Business Office Procedures for
Student Organizations
Budget Reports Reimbursements
Payment of Visiting Artists and Speakers
Travel Policies
Viewing budget reports
BUDGET MANAGER access through thehub.carleton.edu log in>students>student organization budgets Highlight your account number View in browser or download to Excel
Summary report Shows allocated budget less actual expenses Click on blue for expense detail Detail report
Viewing budget reports
Making Deposits Bring to Business Office cashier
Provide organization account number Provide description for the deposit
Year end balance does not roll forward EXCEPTION: Fundraising money
It is your responsibility to contact the Business Office before the end of the academic year and specify the funds that are eligible to roll forward
Reimbursement: Making the Purchase
Reimbursement process is the most typical One or more group members will pay the initial cost
with personal funds
Obtain a detailed receipt Original receipts must include an itemized list of all
purchases The Business Office will not accept credit card slips
that include only the transaction total This is most often an issue with meals.
Mileage – submit mileage rather than gas receipts
Reimbursement: Making the Purchase
Larger Purchases Susan Benson in the Business Office can assist with
larger purchases, hotel reservations, etc. by using her Carleton VISA card
Contact Susan at [email protected] to set up an appointment
Reimbursement: Making the Purchase
Do not pay sales tax Carleton is exempt from MN
sales tax Exceptions: hotels, restaurants
Present cashier with copy of exemption certificate
Certificate of exempt status available on Bus. Office website under “Carleton’s Reference Documents.”
Students will NOT be reimbursed for sales tax paid on exempt purchases
Forms are available from… Kiosk outside Bus. Office Outside CSA office Bus. Office website under
“Forms and Policies”
Attach required documents to back of form (i.e. receipts, contracts or W-9s) Reimbursements MUST be
turned in within sixty (60) days of the purchase
Reimbursement: Submitting the Check Request Form
Sample Check Request
Reimbursement: Submitting the Check Request Form
Obtain Organization Account Number Org. officers can log on the Group Admin. Page on the CSA
website. Go to Group Profile and scroll down to Internal Information.
or contact Susan Benson at [email protected] ext. 5990
or contact CSA treasurer
Reimbursement: Submitting the Check Request Form
Required Signatures Student organization president or secretary: all
requests CSA treasurer: all checks made out to students, all
requests over $500
Checks processed every Thursday morning Wednesday noon is the deadline for receiving
approved forms
Payment of Visiting Artists and Speakers
Event Planning Worksheet Bus. Office Website under Forms and Policies Contact Campus Activities
Contract To set up a contract, contact Campus Activities if
you are not working with another office. Students may not enter into contracts on behalf of the college.
A written contract between the college and the visitor must be submitted with the check request. Requests without contracts cannot be processed.
Payment of Visiting Artists and Speakers
W-9 form The Business Office is required to have a W-9
IRS form completed by new visitors before they receive payment. The Business Office will not release payment without one.
The W-9 can be included with the check request or submitted beforehand
The form can be found on the Bus. Office website under “Forms and Policies” or at irs.gov
If the visitor has previously performed at Carleton, we may already have a W-9 on file. Students may contact the Business Office if they are unsure.
Payment of Visiting Artists and Speakers MN nonresident entertainer tax
Visitors who are not Minnesota residents are subject to a 2% nonresident entertainer tax that will be withheld from their compensation
Residents of Wisconsin, Michigan and North
Dakota are eligible for exemption from this tax. Please contact Shari Mayer at [email protected] if the performer meets this criterion.
Travel Policies
Follow travel expense guidelines (on back of check request form)
Information regarding rental cars found on Bus. Office website under “Purchasing.”
Mileage reimbursement only, not gas receipts
Travel Policies: Taxes
Travel expense reimbursements are considered taxable income Exceptions
Competitive teams formally representing the college (e.g. IRC/MUN, Mock Trial, Quiz Team)
Presenting a paper as a representative of Carleton College
The college does not withhold taxes from reimbursement. It is the student’s responsibility to report payments on tax returns
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