Before the event please get tax ID number or W-9, depending on the organization's requirements, from the VPF's office to provide
to the host. After the event, When the SA Office receives the check, your group will be notified via email and you will be expected to pick it up and bring it to the Foundation Office. This is considered fundraised income, and all procedures for fundraised income must be followed.
A personal service voucher is used to pay an individual for their "time", "work", or "services". Some more common examples include photograpy and videography services, artistic or musical performances, web-design services, and legal services.
The following is a list of attachments which
will need to be attached to the back left
corner of a personal service voucher:
1.
Either an Itemized Receipt, an Invoice, or a Contract (contracts must follow all contract policies)
a W-9 form
2. Prior Approval
3. Purchase Order
A Tax-Exempt form, is a document presented to a vendor with identifier information which proves that the purchase is for a 501c(3) Tax-Exempt corporation. The vendor can then remove the sales tax from the bill they are charging.
TE forms can be used either at the time of purchase (for a reimbursement), or before payment is issued (for a vendor payment).
Submit travel form At least a week before with all your travel details.
When reimbursing a driver, the SA reimburses a max of $0.40 per mile driven
After your trip, fill out a reimbursement voucher for the driver. You don't need to attach anything to the voucher as long as your travel form has been approved. Make sure the president/treasurer signs at the bottom of the form.
When an SA group decides to use the funds in their account to pay for an expenditure, that expense is regulated by the SA Financial Policies and Procedures (FPP). The FPP requires certain types of expenses to obtain Prior Approval before they may be paid for. Simply put, Prior Approval is permission from the SA VPF for the group to make an expenditure. Once Prior Approval is granted, proof of it must be attached to any related vouchers (such as a print out of the approval notice on B-Engaged).
A Purchase Order (PO) is not a payment, but rather a contractual promise to pay (an IOU for a payment). SA PO's also double as Tax-Exempt forms. PO's can not be used to spend more than their total, so be sure to estimate high for the amount!
PO's can be requested on the SA Treasurers page of B-Engaged.
They are included as part of the Prior Approval Form. You should request a PO at least 2 weeks before you need to make the purchase. They are processed on Tuesdays and Thursdays.
When a group would like to pay someone for a performance, for their skills or time (such as photography, videography, or web-design work), or are considering another expense requiring a contract - they must follow all SA contract policies. The SA prefers that groups use their pre-made SA contracts, however it is possible that the group is working with someone who would rather use their own contract. In these cases, alternative contracts are allowed subject to a few requirements.