SaboQuickHelpGuide
Fall2016
KNOWYOURINDEXNUMBERS&ACCOUNTCODES
•
•
CashIndex–6-digitnumberbeginningwith802XXXor830XXX.Studentgroupsadvisors
willbesenttheCashIndexnumberafterthegrouphasbeenofficiallyrecognizedbythe
CenterforStudentInvolvement.TheCashIndexislikeyourstudentgroupbankaccount
number.Depositsandexpenseswillbecreditedandchargedtothisaccount.Moneyinthis
accountwillrolloveryeartoyear
BudgetIndex–6-digitnumberthatbeginswith800XXXandisprovidedafterastudent
groupreceivesfundingfromtheSGAFinanceBoard.Moneyinthebudgetindexshouldonly
beusedforexpensesrelatedtotheprogramthatwasfundedbytheFinanceboard.Budget
indexfundsdoesnotrolloveryeartoyearsodepositsfromthingslikeduesandfundraisers
shouldnotbemadetothisaccount.
•
AccountCodes-Everytransactionoccurringwithinyourindexhasan“accountcode”
associatedwithit.Theaccountcodeclassifiesthetypeofincome/expensefortheindex(See
ListBelow)
Indexnumbers&Accountcodescanbefoundathttp://www.neu.edu/sabo
Revenue
Northeastern University
Student Activities Business Office
Account Code Listing
Supply
50299
50425
50438
50439
50453
50466
50484
50487
50490
50491
50492
50494
50603
50700
50931
Only Use for Cash Account Deposits or Transfers
Refund
Tax Deductible Gifts (must be processed by Dev. Ofc.)
Fundraising
Advertising
Conference/Seminars
Membership Fees
Subscription Fees
Dues
Sales Income
Donation (non-tax deductible)
Co-Sponsorship
Program/Event
Book Sales
Other Sources (misc.)
Revenue Transfer
73001
73004
73005
73066
73007
Capital Equipment
Criteria: Unit Cost > $500, Life > 2 Year
Cap. Equip. - Office (chair, desk)
Cap. Equip. - Audio Visual
Cap. Equip. - Computers
Computer Software
Cap. Equip. - Athletics
73021
73022
73023
73025
73026
73027
73030
Travel
Travel
Travel
Travel
Travel
Travel
Travel
Travel
73041
73042
73043
Telephone
Tel. - Toll Charges (long distance)
Tel. - Instrument Charges (monthly charge for Telephone)
Tel. - Message Units (local off-campus, and 411 charges)
73049
73051
73052
73053
73070
Other Expenses
Postage/Freight
Postage (stamps)
Bulk Mail
Federal Express
Freight Charges
-
Airfare
Train
Bus
Auto Mileage (check w/SABO for current rate)
Auto/Van Rental
Lodging (hotel costs)
Miscellaneous (gas, tolls, etc.)
73110
73201
73202
73203
73204
73301
73303
73305
73306
73307
73325
Books (intended for group's reference)
Subscriptions (renewable magazines, newspapers, etc.)
Music and Records
Video Cassettes
Film (for camera)
Miscellaneous Supplies (pens, paper, decorations, etc.)
Computer Supplies
Audio Visual Supplies
Medical Supplies
Athletic Supplies
Training Supplies
73410
73420
73425
73460
Promotional
Advertising
Printing (flyers, brochures, etc.) not done at Reprographics
Printing - Reprographics
Photocopying Charges
73810
73811
73830
73840
73850
Maintenance
Cost to repair or maintain equipment
Office Equip. Maint. (photocopier servicing, etc.)
Typewriter Maint.
A/V Equip. Maint.
Computer Maint. (printer repair)
Athletic Equip. Maint.
74010
74020
74030
74710
74032
75160
Entertainment
Movie and Video Program (rentals for event)
Concerts (musical performances)
Other Entertainment (DJ's, baseball games, etc.)
Speaker Fees (payment to a lecturer)
Film Rentals (film reel rental)
Other Rentals (Blackman, sound equipment, etc.)
74210
74310
74320
74500
73205
74800
76825
78001
78490
79610
Membership Dues
Conference/Seminar Registration Fees
Food (anything one can eat/drink)
Awards (gift certificates, plaques, etc.)
Set Design
Consultants
Laundry Service (cleaning of uniforms)
Special Services (lesson fees, etc.)
Miscellaneous (donations, etc.)
Cash Box Advance
Note: Pool object codes (the object codes highlighted in grey) are for budgeting purposes only. Expenses should not be applied against
Pool object codes.
For Student Group Use
1
SaboQuickHelpGuide
Fall2016
HOWTOMAKEADEPOSIT
1.PickupadepositslipfromtheSABOOfficelocatedin434JCSC(pleasedonotprintoutsample
belowtomakedeposits)
2.Filloutthedepositslipwiththefollowinginformation
• TheIndex#:Thisyourgroup’sCashindex#(DonotdeposittoBudgetindex)
• SourceofFunds:Wherethemoneyiscomingfrom(Example:SalesorDues)
• Depositby:Nameofthepersonmakingthedeposit
• Date:Datedepositisbeingmade
• Cash&Checks–Listtotalcash,checks,&coinsthatarebeingdeposited.Thechecknumber
shouldbelistedtotheleftofthedollaramount.Allchecksshouldbemadepayableto
“NortheasternUniversity”anddepositedwithin60daysofdateonthecheck.
• Dues:Deposits for membership dues should have a list each member and the amount of
their payment. If any member’s payment varies from the standard amount due, a brief
explanation will also be required.
• Please see Example below:
• Student Group X: Yearly membership dues is $50 for each member.
• John Doe - paid $50
• Jane Doe - Paid $100 (Payment for 2 years)
• Bobby Doe - Paid $50
3.BringthemoneyanddepositsliptotheSABOoffice.Wewillverifythetotalandgiveyouareceipt.
Thefundsshouldappearinyouraccountwithin1-2Businessdays.NOMOREthan$3.00worthof
coinscanbedepositedwithSABO.
4.NightDeposit–ifSABOisclosedcontactaBuildingManageronthe3rdflooroftheCurryStudent
Centertohelpyoumakeanightdeposit.Makesuretoincludeadepositslipwithyourdeposit.You
canpickupyourreceiptthenextbusinessday.
2
SaboQuickHelpGuide
Fall2016
HOWTOSPENDMONEY
1.
DirectPayRequest–usethisformtorequestcheckpaymentstocompaniesorindividuals
foraserviceorproductprovidedtoastudentgroup.Formsareonlyavailableonlineat
http://neu.edu/sabo/payment-forms
— Supportingdocumentationsuchasoriginalinvoicesandapprovedcontractsmustbe
attachedtotheDirectPayFormforthechecktobeprocessed.Statementscannotbeused.
— Checksmadepayabletocompanyforafacilityrentalanindividualforaserviceprovided
requiresanapprovedcontractthroughtheCenterforStudentInvolvement.
Accounts Payable (245 RI) – Phone: 2652
CONTACT NAME:
PHONE:
100881
HowtofilloutaDirectPayRequestForm(Don’tusethissamplecopy)
o
o
o
o
o
o
o
o
o
VenderName:Thepersonorcompanyyouarepaying
SocialSecurityorTaxID:ThisisrequiredforanyindividualorLLC(Limited
LiabilityCompany)beingpaidthatisnotaperformer.
W-9Forms-ACompletedW-9taxformshouldbesubmittedforpaymentsto
IndividualVendors&LLC’s.ThisformshouldbefilledoutbytheVendor.
Address:Addressofthepersonorcompanyyouarepaying.(mustmatchthename
andaddressontheinvoiceorW9ifrequired.
Index:YourCashorBudgetIndexnumberthatwillbecharged.
Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)
NetAmount:Theamountbeingpaid
AdvisorApproval:Studentgroupfacultyadvisormustsignhereoremailapproval
[email protected]&allsupportingdocumentsinONE
email.FMIhttp://neu.edu/sabo/payment-forms
Allcheckswillbemailedouttotheaddresslistedontheformoradirectdeposit
willbemadetotherecipient’sbankaccountiftheyarealreadysetupwithDirecta
DepositagreementwithNortheasternUniversity.
3
SaboQuickHelpGuide
2.
Fall2016
ExpenseReimbursementVouchers–Usethisformtosendachecktopayback
individualswhomadepurchasesonbehalfofyourstudentgroup.Formsareonlyavailable
onlineathttp://neu.edu/sabo/payment-forms
• Originalreceiptsshowingproofofpurchasemustbesubmittedwiththeform.
• NortheasternisTaxexempt.Wecannotreimburseforsalestaxespaidexceptforhotel
andmealstax.UsetheST5taxexemptionformtoavoidpayingsalestax.
http://www.neu.edu/ap/taxexemptforms/index.html
• SABOcannotreimburseforpersonalitems,alcohol,drugsortobaccoperUniversity
guidelines.
SABO Expense Reimbursement Voucher
SABO Expense Reimbursement
Voucher
NU STUDENT/EMPLOYEE
DOCUMENT #
NU STUDENT/EMPLOYEE
Name:
Name:
Address:
Address:
DOCUMENT
#
Vendor
Number:
Vendor Number:
Did you travel or have a meal at the expense of the University?
NU ID:
NUyou
IDmake a non-travel purchase at the expense of the University?
Did
Did
you travelEXPENSES
or have a meal at the expense of the University?
TRAVEL
TRAVEL EXPENSES
Destination:
Destination:
Dates
of Travel:
Dates of Travel:
Purpose:
Purpose:
(continued from above)
Did you make a non-travel
purchase at the expense of the University?
NON-TRAVEL
EXPENSES
:
NON-TRAVEL EXPENSES
Description:
Description:
Date of Expense:
Date of Expense:
Purpose:
Purpose:
(continued from above)
(continued
from above)
SUMMARY
OF EXPENDITURES:
SUMMARY OF EXPENDITURES:
INDEX
INDEX
(continued from above)
ACCOUNT CODE
ACCOUNT CODE
OUT OF POCKET EXPENSES
OUT OF POCKET EXPENSES
TOTAL
TOTAL
APPROVALS
APPROVALS
Return this for to SABO with ORIGINAL, ITEMIZED RECEIPT(S) ATTACHED if a check is needed to reimburse an
Return
thisfor
forout
to of
SABO
withexpenses.
ORIGINAL, ITEMIZED RECEIPT(S) ATTACHED if a check is needed to reimburse an
individual
pocket
individual
for out of pocket expenses.
Advisor Approval
Printed name
Signature
Date
Advisor Approval
SABO Approval
SABO Approval
•
Printed name
Signature
Date
Printed name
Signature
Date
Printed name
Signature
Date
Hold check for pick up? Please circle one
YES
NO
Hold
check for
pick up?
circle one supervisor must sign here:
YES
NO
*If
employee
is Dept.
Head,Please
then employee’s
*If
employee
is Dept. Head, then employee’s supervisor must sign here:
PLEASE
NOTE:
PLEASE
1) You willNOTE:
not be reimbursed for sales tax paid except meal/food tax, and hotel occupancy taxes
1)
willreimbursements
not be reimbursed
for sales
tax paid within
except10
meal/food
tax, and from
hoteltrip
occupancy taxes
2) You
Travel
should
be submitted
days of returning
2)
reimbursements
should submitted
be submitted
10 daysand
of returning
from trip
3) Travel
Properly
completed vouchers
will within
be processed
mailed within
5 business days.
3)
Properly PERSON:
completed vouchers submitted will be processed and mailed within
5 business
days.
CONTACT
PHONE
#:
CONTACT PERSON:
PHONE #:
Northeastern
University
Northeastern University SABO - Room 434J
Phone Extension x4329
Fax extension x4375
SABO - Room 434J
Phone Extension x4329
Fax extension x4375
Revised 7/9/10
420498
Revised 7/9/10
420498
HowtofilloutanExpenseReimbursementVoucher(Don’tusethissamplecopy)
o Name:ThePersonorCompanyyouarepaying
o NUID:NUIDnumberisrequiredforNUFaculty,staff,&students.
o Address:Addressofthepersongettingreimbursed(paid)
o TravelorNonTravel–describetheexpenseinappropriatesection
o Index:TheCashorBudgetIndexnumberthatwillbecharged.
o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)
o OutofPocketExpense:Theamounttobereimbursed
o AdvisorApproval:Studentgroupfacultyadvisormustsignhereoremail
[email protected]&all
supportingdocumentsinONEemail.FMIhttp://neu.edu/sabo/payment-forms
o Allcheckswillbemailedouttotheaddresslistedontheformoradirect
depositwillbemadetotherecipient’sbankaccountiftheyarealreadysetup
withaDirectDepositagreementwithNortheastern.
4
SaboQuickHelpGuide
3.
Fall2016
PettyCashReimbursement–usethisformtomakereimbursementsforexpensesunder
$50andreceivecashonthespotinsteadofacheck.Formsarelocatedin434JCSC
• Originalreceiptsshowingproofofpurchasemustbesubmittedwiththeform.
• NortheasternisTaxexempt.Wedonotreimburseforsalestaxespaidexceptforhoteland
mealstax.UsetheST5taxexemptionformtoavoidpayingsalestax@
http://www.northeastern.edu/ap
• Wedonotreimburseforpersonalitems,alcohol,drugsortobaccoperUniversityguidelines.
•
HowtofilloutaPettyCashForm(Don’tusethissamplecopy)
o
o
o
o
o
o
o
o
Date:Today’sDate
Amount:Totalamountofreimbursement
From:Yourstudentgroupname
Index#:6-digitCashorBudgetIndexnumber
AccountCode:5-digitAccountcode
ReasonforReimbursement:describetheexpenseincurred(ex.PizzaforMeeting)
AdvisorApproval:Yourstudentgroupfacultyadvisormustsignhere
CashReceivedby:nameofthepersonpickingupthePettycash
5
SaboQuickHelpGuide
Fall2016
HOWTOTRANSFERMONEY
StudentGroupTransfer–usethisformtotransfermoneybetweenstudentgroups.Formsare
locatedin434JCSC
#T3678
@ Northeastern
STUDENT
ACTMIES BUSINESS OFFICE
434J CURRY STUDENT CENTER, 617 .373.4329
STUDENT GROUP TRANSFER
Dote Submitted:
Amount of Tronsfer: $
Account #:
From:
lrnaev
(Debit Orgonizotion)
Account #:
To:
'lEaCey
(Credit Orgonizotion)
Reoson for Tronshr:
tr
Actor*tl
f
A(covta+ (oAa
Co
le
Co-Poyment for
n
Poyment for
tr
Other (pleose exploin)
Debrt O rgo ni zati on odvisor
fl
o
pprovo I sig notu re:
Directions for Use
.
.
.
.
.
.
The debit orgonizotion odvisorlouthorized signoture MUST sign the form.
Complete the form ond submit it to the Siudent Activiiies Business Office (434J CSC) for processing.
Attoch supporting documentofion.
This form moy bp used for tronsfer between student groups or for student group tronsoctions with
university deportments.
When using this form for poyment o[ goods/services provided by o university deportment, pleose
ottoch o stqtement itemizing food/services being provided ond ten digit university occount number.
Ihrs form moy not be used for budget line item reallocotions. Pleose see Student Government
(332 CSC) regording budget reollocqtions.
White Copy: Student Activilies
Business
Office
.
Pink
Copy: Debit Orgonizotion
.
Yellow Copy: Credit Orgonizotion
Ror.12/09
al5811
HowtofilloutStudentGroupTransferform(Don’tFilloutSampleCopy).
§
§
§
§
§
§
§
§
DateSubmittedDateformwassubmittedtoSABO
Amountoftransfer:Totaldollaramountbeingtransferred
From:StudentGroupsendingthemoney
To:Studentgroupreceivingthemoney
Reasonfortransfer:explainthereasonforthetransfer
DebitOrganizationadvisorapprovalsignature:thefacultyadvisorof
thegroupsendingthemoneymustsignhere.
Index#:6-digitCashorBudgetIndexnumber
AccountCode:5-digitAccountcode
6
SaboQuickHelpGuide
Fall2016
HOWTOMAKETRAVELARRANGEMENTS
1. BusRequest
•
•
•
•
•
Submit a SABO Bus Request Form https://orgsync.com/30932/forms/96551 online to SABO.
SABO will provide you with a quote from an approved Bus Company
Confirm the Reservation with SABO and the bus will be reserved.
You will receive a bill (invoice) from the bus company a few weeks after the trip.
Submit a Direct Pay Request & invoice to SABO to pay the invoice.
•
You must have a certified driver. Contact Darlene in Transportation Dept. @ 6173732343
to get certified
Submit a SABO Van Request Form https://orgsync.com/30932/forms/141781 online to
SABO.
SABO will make the reservation and let you know if the van is available.
Vans are free (Limited Availability). Please plan accordingly.
2. UniversityVanRequest
•
•
•
3. Flight&Hotels
•
•
•
•
SubmitadetaileditineraryandquoteofyourtriptoSABO.Provideindextobecharged
onthequote.Youradvisormustsignquote.(Seeex.below)
IfyouuseExpediaremembertocreateanaccountandsavetheitinerary&logininfo.
SABOwilluseaUniversitycreditcardtomakethereservationonyourbehalfwiththe
loginyouprovided
ChargeswillbebilledtoyourStudentGroup’sCashorBudgetIndexthatyouprovidedto
SABOonthequote.
7