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This page contains helpful information and resources for student organizations to work within their budgets. Policies are in place to ensure student orgs do not overspend their units. These policies will require a little more advance planning, but will be beneficial for all. It is important for orgs to check budget balances on the Lawson Web regularly. If access to Lawson is needed, please contact RaeAnn Vizina , x3792.

Form Guide

• UNIT NAME = the name of the student organization.
  • CO (3) = (company) all student organizations use "company 010".
  • UNIT (5) = this 5 digit number identifies your student organization - this number will not change, it will always follow the company number on the forms you fill out.
  • ACCOUNT (5) = this is also a 5 digit number and this number will change based on the transaction your organization is doing. reference the "Frequently Used Accounts" to determine which number to use.

Approvals

Approvals must be obtained for check requests, cash advances, and travel reimbursements from the following:

• Music Organizations
  • Denise Bundgaard, CHM 112, x3179
• All other student organizations
  • Director of Student Activities, BC 107, x3999
  • Associate Dean of Students & Dir. of Buntrock Commons, BC 147, x3017
  • SGA Financial Officer, BC 107, x3999

Check Requests - Org check request form

• Student Organizations, once recognized by SOC, will be issued a unit number at the Business Office for the purpose of club business. Once money is deposited there, orgs can charge items at the Bookstore (at a discount), charge copies at the Print Center, mail things, etc. In addition, the Business Office can also cut checks to vendors for various items. 
• Check request must have the following attached if applicable:
  • W-9 for new vendors (call Accounts Payable with questions)
  • Original invoices or
  • Original ITEMIZED receipts.
  • For help with contracts, music organizations should go to CHM 112, and all others should see the Student Activities Director, BC 107.
  • Remember - we don't pay Minnesota sales tax except for meals and lodging. Vendors may ask to see the college Minnesota Sales Tax Exemption Certificate.
• The documents will be examined and the org cash balance will be checked. If there are sufficient funds in the unit, the expenditure will be approved, and the request will be sent to the Accounts Payable Office. 

Cash advance - Fund request form

• Complete the Fund Request Form and obtain approval. The org cash balance will be checked.  If there are sufficient funds in the unit, the fund request will be approved and the request can be taken to the Business Office (see approvals).
• Return all funds to the Business Office when sale is completed. Complete and print a deposit form to designate the return of original funds and to deposit the remainder in the org unit. 

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Deposits - deposit form

• Complete this form and bring it with your deposit to the Business Office.
• Include a calculation tape or spreadsheet with a total for the checks
• "Description of Deposit" box must be filled in with a description of the source of funding.
• Coding:
  • Code gifts 10-(your unit)-44000
  • Code other revenue to 10-(your unit)-46500
• There is a silver wall depository for after hours deposits. Security can let you in the building. The form and cash must be stored in a sealed envelope.

Travel/Reimbursements - Expense report form

Use the "Travel Expense Report/Employee Reimbursement" form for reimbursements to any St. Olaf employee or student.  Read the following information, complete the form and see Approvals.

• Must list unit number.
• Attach original itemized receipts.
• When requesting mileage reimbursement include the starting point, destination, and the number of miles times the rate. Airport runs are reimbursed a flat rate. (current mileage rate).
• If reimbursement is $50 or less payment will be made in cash at the Business Office window.
• We do not reimburse payments:
  • for services use a check request form (i.e., speakers, instructors, etc.)
  • to businesses that accept credit cards
  • for Minnesota sales tax except for food and lodging (print a sales tax form

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Credit Cards

• Training:
  • You must have attended credit card training and signed the Student Organization Cardholder Agreement before you can check out a credit card.
• To check out a credit card, go to the following:
  • Music organizations go to CHM 112
  • All others go to BC 107
• Reminders:
  • Do not pay Minnesota sales tax except on Food & lodging. Vendors may ask to see the college Minnesota Sales Tax Exemption Certificate
  • Need original itemized receipts – NOT SIGNATURE SLIPS
  • For Lost or stolen cards call 1-800-932-0036.

Business Office Transfer forms - transfer request form

A transfer request form is used when you need to transfer money between organizations or departments within the College. A journal entry will be made rather than generating a check.

• Examples of transfers include reimbursements for supplies, speakers, events, etc. or grants from SGA, donations from other departments, or corrections of mistakes.
• In order to complete the form, you will need to include the co-unit number for the other organization or department and your own organization.
• The account number is also required. The number will depends upon the type of transfer. Refer to Frequently Used Account list to determine which account to use. You will most often use 99400. The Business Office can help you.
• Transfer request forms should be turned in to the Business Office.

Other

• Minnesota Nonresident Entertainer Tax

  • There is a 2% tax on all entertainers who do not reside in Minnesota. This includes all musicians, singers, dancers, actors, athletes, public speakers, etc…
  • However, there is a reciprocity agreement between Minnesota and Wisconsin, Michigan, and North Dakota. To take advantage of this, form MW-R must be completed by the entertainer.
• U.S. Nonresident aliens (Federal Tax)
  • Payments to residents of foreign countries require specific IRS and INS documentation. Please contact the Business Office as soon as you are considering payment to a Nonresident Alien (NRA).
• Gifts
  • If your organization receives a gift of $250.00 or more, the gift must processed through the College’s development system in order for the donor to be recognized as a donor and given a gift receipt.
  • NOTE: The College does not encourage organizations to solicit donations. Contact the Annual Giving Office for information on projects your group can do that would earn funds for your organization.

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Questions or concerns? Please contact the Office of Student Activities, x3999; Buntrock Administration Office, x3017 or the SGA Financial Officer, x3999.