1. The Treasurer’s Workshop
Appendix B
The Treasurer’s Workshop
or How To Fill Out Those Forms
September, 2013

2. Accounting/Treasurer Web Site
Includes:
Cash Receipt (Deposit)
Check Request
Expense Report (Reimbursement)
Inter-Departmental Transfer (IDT)
Worcester Polytechnic Institute

3. Check Requests for Contract Entertainers
Check Request Timeline
20 Days Prior to Event
Contract signed by artist and the Assistant Director of Student Activities
W9 from Artist unless they have performed here before
Fill out Check Request online.
Print out the completed form
Make a copy of Check Request and Contract for your Organization’s records.
The TREASURER should sign “Originator’s Signature” and print name on the next line.
Worcester Polytechnic Institute

4. Check Requests For Contract Entertainers (cont.)
Paper clip contract, W9, and check request together and deliver to SAO.
Be sure the following are correct:
Artist or Agency
Address
Special Handling Instructions
Use “Send to Dept.”
“Your Organization c/o Student Activities”
Description/Purpose
Contracts must be signed by the Student Activities Office
By submitting request 20 days prior and having it sent back to SAO
ensures you will have your check in time for the actual performance.
Worcester Polytechnic Institute

5. Check Requests For Contract Entertainers (cont.)
Fabrication Component leave blank
Partial payment check no
Invoice Number – Leave blank or type “Contract”
Invoice Date – Date the Contract Is Signed
Amount – Amount stipulated in the contract
Fund and Org– Your organizations specific 5- or 6-digit code
Use 7649 as the Account Number for all Programming
Worcester Polytechnic Institute

6. Check Requests for Invoices
Be sure the following are correct:
Company Name/ Address
Take both directly from the invoice.
If it is not a vendor that you have used before get a W9
Check off “Mail w/ Enclosure”
Under “Purpose / Description”, type in your organizations name (capitalized) and be as specific as possible when describing the event.
Check the box for original invoice.
Worcester Polytechnic Institute

7. Check Request for Invoices (cont.)
Fabrication Component leave blank
Partial Payment check the box NO
Invoice # - Check the Invoice… It’s on there!
Invoice Date – That’s also on the invoice.
Amount – It’s usually the largest dollar amount on the invoice.
Multiple Invoices – If you have multiple invoices from the same company… throw them all on, you’re saving three pieces of paper. Each Invoice receives its own line.
Worcester Polytechnic Institute

8. Account Codes Worcester Polytechnic Institute
Use only the following 2 codes for all financial transactions:
7649 – for all expenses
5910 – Deposited money earned from fundraisers, dues, gifts, etc that you are allowed to retain from year to year
Worcester Polytechnic Institute

9. Inter-Departmental Transfer
What an IDT is:
A document authorizing a transfer of funds between two or more organizations on campus.
When an IDT is most commonly used:
Charges for Campus Police, Lens and Lights, or Plant Services
SGA allocating additional funds to your organization through an SFR
Other situations include:
When co-sponsoring an event with an organization
Worcester Polytechnic Institute

10. Worcester Polytechnic Institute
The From Department is the person giving the money. Please attach any documentation as to why the IDT is being submitted . The Charge side is for the fopal of the department that the money is coming from. Give an accurate description at the bottom with a date if possible.
Worcester Polytechnic Institute

11. The Expense Reimbursement
Worcester Polytechnic Institute

12. The Expense Reimbursement
Account Distribution
In this example:
This shows just one item but you can list many.
Always double check the total reimbursement box to make sure it is correct.
Designate whether you want a check sent or direct deposit. If check, place the address to where it should be sent in the box. Do not put both a check for direct deposit and also list your address.
Worcester Polytechnic Institute

13. Expense Reimbursements
There are presently three signature lines on the reimbursement form
Student Signature – The person claiming the reimbursement
Approver Signature– The treasurer unless the reimbursement is for that person, then the president should sign this line.
Approver’s Printed Name
Worcester Polytechnic Institute

14. Expense Reimbursements
Copies of Receipts and Reimbursement Forms
The organization should keep a copy of all forms and receipts submitted.
Place the completed documentation with all original receipts paper clipped together. If it is an online order, it needs to show the type of payment like paypal or credit card. If it is by credit card the receipt needs to show the last 4 numbers of the card.
Bring the completed form with receipts attached with paper clip to the SAO
Worcester Polytechnic Institute

15. Cash Receipt Form (Deposits)
Date: date deposit prepared
Dept: your organization’s name
Prepared by: person who counted money
Your Fund and Org
Your account is “5910” for fund raised income
Examples:
Ticket Sales as cash
Sponsorship
Alumni Donation
Ticket Sales from a check
ALL CHECKS MADE PAYABLE TO WPI
Worcester Polytechnic Institute

16. Cash Receipt Form (Deposits)
Procedure
Check and double check to insure proper amounts are on forms
Take the form to the Treasury Office, Boynton Hall, 2nd Floor
They will verify the amount is correct and initial the sheet. Then they will make you a copy.
Bring it to SAO where they will make another copy for the files.
You keep one copy as your receipt for your files.
Fund Raised Income
Should be deposited within three days of receiving income
SAO can provide a secure place for your money, if you can’t make the deposit right away
Worcester Polytechnic Institute

17. Questions? Additional Resources Student Activities Office
Sandy Liberatore
SGA Treasurer
Worcester Polytechnic Institute