Presidents’ and Treasurers’ Training September 8th 2013

Workshop Two Agenda Contracts Money Bills Catering Timelines Cash Advances Checks Credit Cards Reimbursements Fenway Cash Bills Invoices Catering Log-in Accounts Over $500

Contract Overview When is a contract required? Important Notes Payment Terms Contract Timelines

When is a contract required? Anytime you are paying someone to provide a service, including, but not limited to: Performers (DJs, Comedians, Musicians) Speakers Massage Therapists Activity Vendors Printing/Publications If an artist or agency does not have a their own contract , student organizations may use the sample contract the Simmons contract. (Organization must fill out the contract terms)

Important Notes Never verbally agree to anything when talking to vendors or performers. It is up to the Office of Student Leadership and Activities to negotiate on the behalf of the organization once the contract is received.

Important Notes Do not sign any document given to you by an artist or agency. The only person who has signing authority for the Division of Student Life (including student organizations) is the Dean for Student Life, Sarah Neill. Any contract other than the standard Office of Student Leadership and Activities also needs to be reviewed by the College Counsel. This will add additional time to the contract review process.

Payment Terms The person being paid (or representative for the company being paid) must be the one to sign the contract and submit payment paperwork (W-9, Vendor Registration Form). If there is a discrepancy between the person filling out the contract and the person who should be paid, this will delay payment. On the contract, specify if the payment is due 10 business days after the event (standard for student organizations) or on the day of the event (in which case, make sure that you submit the contract and paperwork with enough advance notice). Typical payment terms are 30-60 days after the event unless otherwise specified.

Contract Timeline 5/6 Weeks before Event Solicit Artist for a contract including: Contract Vendor Registration W-9 3/4 Weeks Before Event Bring the artist signed contract to OSLA. Artist Personal Contract / OSLA contract Vendor Registration W-9

Contract Timeline 2/3 Weeks before Event 2 Weeks before Event OSLA reviews the contact and submits to several offices including: 2 Weeks before Event Contract sent to General Counsel to review (If Simmons Contract isn't used) Contract to Dean of Student Life Vendor Registration and W-9 to Accounts Payable

Contract Timeline 2 Week(s) before Event Contract returns to OSLA to be processed for the next step. 1/2 Week(s) before Event Contract sent to the Purchasing Department to be reviewed 1 Week/Days before Event Purchasing Department sends contract for payment to Accounts Payable

OrgSync for Purchases

Cash Advances Cash Advances must be submitted through your OrgSync account. Requests should be submitted 48 - 72 hours before you need the advance. Advances cannot exceed $100. Return of Advance Original receipts must be turned in. Any remaining money must be returned. If you spend more than the $100 advance you will be reimbursed for the overage. Under $100 over: You will receive cash. Over $100 over: You will be issued a check within 2 weeks.

Request for specific expenses to be “paid.”

Request the amount of money you will need for the specific line item.

Select the type of payment.

Checks Requests Checks need to be cut for services provided by a vendor e.g. buses, henna tattoo artist, performer, etc. This includes paying a Simmons students. The credit card can not be used for these services. All Vendors need to complete a vendor registration and W-9 forms. Check requests need to be processed by accounts payable. Check runs take place only twice a week.

Credit Card Anytime you need to purchase a product e.g. Oriental Trading, Party City, Amazon, tickets, etc. Note: If your purchase is over $1,000, let OSLA know at least 2 business days ahead of time as we have a $1,000 per transaction limit and need to make a request for this to be lifted. Make an appointment with anyone in OSLA to make your purchase. Come prepared with specific products and product numbers to make the purchase quick and easy. Fill out a credit card use form in the office.

STUDENT CREDIT CARD USE FORM Today’s Date: ____________________ Amount Total: ________________________________ Organization: ___________________________________Org. Acct No.: 400-2425-40-308_____ Account Charged: (Circle One)               Allocated      Fundraised    Startup-Funds Name of Event: ______________________________________________________________________ Name of the Store: ___________________________________________________________________ Prepared By: ________________________________________________________________________   Preparers Signature: _________________________________________________________________ OSLA Purchaser:  (Circle One)  Susan    Tia    Corey

Reimbursement You can only be reimbursed from your SFB allocated funds for items budgeted in your request. You can be reimbursed for unbudgeted items from your fundraised money. Receipts are due to OSLA within 48 hours of your event to be processed for reimbursement. If they are not returned in a timely manner, reimbursements will come from your fundraised funds or start-up funds. Reimbursements of $100.00 and under and can provided in cash within days. Any reimbursements over $100.00 requires a check and can take up to 2 weeks. You cannot be reimbursed for tax or bottle deposits. Please remember to use a tax exempt form when making your purchases.

Fenway Cash The Fenway Cash Machine can be signed out for use during bake-sales. If you are selling a ticketed event or product through the OSLA Box Office, we can accept Fenway Cash. This allows for the collection of Fenway Cash from students, staff and faculty. Fenway Cash does not deposit into your account immediately: Fenway Card takes 4-6 weeks to distribute the money to Simmons (Monthly). OSLA needs to have Comptroller's Office deposit the money into individual budget numbers.

Invoices All Vendors need to complete a vendor registration and W-9 forms Invoices are due to us before or immediately after an event. If you are having an issue receiving an invoice, let us know! Typical payment terms are 30-60 days after the event unless otherwise specified. The College does not pay for invoiced products/services upfront unless specifically contracted to do so.

Catering Accounts Each organization has a brand new catering account log in. This account is associated with your budget number. Password is reset every 90 days by Aramark & OSLA It will allow for future members to review past orders without having to seek the original orderer. You should not be placing an order under you own personal account. OSLA Catering Policy All orders over $500 will be flagged by Aramark and reviewed by a member of OSLA