INDEX NUMBERS & ACCOUNT CODES
Transcript of INDEX NUMBERS & ACCOUNT CODES
SABOQuickHelpGuide2019-2020 1
INDEXNUMBERS&ACCOUNTCODES
CASHINDEX
6-digitnumberbeginningwith802XXXor830XXX.StudentgroupswillbesenttheirCashIndex numberafterthegrouphasbeenrecognizedbytheCenterforStudent Involvement.TheCashIndexislikeyourstudentgroupbankaccountnumber.Deposits willbecreditedandexpenses will be chargedtothisaccount.Moneyinthisaccountwillrolloveryeartoyear.Each grouponlyhasoneCashIndexnumber.
• ClubSportsTeams:Indexnumbersbeginwiththenumber“3”(3XXXXX)
BUDGETINDEX
6-digitnumberthatbeginswith800XXXor 801XXX.TheBudgetIndexis giventothestudentgroupaftertheyreceivefundingfromtheSGAFinanceBoardorGraduate StudentGovernment(GSG).TheBudgetIndexisalsolikeabankaccountnumberbutthemoneyin theBudgetIndexshouldonlybeusedforexpensesrelatedtotheprogramthatwasfundedbythe FinanceboardorGSG.Budgetindexfundsdonotrolloveryeartoyear.Depositsshouldnotbemadetothe Budget Index.EachgrouponlyhasoneBudgetIndex number.Formoreinformationonstudentgroupfundingforprogramsandeventspleasevisitthe SGAFinanceBoardwebsiteortheGraduateStudentGovernmentfundingwebsite
• ClubsportsTeams:DonothaveBudgetIndexnumbers.
LOOKINGUPINDEXNUMBERS
HelpfulTipsonhowtolookuptheIndexNumber1. Searchby“IndexDescription”andonlyenterpartofyourstudentgroupname.2. TheCashIndexnumberwillbeginwith802or830.Clubsportswillbeginwiththenumber“3”
3. TheBudgetIndexnumberwillbeginwith“800”or“801”(foroldergraduategroups)LookUpIndexNumberHere
ACOUNTCODES5-digitnumberthattypicallybeginswitha“5”(forincome)or“7”(forexpenses).Everytransaction occurringwithinyourindexhasan“accountcode”associatedwithit.Theaccountcodeclassifiesthe
typeofincome/expensefortheindex.
Example:FoodExpense=74320|DuesIncome=50487
LookUp:SABOAccountCodes
2SABOQuickHelpGuide2019-2020
HOWTOMAKEADEPOSIT
AllFundsshouldbedepositedimmediatelytoSABOafterthemoneyiscollected.
1. PickupadepositslipfromtheSABOOfficelocatedin434JCSC(pleasedonotprintoutsample abovetomakedeposits)
2. Filloutthedepositslipwiththefollowinginformation• TheIndex#:Enteryourgroup’sCashIndex.DonotdeposittoBudgetindex.• SourceofFunds:Wherethemoneyiscomingfrom(Example:Bakesale,Dues,Donations)• Depositby:Nameofthepersonmakingthedeposit• Date:Datedepositisbeingmade• Cash&Checks–Listtotalcash,checks,&coinsthatarebeingdeposited.Thechecknumber
shouldbelistedtotheleftofthedollaramount.Allchecksshouldbemadepayableto“NortheasternUniversity”anddepositedimmediately.
ImportantnoteaboutdepositsforduesDeposits 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. Bringthecash/checksanddepositsliptotheSABOoffice.Wewillverifythetotalandgiveyou areceipt.Thefundsshouldappearinyouraccountwithin2to3Businessdays.NOMOREthan$4.00 worthofcoinscanbedepositedwithSABO.4. NightDeposit–IfSABOisclosed, contactaBuildingManagerattheoperationsdeskonthe3rd
flooroftheCurryStudentCenter(6173735429)tohelpyoumakeadepositintheSABONightSafe. Makesuretoincludeadepositslipwithyourdeposit.Youcanpickupyourreceiptthenextbusiness day.
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3SABOQuickHelpGuide2019-2020
HOWTOSPENDMONEY1. DirectPayRequest(Dpay)Usethisformtosendapaymentviachecktoacompanyoranindividualforaserviceorproductprovidedtoyourstudentgroup.FormsareonlyavailableontheSABOWebsitehere
HowtofilloutaDirectPayRequestForm(Don’tusethissamplecopy)o VendorName:Enterthenameofthepersonorcompanyyouarepaying.(Must
matchtheaddressonboththeinvoiceandtheW-9taxform(ifW-9isrequired)o SocialSecurityorTaxID:LeavethisareaBlank.TheW-9willbeusedtoverifythe
TaxIDorsocialsecuritynumber.o Address:Entertheaddressofthepersonorcompanyyouarepaying.Theaddress
mustmatchtheaddressonboththeinvoiceandtheW-9ifaW-9isrequiredo Invoice#:Theinvoicenumberontheinvoiceorthecontractnumber.Usethe
Invoicenumberifbothacontractandinvoiceisrequired.o InvoiceDate:Invoicedateorcontractdateo Index:EnteryourCashorBudgetIndexthatwillbecharged(Ex.8XXXXX)o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)o NetAmount:Entertheamountbeingpaidtothevendor.o AdvisorApproval:Studentgroupfacultyadvisormustphysicallysignhereoremail
[email protected]&allsupporting documentsinONEemail.
OptionsforSubmittingtheDpayForm1. InPerson:SubmitapprovedDpayformwithsupportingdocumentsto434JCSC
duringSABOofficeHours.(RequiredforDpayswithContracts)2. Viaemail:DownloadandEmailtheDpayForm&allsupportingdocumentsin one
100881
CONTACT NAME: PHONE:
Accounts Payable (245 RI) – Phone: 2652
SABOQuickHelpGuide2019-2020 4
Supporting documentationRequired: Supporting documents must be submitted withthe Dpay Form in order to be processed. Supporting documentation includes invoices,approved contracts, and W9’s tax forms (W-8’s for international vendors). Accountstatements,quotes,orpro-formainvoicescanNOTbeusedassupportingdocumentation.
� Invoice:Aninvoiceisabillfromthevendorrequestingpaymentforaproductorserviceprovided.ASeparateDpayFormmustbesubmittedforeachinvoice.
� W-9&W-8TaxForms:ACompletedW-9taxformshouldbecompletedbyallnewvendorsthathavenotpreviouslybeenpaidbyNortheastern.TheW-9shouldonlybesubmittedonce.TheW-9isnotrequiredtopaythevendoroncetheyhaveaW-9onfilewiththeUniversity.ThenameandaddressontheW9shouldmatchtheinformationontheDPAYform.W-8FormscanbeusedforinternationalvendorswithoutaU.S.TaxIDorsocialsecuritynumber.
� Contracts:PaymentsforthingssuchasFacilityRentals,Performers,DJ’s,andSpeakersmayrequireanapprovedcontractthroughtheCenterforStudentInvolvement(CSI).Acontractisconsidered“approved”whenitissignedbyboththeUniversityandtheVendor.PleasecontactyourprogrammanagerinCSIformoreinformationoncontractrequirements.
Allcheckswillbemailed:CheckswillbemailedtotheaddresslistedontheDpayformusuallywithin14businessdaysafterallSABOreceivesallproperlysubmittedpaperwork.ProcessingDelaysmayoccurduringyear-endpleaseplanaccordinglyandallowupto30daysforpaymenttobereceived.
2. SABOExpenseReimbursementVouchers
Usethisonlineformtoreimburseindividualswhomadepurchasesonbehalfofyourstudentgroup.Thisformshouldnotbefilledoutbyanyoneotherthanthepersonbeingreimbursed.
SABOReimbursementonlineprocess 1. Completetheexpensereimbursementvoucherformavailable HERE.Allfields
indicatedwithanasteriskare requriedandreceiptsmustbeuploaded inordertosubmittheform.
2. EnsureallreceiptsadheretoReceiptandProofofPaymentRequirements3. Onceyousubmitthe form,anemail(includingaPDFofallinformation submitted)
willautomaticallybesenttoyouradvisorforapproval.(Note:besure toinputyouradvisor’semailaddressaccuratelytoensuretheyreceivethis communication)Thesubmitteroftheformwillalsobeemailedacopyoftheform toretainfortheirrecords.
4. Youradvisormustthenforwardtheautomaticallygeneratedemailtheyreceiveto [email protected] that they"approve" the expense(s).
5. SABOwillreviewtheformbeforesendingalongtoAccountsPayable(A/P)for processing.
6. A/Pwillprocessthereimbursementandsendpaymentviadirectdeposit(ifthe personbeingreimbursedhasalreadyestablishedthiswithNortheastern–for studentemploymentpurposes,asanexample)orviacheckwithin10to14 businessdays.Checkswillbesenttotheaddresslistedontheformonly.
NOTE:SABOexpensereimbursementvoucherformisintendedtobeusedforreimbursementsforstudents,guests,andpart-timeemployeesoftheUniversityONLY.Full-timeFacultymembersandstaffshouldcontinuetousetheconcurplatformfortheirreimbursementneeds.ForconcurinquirescontactAP@northeastern.edu
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HowtofilloutSABOExpenseReimbursementVouchero Name:Enterthenameofthepersonbeingreimbursed.Thisformshouldnotbe
filledoutbyanyoneotherthanthepersonbeingreimbursed.o Address:Entertheaddressofthepersonbeingreimbursed.Thecheckwillbe
mailedtothisaddress.o NUID:EnteryourNUIDnumber.ItisonlyrequiredforNUstudents.o TravelExpense,NonTravel,orBoth–maketheappropriateselectionand
entertheappropriatedescription/businesspurposeanddates.o Index:The6-digitCashorBudgetIndexthatwillbechargedforthe
reimbursement.o Accountcode:5-digitaccountcoderelatedtothetypeofexpense(Example
Food=74320)o OutofPocketExpense:Entertheamounttobereimbursedforeachaccount
codeorexpensetype.o Student/GuestApproval:Entername,date,email,phoneofpersonbeing
reimbursed.Thisshouldnotbefilledoutbyanyoneotherthantheperson beingreimbursed.
o AdvisorApproval:Enterthenameandemailofthecurrentstudentgroup facultyadvisor.
3. PettyCashReimbursementUsethisformforreimbursementsunder$50andreceivecashinhandinsteadofacheck.Formsarelocatedin434JCSConlyandmustbesubmittedinpersontoSABO.ReceiptorProofofPaymentRequired
• HowtofilloutaPettyCashForm(Don’tusethissamplecopy)o Date:Today’sDateo Amount:Totalamountofreimbursemento From:Yourstudentgroupnameo Index#:6-digitCashorBudgetIndexnumbero AccountCode:5-digitAccountcodeo ReasonforReimbursement:describetheexpenseincurred(ex.PizzaforMeeting)o AdvisorApproval:Yourstudentgroupfacultyadvisormustsignhereo CashReceivedby:nameofthepersonpickingupthePettycash
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HOWTOTRANSFERMONEYStudentGroupTransferForm–usethisformtotransfermoneybetweenstudentgroups.Formsarelocatedin434JCSC.
HowtofilloutStudentGroupTransferform(Don’tFilloutSampleCopy).§ DateSubmittedDateformwassubmittedtoSABO§ Amountoftransfer:Totaldollaramountbeingtransferred§ From:NameofStudentGroupsendingthemoney§ To:Studentgroupreceivingthemoney§ Reasonfortransfer:explainthereasonforthetransfer§ DebitOrganizationadvisorapprovalsignature:thefacultyadvisorof
thegroupsendingthemoneymustsignhere.§ Index#:6-digitCashorBudgetIndexnumber§ AccountCode:5-digitAccountcode
@ Northeastern
Dote Submitted:
From:(Debit Orgonizotion)
STUDENT ACTMIES BUSINESS OFFICE434J CURRY STUDENT CENTER, 617 .373.4329
STUDENT GROUP TRANSFER
Amount of Tronsfer: $
Account #:
Account #:
#T3678
lrnaev fl Actor*tl Co le
'lEaCey f A(covta+ (oAaTo:
Reoson for Tronshr: tr Co-Poyment for
(Credit Orgonizotion)
n Poyment for
tr Other (pleose exploin)
Debrt O rgo ni zati on odvisor 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 withuniversity deportments.
. When using this form for poyment o[ goods/services provided by o university deportment, pleoseottoch 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.
Ror.12/09al5811
White Copy: Student Activilies Business Office . Pink Copy: Debit Orgonizotion . Yellow Copy: Credit Orgonizotion
7SABO Quick Help Guide 2019-2020
HOWTOMAKETRAVELARRANGEMENTS1. BusRequest
• SubmitaSABOBusRequestForm• SABOwillprovideyouwithaquotefromanapprovedbuscompanywithin5 business
days.• ConfirmtheReservationwithSABOandthebuswillbereserved.• SABOwillsendyouabill(invoice)fromthebuscompanyafewweeksafterthetrip.• SubmitaDirectPayRequestwiththeinvoicetoSABOtopaytheinvoice.(SeeDpay
Sectionabovefordetails)
2. UniversityVanRequest• Firstyoumusthaveacertifieddriverlistedonthisform.ContactDarlene
(TransportationDepartment)@6173732343totakecertificationdrivingtest&get certificationcard.
• SubmitaSABOVanRequestForm• Aftertheformissubmitted,SABOwillletyouknowifthevanisavailablewithin3-5
businessdays.• BringdrivercertificationcardandNUIDcardtopickupkeystotheVan@Campus
Police(716ColumbusAve)• VanscanbepickeduponlowerlevelofRenaissanceParkGarage.• VanscanNOTtravelfurtherthan150milesfromNortheastern or be used overnight.• Vansarefreebutavailabilityisverylimited.Pleaseplanaccordinglyincaseathereis
notavanavailable.Only1van(11passengers)isavailableforuse.Studentsareresponsibleforgas.
3. Flight&Hotels• Contact a CSI program manager to have your travel approved. • Submitadetailedquoteanditineraryofyourtrip(Seeexamplebelow)alongwith
advisorapprovalandindexnumbertoSABOviaemailorinperson.• IfyouuseExpedia(NUpreferredvendor)remembertocreateanaccountandsavethe
itinerary&logininfo.• SABOwilluseaUniversitycreditcardtomakethereservationonyourbehalfwiththe
Expedialoginyouprovide.• ChargeswillbedirectlychargedtotheCashorBudgetIndexprovided.Chargestypically
appearwithinonemonth.