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Council on Student Organizations
6181 Collis Center Room 303
Hanover, NH
03755-3529
Email: coso@dartmouth.edu
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Home >   Funding

Additional Forms

FORM NAME INFORMATION ABOUT THE FORM
FORM 1: PURCHASE CARD REQUEST
  • Use for purchases under $2,499; supplies from local stores or on-line vendors, takeout food and catering, printing.
  • CANNOT be used for travel, alcohol, gifts/gift cards.
  • Complete purchase card policy appears on the reverse side of the request form.
  • Deadline: Request by 1:00 pm, one business day ahead.
FORM 2: CASH ADVANCE REQUEST
  • Use for meals in restaurant, travel, gifts and gift cards, alcohol, meal buyout for band, etc...
  • Deadline
    • For advance UP TO $500, request by 1:00pm, 2 business days ahead
    • For advance HIGHER than $500, request TWO WEEKS ahead.
FORM 3: CHECK TO VENDOR
  • Use when requesting a check from an outside vendor.
  • Include an invoice from vendor and submit as soon as possible
FORM 4: CONFIRMING PO REQUEST
  • Use when a purchase order is required by a vendor before service or product will be provided.
  • Include official quote from vendor.
  • Submit as soon as possible on receipt of quote.
FORM 5: BUSINESS EXPENSE REPORT
  • Use to reimburse for all out-of-pocket expenses.
  • Complete all information on form and attach original itemized receipts.
  • BUSINESS EXPENSE REPORT EXTRA SHEETS
FORM 6: CHARITABLE DONATIONS
  • Use this form to request a donation check to a charity.
  • Funds for this check must come from verifiable profits from fundraiser.
FORM 7: GIFT AND GIFT CARD RECIPIENT REPORT
  • Use this to report recipient of gift cards of any amount, or of gifts (tangible items) valued at $50 or more.
FORM 8: DEPOSIT SLIP
  • Use this form when bringing cash or checks to deposit in your organization's account.
FORM 9: INTERNAL FUNDS TRANSFER
  • Use this form to move funds from your organization's account to another Dartmouth organization or department's account.
FORM 10: TRAVEL OFFICE AUTHORIZATION
  • Before you contact the Travel Office to make reservations, you need to receive advance notice from the Collis Center for Student Involvement office that you will be contacting them and that you are authorized to do this. Send us the information so we can forward it to the Travel Office for you.
FORM 11: TRAVEL CONTACT INFORMATION FORM
  • Our emergency procedures require that we keep information on student organization out-of-town trips so we can contact you in the event of an emergency. Please send this form before you leave campus.
FORM 12: OFFICE SUPPLIES ORDER FORM
  • Use to order office supplies for your organization.
SERVICES 1: CURRENT DARTMOUTH STUDENT, ALL SERVICES
  • All payments to students for providing any service (such as performances, DJ services, web page design, poster design, general assistance at an event, etc...) MUST be processed on a student payroll timesheet.
SERVICES 2: CURRENT DARTMOUTH EMPLOYEE
  • Use to pay a Dartmouth employee for a performance or "other" service.
SERVICES 3: UNAFFILIATED PERFORMER FEE
  • Use to pay a person NOT affiliated with Dartmouth for a performance.
  • Include a signed copy of performer's contract.
SERVICES 4: UNAFFILIATED HONORARIUM
  • Use this form if the service is NOT a performance and costs $600 or less.
SERVICES 5: UNAFFILIATED CONTRACTED FEE
  • Use this form if the service costs more than $600.
  • Include ATTCH B, INDEPENDENT CONTRACTOR'S FORM
ATTCH A: INDEPENDENT CONTRACTOR FORM
  • When paying a person $600 or more for a service that is NOT a performance, the individual needs to complete and sign this form.
ATTCH B: NEW VENDOR INFORMATION FORM
  • Vendors and independent contractors receiving payment must be listed on the Dartmouth vendor database. If they are not already on the database, they need to complete this information form. Check with Pat Moss to see if this is needed for the vendor or contractor you are paying. (Also include ATTC D, W-9 Form).
ATTCH C: FORM W-9
  • Include this form when submitting the NEW VENDOR INFORMATION FORM
ATTCH D: FORM W4
  • This is the official income tax withholding information a student enrolling for the first time for payroll payments needs to complete, along with the I-9 form. The form needs to be submitted to Payroll.
ATTCH E: FORM I-9
  • A student enrolling for payroll for the first time needs to complete this form and have it signed in the Student Employment office. The form explains the types of identification the student must provide at this time.
ATTCH F: IRS FORM 8233 ATTCH G: IRS FORM 8233 INSTRUCTIONS
  • If you are paying an individual who is NOT a resident of the United States, you will need to indicate the country of citizenship along with their VISA status and their length of stay in the U.S. The individual must have a valid U.S. social security number to be paid.
  • There are numerous countries that a U.S. has tax treaties with that allow the College to not withhold federal taxes from these payments. If the individual you are paying is from one of these countries, they need to complete the IRS FORM 8233 so the College will not withhold federal taxes.
DARTMOUTH PERFORMER CONTRACT
  •  Used to pay a performer
  • Can only be signed by a staff member in the Collis Center for Student Involvement
LOST RECEIPT MEMO  
PURCHASING MOVIE RIGHTS  
TOUR MANAGER RECEIPT  
DASH SHEETS FOR COLLIS ORGS Use this DASH Sheet when collecting funds (from fundraising or sales) for your organization from Student Dash Accounts. This form is only for COSO groups, PB, COCO, and CGB.

Last Updated: 10/26/13