howe@alfred.edu
2325
Head Cashier/Bookkeeper
Marty Fuller
fullerm@alfred.edu
2770
Accounts Payable A-M
Valerie Ewald
ewald@alfred.edu
2963
Accounts Payable N-Z
Sheila Decker
deckers@alfred.edu
2107
B&F Banner Professional
Jason Warner
warner@alfred.edu
2771
Accounting Administrator
Lisa Clark
clarklm@alfred.edu
2525
Senior Financial Analyst
Lisa Porter
porterlm@alfred.edu
2168
Payroll contacts (located in Greene Hall)
Title
Contact
Email
Payroll Specialist
Sherry Zajicek
zajicek@alfred.edu
2961
Payroll Associate
Deb Horton
horton@alfred.edu
2962
1
Extension
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
TABLE OF CONTENTS
(page in which information to be found)
Instructions Student Club Organization signing rights
3
Copy of the Student Club Organization signing rights form
3
Requesting funds from the Business Office
4
How to get a bill paid from the Business Office
4
Check request
4-5
Cash request
5
Reimbursement
6
Copy of Check / Cash request
6
Explanation of Club Deposit of money
7
Copy of Deposit Slip
7
Explanation of University tax exempt status
7-8
Copy of NYS tax exempt certificate
8
Explanation of Business Office Vendor Registration
8
Copy of Business Office Vendor Registration
9-10
Gifts, Prizes
10
Copy of the Gift / Prize form
11
Signing Authority Contracts
11
Request New /Change Fund Number Request
12
Copy of New/Change Fund Number Request
12
2
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Instructions for Signing Rights to Business & Finance Accounts
Overview – This form is used to tell the Business Office who is allowed to access your Business and Finance
accounts. In essence, who controls your money? Without this form the Business Office has no authorization to
perform any transactions for you and your group. This form must be filled out and turned in as quickly as possible
after Officers are appointed or at least once a year in the fall and needs to be updated whenever changes are
made.
All financial requests to the Business Office must have two signatures. All Student Senate funded regulated
organizations must get Senate approval on all transactions. The Student Senate advisor can approve
transactions in the summer months.
To Complete the Form:
Fill in the Name of your Organization and the Fund ID number. If you do not have the fund ID number, the
Business Office will have this information.
List the Name & Title of each individual (including your advisor) who has rights to access financial information for
your account. This needs to be followed by the individuals’ signature and the Start and End date for this
authorization.
Signing Rights to Business & Finance Account
The following is a list of students and/or advisor eligible to sign bills and check requests. It is suggested that no
more than three people be eligible to have signing rights, this would be the organization president, the
organization treasurer, and/or the organization advisor.
All financial requests must be signed by the two club officers. Only the advisor can sign a bill or check request
without another officer's signature. This is due to the need to pay bills during academic recesses. At all other
times 2 Officers signatures should be obtained. In the case of Senate regulated clubs, only the Senate Advisor
can approve transactions in the summer months. A form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
See copy below:
3
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Requesting Funds from the Business Office
Your group and organization will have various needs financially. Determining what is necessary to obtain funding
is the first step. Some guidelines apply no matter what the situation, they are:
1. Any request requires 2 signatures, groups & organizations under the Student Senate will also need
Senate approval. The only exception to the two signature rule is the signature of the advisor, or in the
case of Senate funded, regulated organizations the signature of the Student Senate Advisor. This is only
so bills can be paid while school is not in session.
2. Proper documentation must be provided
3. All requests must include the FOAP to be charged. The FOAP is the Fund, Organization, Account and
Program numbers
Requests for Funds can be broken down into the following groups:
1. Request to have an Invoice (Bill) paid
2. Request for a check to pay an upcoming expense without an invoice
3. Request for Reimbursement of expenses already paid
4. Request for a cash advance
How to get a Bill Paid
If you have received a bill for goods or services provided to your group or organization the Business Office will
process payment. In order to do this you must:
1. Provide the Business Office with the original invoice. The invoice must include:
a. Two signatures authorizing payment.
b. The FOAP to be charged
2. Keep in mind that invoices can take up to 10 days to process; remit your invoice to the Business Office as
soon after receipt as possible to avoid late charges, etc.
If you have questions concerning payment of your bill after you have sent it to the Business Office, questions
should be directed as follows:
If the Vendor Name begins with,
A-M
Valerie Ewald – ewald@alfred.edu – ext. 2963
N-Z
Sheila Decker – deckers@alfred.edu – ext. 2107
Requesting a Check Payment
Please allow minimum of 10 days for check processing.
OverviewMany times a group or organization will need a check from the Business Office. This may be to pay for an award,
a donation, a talent fee, etc., in which case you may not have an invoice. This is when a check request should be
used. A (check request request) form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
Note: This form is to be used for purchases under $1000 only.
For those individuals wishing to make purchases from a vendor over $1000, please go to the
Procurement Office in Greene Hall.
If the person you are requesting a check for is not a member of the AU student body, staff or faculty you will also
need a Vender Registration form, if you are not sure contact the Business Office. This form can also be obtained
at the above website and must be completed by the vender before your request can be processed. All vendors
that provide a service should be paid directly by Alfred University Business Office due to tax purposes.
4
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Check Request
To complete the Check Request form:
1. Enter the date
2. Enter the Organization/Group Name
3. Enter the complete FOAP to be charged (Fund, Organization, Account, Program)
4. Enter the complete name and address of the Payee
5. Have the form signed by two authorized signers
6. Give a complete explanation of what this check is for. If available attach documentation.
The check will be mailed to address (including Powell Campus Boxes) provided unless:
1. The recipient has direct deposit
2. You have specifically requested that the check not be mailed, in which case it will be available in the
Business Office and you will receive an email when it is ready
To check on processing of any check request contact the Business Office:
Sheila Decker – deckers@alfred.edu – ext. 2107
Requesting a Cash Advance
A group/organization may request a cash advance to make purchases for said group/organization. To do this you
must complete a check/cash request from. A (check / cash request) form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
To complete the Check/Cash Request form:
7. Enter the date
8. Enter the Organization/Group Name
9. Enter the complete FOAP to be charged (Fund, Organization, Account, Program)
10. Enter the complete name and address of the Payee
11. Have the form signed by two authorized signers + Senate Signatures if required
12. Give a complete explanation of what this advance is for
The entire amount of the advance will be charged to the Business Office cash advance account. Once you have
completed your purchase(s) you will need to return to the Business Office with your receipts and at that time, the
amount spent will be charged to your organizations account. This process should be completed, as soon as
possible, but definitely no more than 30 days from the date the advance is given. If the advance is not cleared in
a timely fashion the following actions will be taken:
1. An email will be sent to the individual who accepted the advance as a reminder to clear the advance
2. If the advance remains uncleared a 2 nd email will be sent to the individual and copied to the group
advisor.
3. If the advance is still not cleared the entire amount of the advance will be charged to the payee’s student
account
4. If multiple advances are open and un-cleared for a long period of time the Business Office has the right to
refuse a cash advance request.
Things to remember:
1. You must keep and return all receipts for all purchases you want applied to the advance.
2. Alfred University is tax exempt; take your tax exempt form with you as taxes paid will not be deducted
from the advance.
3. If the advance is given in your name, you are the responsible party, don’t leave it up to someone else
to return your receipts.
5
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Reimbursement Request
A reimbursement request is made when goods or services have been paid for by someone connected with your
group or organization. A (check / cash request) form can be obtained at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
To complete the Check /Cash Request form:
1. Enter the date
2. Enter the Organization/Group Name
3. Enter the complete FOAP to be charged (Fund, Organization, Account, Program)
4. Enter the complete name and address of the Payee
5. Have the form signed by two authorized signers + Senate signatures if required
6. Give a complete explanation of what this check is for. If available attach documentation.
7. Receipts must accompany a reimbursement request and must match the total requested
8. The University is tax exempt and will not reimburse for taxes (see tax exempt instructions)
Bring the completed request to the Business Office with all receipts. If the request is $300 or less a cash
reimbursement can be given to the payee at the time of presentation. If the request is for more than $300 then a
check payment will be processed. If the recipient has direct deposit this is how the payment will be processed. If
not, the check will be available for pick up in the Business Office or mailed to the address on file after processing.
See copy below:
Check / Cash Request Form
IF REQUESTOR IS SAME AS PAYEE AND AN EMPLOYEE, NO NEED TO FILL OUT VENDOR NAME AND ADDRESS, UNLESS THE ADDRESS
YOU WISH TO HAVE THE CHECK SENT TO IS NOT ON FILE
Requestor's Name
Requestor's Dept.
Account Number
Account Number
Account Number
Account Number
Amount
Amount
Amount
Amount
Vendor Information
Name
Banner ID
Please check one of the following
Address
Direct Deposit
Check
Cash
Cash can be given if the total is $300
or less
Reason for Request
Explain in Detail:
Amount
Total Reimbursement $
APPROVAL
DATE
SECOND APPROVAL (IF NEEDED)
DATE
Business Office Use Only
Cashier
Cash Received By
SIGN
DATE
6
-
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Deposit Slips
There are several types of deposits your organization may make. You may have revenue to deposit, a donation,
or dues and membership fees among others. No matter what type of deposit you are making you will always use
the same deposit slip.
Instructions:
1. Name – This should be the name of the individual or group from which you are depositing money.
2. Description – This is a short explanation of where the money came from and what it is for
3. FOAP – Fund, Organization, Account & Program Number are all required
4. Funding Source – Enter all applicable with correct totals.
5. Carry totals to bottom of page in each column
6. Enter Deposit total
7. Print the name of the person who prepared the form
8. Enter the date the form was completed
9. Bring to the Business Office for processing.
Things to remember:
1. Deposits are made through the revenue account numbers. Your fund #, org # 17120, acct. #5815,
program #10.
2. The only time you will deposit using your expense org # is when you are offsetting an expense.
We understand this is confusing and occasionally there will be deposits that do not fall into either of these
categories. Please do not hesitate to contact the Business office if you need assistance completing your deposit
slip. A form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
See copy below:
Deposit Slip
Description (35 Characters)
Fund
Organization
Account
Program Cash Amount
Cash Total
PREPARED BY
DATE
Check
Amount
Credit Card
Amount
Check Total
Credit Card Total
Deposit Total
-
Tax Exempt Forms
Alfred University is a tax exempt organization. For this reason, we do not reimburse taxes on any purchase.
Attached you will find a tax exempt form. Alfred University is tax exempt in the following states: New York,
New Jersey, Massachusetts, Florida and Connecticut. There is a different form for each state. This form is
accepted at most all venders you will deal with.
7
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
An exception to this is Wal-Mart, Dollar General and Lowe’s. You will need a special tax exempt card for WalMart, Dollar General and Lowe’s; these are available in the Business Office or Procurement Office. Please be
sure to keep these with you when making purchases for the University. Additional copies of the New York
State Tax Exempt Form can be picked up in the Business Office or can be found online at our website.
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
See copy below:
Vendor Registration Form
Overview –
The Alfred University Business Office must have a Vendor Registration Form on file for any business or individual
receiving money. No one should be paying for a service by someone else and plan to get reimbursed for
it. The Business Office should be reimbursing a vendor or service provided directly.
This is information that we must produce upon demand during our yearly audit and therefore is mandatory. This
goes for not only businesses but individuals. If someone is receiving a payment from us we need to be able to
provide accurate record for the IRS. The form is online making completion easy for off campus or out of state
businesses and individuals. The Business Office staff is always available to answer any questions that may arise
when completing this form. As a rule, you will not be completing this form yourself, but should have one handy for
distribution if necessary. A form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
See copy next page:
8
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
9
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Prizes, and Awards to students (revised October 2012)
What is considered a gift, prize or award?
Prizes and awards are typically gifts of cash, gift certificates, or other items purchased (tangible property) given to
University students in recognition of outstanding achievement in their academic performance, other performancerelated activities, Honors Convocation award, or prize won at student club event.
Gifts are typically cash, gift certificates, or other items purchased and given to students in recognition of, or in
connection with the holiday season, or some other purpose not specifically related to job performance.
Tax reporting rules require that gifts, prizes, and awards be treated as taxable income to the employee (student).
The amount must be included on the employees (student) W-2 and is subject to all income and FICA withholding
taxes.
How do I report any gift, prize or award?
Anyone that receives a gift, prize or award will need to fill out a Taxable Gifts Report Form found on the HR
website. This will include their social security number and indicate the amount given as a gift to each individual.
We will be unable to process the request for reimbursement if this information is not provided. The taxable gifts
form should be submitted to Payroll (along with any check request), they keep track of those receiving a gift,
prize or award and they will make the decision on whether it is paid through Payroll (Greene Hall) or Accounts
Payable (Howell Hall).
See copy next page:
10
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Signatory Authority regarding Contracts (revised July 2014)
Per the Alfred University Board of Trustees, only the following officers and staff of the University are authorized to
sign contracts on behalf of the University:
1. The President
2. The Chief Financial Officer (VP Business & Finance)
3. The Vice President for University Relations (solely for the purpose of accepting gifts)
4. The Corporate Secretary
The term “Contract” is defined broadly by the law to mean any document intended to set forth an agreement or
arrangement between the University and an outside party.
Examples involving contracts:
Hiring entertainers/performers - Arrangements concerning facility usage
A person who signs a Contract on behalf of the University without authority may be: (a) subject to disciplinary
action up to and including termination and/or (b) in some cases personally liable for the financial obligations and
risks under that Contract. The University will not be bound by the terms of a Contract signed by an individual
without authority unless an Authorized Signatory subsequently agrees that the University will honor the Contract.
Purchase Orders approved through the University’s Purchase Order process are authorized by the Chief
Financial Officer and therefore the purchasing agent’s signature is an authorized signature. Any purchases made
by clubs through AVI are permissible without signature by an authorized Officer/Staff member, because the
University has a master contract on file with that entity.
11
Business Office
One Saxon Drive
Alfred, NY 14802
607.871.2128
Fax: 607.871.2119
fullerm@alfred.edu
Request for New/Change to Fund Number
Overview – This form is used to request or change a fund number. The fund number is the number that the
Business Office uses to identify your club or organization; it is unique to your group. This form is used to request
a Fund number for a newly organized group or to request a change to your existing fund number which would
commonly be a name change for the group or organization. A form can be obtained online at:
http://our.alfred.edu/index.cfm/fuseaction/business_office.FormsDocs.cfm
Instructions:
Indicate:
Non-statutory or Statutory
Date
Fund Type
The purpose of the fund
Source of funding
Financial Manger
Proposed Fund Title (not to exceed 35 spaces, including blanks)
All student Group fund request must be approved by the Student Club Advisor and/or Senate Advisor. The form
should then be submitted to the Business Office.
See copy below:
12