FINANCIAL PROCEDURES GUIDE

(pdf downloadable version)

STUDENT ORGANIZATION FINANCIAL PROCEDURES GUIDE

A Guide for COSO Organizations, Winter Carnival, DOC Clubs, Class Councils, Programming Board, Afro-American Society, Student Assembly, and the Green Key Society

Collis Center/Student Activities Office

Collis Center Room 303

646-3399

H.B. 6181

Updated January 2, 2008

Eric Ramsey, Associate Director

Pat Moss, Student Activities Accounting Assistant

Cathy Follensbee, Student Organizations Accounting Assistant

TABLE OF CONTENTS

• INTRODUCTION
• TREASURER AUTHORIZATION:  TERM CHECK-IN
• HOW TO OBTAIN FUNDING FOR YOUR ORGANIZATION
• MANAGING AND TRACKING YOUR ORGANIZATION’S ACCOUNT
• OASIS CHART STRINGS REPLACE THE OLD FAS ACCOUNT NUMBERS
• HOW TO ACCESS YOUR FUNDS AND MAKE PAYMENTS
  • Food
  • Supplies and Equipment
  • Printing & Publishing
  • Gift Certificates
  • Travel
  • Visiting Speakers/Performers
  • Travel for Your Organization
  • Paying People for Services
  • Agencies, Groups, Companies Providing Services
  • Vendors for Supplies/Goods
  • Reimbursing People
  • On Line Purchases
  • Purchase Orders
  • Internal Payments
  • Transfer Funds From Your Account to Another College Account
  • Pay for Internal Services (Copy Center, Classroom Technology, etc.)
  • Depositing Cash and Checks
  • Cash Only Deposit Slip
  • Checks Only Deposit Slip
  • DA$H
• CHECK YOUR MAIL
• QUICK REFERENCE AND LINKS
• THE TWELVE GOLDEN RULES FOR TREASURERS
  
• SAMPLE FORMS:
  • Cash Only Deposit Slip
  • Checks Only Deposit Slip
  • Financial Request A:  Purchase Card
  • Purchase Card Policy
  • Cardholder Agreement
  • Financial Request B:  General Expenses
  • Business Expense Voucher
  • Financial Request B-1:  Internal Expenses
  • Financial Request C:  Payment to Person for Services
  • Form C-1:  Dartmouth Employee Payment for Services
  • Independent Contractor’s Form
  • Nonresident Alien Form

INTRODUCTION

Although one section in this guide explains how to obtain funding for your organization’s programs and events, the main purpose is to explain how to access your funds and arrange all the various payments needed for your events.  College-recognized organizations are required to process all of their financial transactions through the College accounting system.  This system can be cumbersome and confusing at times, but we’re here to help you through the process!

We look forward to working with you and helping you to facilitate the success of your organization’s programs and events.

TREASURER AUTHORIZATION:  TERM CHECK-IN

Why?

We require treasurer authorization, because each organization needs one responsible person who oversees the account’s income and expenses and who understands the policies and procedures for various types of payments.  Treasurer authorization also assures Student Activities that all requests to access the organization’s funds are legitimate, because only the authorized treasurer can request access to these funds.

How It Works

Become familiar with the “STUDENT ORGANIZATION FINANCIAL PROCEDURES GUIDE” located at http://www.dartmouth.edu/~sao/coso/Treasurer_Financial.html.

• Complete a “Treasurer Term Check-In” form and a “Treasurer Term Agreement” form.  Copies are available on our web site—or you can pick up paper copies from Pat Moss in the Collis Center/Student Activities Office (303 Collis).  The check-in form serves as a planning document for the term, where you list the events that might happen during the term, the payment needs that will come up for the event, and the forms and deadlines you will need to utilize to arrange those payments.           
• Bring the completed forms to a “treasurer term check-in” session—no appointment is necessary.  Pat Moss has set aside 1:00-2:30 pm every week day for these sessions.  Pat will review your check-in form, offer tips and pointers for the procedures you need to follow, and answer any questions you might have.  This is a great opportunity for you to get questions answered and fuzzy areas cleared up.
• This process will be repeated EVERY TERM, for every organization.  Treasurers who have already attended a check-in session must attend a session every term.

TREASURER TERM CHECK-IN

Organization__________________________Treasurer__________________________

Term______________

This check-in form serves as your planning guide for the current term, and as an exercise to help you understand what you need to do to access funds in your organization’s account.  THIS IS NOT A REQUEST FOR FUNDING!

INSTRUCTIONS

Assume your organization already has funds for the events and programs you are planning for this term.  It is okay to list tentative or hypothetical events if your organization’s plans are not complete.

Complete the planning section below, using information in the STUDENT ORGANIZATION FINANCIAL PROCEDURES GUIDE at http://www.dartmouth.edu/~sao/coso/Treasurer_Financial.html.

Bring your completed form to a treasurer check-in session in 303 Collis any weekday (Monday-Friday), between the hours of 1:00 and 2:30.  These are walk-in sessions—no appointment is necessary—and should take only a few minutes.

PLANNING

Sample:

TREASURER AGREEMENT

Organization_____________________________________________

Treasurer (please print clearly):______________________________

Term: 

NOTE:  AGREEMENT IS FOR THE CURRENT TERM ONLY.  NEW AGREEMENTS MUST BE SIGNED EACH TERM AT THAT TERM’S TREASURER CHECK-IN SESSION.

Read each statement and enter your initials in the spaces provided.

As treasurer of the above-named organization, for the duration of the current term . . .

1. I understand that I am responsible for following the procedures, policies and deadlines described in the “STUDENT ORGANIZATION FINANCIAL PROCEDURES GUIDE” located at http://www.dartmouth.edu/~sao/coso/Treasurer_Financial.html.   _____ 
2. I understand that I am responsible for being aware of any updates or special informational announcements that are posted to the “Student Organization Information” Blitz Bulletin._____ 
3. I understand that I am responsible for assuring that my organization’s expenses stay within the allotted budget by a) keeping a record of income and expenses; b) requesting an account report from Pat Moss at least once/month; c) pointing out account discrepancies to Pat Moss for research and resolution; d) making sure all promised co-sponsorship funding is sent to the organization’s account. _____ 
4. I agree to bring any income (cash or checks) to Pat Moss in 303 Collis as soon as possible after income is received for deposit to my account, and will see the Collis Reservationist in 303 Collis whenever my organization plans to take in funds using the DA$H system._____ 
5. I understand that I am NOT authorized to sign contracts or make verbal commitments to outside agencies on behalf of my organization or Dartmouth College.  Contracts need to be delivered to the Student Activities Office, 303 Collis, for review and official authorization.            _____ 
6. I understand that payment to a person for services performed MUST be processed as a Dartmouth College check paid directly to the individual. FEDERAL TAX LAW FORBIDS REIMBURSING A PERSON FOR PAYMENT OF TAXABLE INCOME TO A DIFFERENT PERSON._____

___________________________________________          _______________

Signature                                                                                Date                           

HOW TO OBTAIN FUNDING FOR YOUR ORGANIZATION

With the exception of self-supporting groups and “selective” groups, COSO organizations must apply for funding for events and programs.  In general, COSO will be the first place to apply for funding.

COSO (Council on Student Organizations): 

Funding can be requested by COSO-recognized organizations for specific events or general organizational needs.  Funding proposals must be submitted by noon on Friday to be reviewed at the following Wednesday meeting.  COSO meets once a week and does not retroactively fund events.  A presentation from an organizational representative at the weekly COSO meeting is required.  At the outset of each term, COSO provides its organizations with more details concerning its funding policies at a big policy meeting.  Organizations are sent a reminder of the date, time, and location (generally the big policy meeting takes place on the first Wednesday of the first full week of the term at 5:00 pm).  More information can be found at http://www.dartmouth.edu/~sao/coso/.

PB (Programming Board): 

PB is the primary source of funding for social events open to the campus costing LESS THAN $5,000.  However, PB does not fund speakers.  Like COSO, PB funding proposals are due Fridays at noon.  Additional details and funding applications are available in the Student Activities Office.  More information can be found at http://www.dartmouth.edu/~sao/prgboard/.

CGB (COLLIS GOVERNING BOARD):

If the event that you are seeking to fund will take place in Collis, the Collis Governing Board has funding to support those activities.  More information can be found at http://www.dartmouth.edu/~collis/govern.html.

SPEC (Special Programs Events Committee):

This is the source of funds for events costing $5,000 or more.  Forms to request funds can be picked up in 303 Collis, and are due on Fridays at noon.  SPEC meets on Mondays at 5:00, and you will be asked to come to the meeting to discuss your request.

ACADEMIC DEPARTMENTS:

Although they do not have large sums of disposable income, they endorse events that enhance their department.  They often support speakers and programming events that pertain to their academic field.  Even if they do not contribute financially, they can be a great source of information.  Contact each department directly.

BILDNER ENDOWMENT (Allen and Joan Bildner Endowment for Human and Inter-Group Relations):

Through the generosity of Allen and Joan Bildner, Dartmouth has established an endowment fund for the central purpose of building a culture in which human and inter-group differences are respected, studied, and valued.  It aims to:

•       Foster the study of relations regarding ethnic, racial, multicultural, gender, socioeconomic, and religious differences

•       Develop an understanding of the demographic changes occurring in the US and the implications of increasing diversity in American Society.

•       Provide support and encouragement for student leaders and the student majority who seek to share responsibility for the human condition with the potential for enriching our large society.

More information can be found at http://www.dartmouth.edu/~ide/support/bildner/html.

CLASS COUNCILS:

The main priority of each class council is to program social events for their class, but might be able to help fund your event.  Contact the council presidents through their class Blitzmail accounts.

CFSC (Co-ed Fraternity Sorority Council):

All the organizations in the CFSC are willing to sponsor programming on campus.  They can be a source of financial funding or a space to hold various events.  For more information, go to http://www.dartmouth.edu/~orl/greek-soc/staff-contact.html.

JOHN SLOAN DICKEY CENTER FOR INTERNATIONAL UNDERSTANDING:

The mission of the Dickey Center is to coordinate, sustain, and enrich the international dimension of a Dartmouth education.  The Dickey Center encourages organizations to invite speakers to campus to talk about international issues of current concern or special interest, and to plan public events with an international focus.  A written report following the event is required in order to receive allotted funding.  More information can be found at http://www.dartmouth.edu/~dickey/student-event-support.html.

ORL (Office of Residential Life):

The ORL strives to provide educational and social programming that will complement the academic mission of the College.  All the programs that are planned by the ORL staff are supported in part or entirely by an internal budget structure managed by the Area Coordinators and Programming Assistants who are supervised by the Area Directors.  For more information, go to http://www.dartmouth.edu/~orl/life-in-res/sips/index.html.

ROCKEFELLER CENTER (McSpadden Fund):

The McSpadden fund supports events that show a clear public affairs component.  More information can be found at http://rocefeller.dartmouth.edu/students/funding/mpif.html.

CAREER SERVICES:

The “All Dreams Are Welcome Here” fund is meant to inspire students to go beyond limited notions of what Dartmouth graduates do for a living by enabling any undergraduate student organization (or undergraduate students supported by an academic department) to bring speakers on campus to address a career-related theme.  In addition to representing a rich array of occupational pursuits, be they in business, the arts, communications, education, environment, government/public policy, international fields, science or sports, it is also our intent to feature diversity in many forms.  Partnering programs with parents and alumni(ae) will be especially encouraged.  Please note that the “All Dreams Are Welcome Here” fund specifically exists to introduce students to careers of potential interest; it is not meant to help defray the costs of bringing interesting speakers to campus to address topics which are not career-related.  Contact Career Services at 603-646-2215, career.services@dartmouth.edu.

MANAGING AND TRACKING YOUR ORGANIZATION’S ACCOUNT

• You should keep your own record of expected income and expenses.  At least once each month, you should blitz Pat Moss to request a copy of your organization’s account report.  We will send you a report in pdf format which shows all income and expenses for the current fiscal year, and the actual current balance.
• PLEASE NOTE:  As treasurer, you should make sure your organization stays within budget and does not go into a deficit.  If the organization’s account is in a deficit at the end of the fiscal year, that deficit will be carried forward to the new fiscal year.

OASIS CHART STRINGS REPLACE THE OLD FAS ACCOUNT NUMBERS

• “Old” treasurers probably remember their organization’s old FAS account number, a 6-digit number.  The OASIS system, which has replaced the FAS system, divides the accounts into “chart strings”—there are 25 digits total in a chart string.  Chart strings are a different way of organizing and looking at the accounts across the college.
• Your old FAS account number will not be used in any part of the OASIS chart string.  Your chart string will be provided to you at the term treasurer check-in.  If you need to know your chart string before you have had a chance to attend a check in session, or if you have misplaced that information, simply blitz Pat Moss to ask what your organization’s chart string is.

HOW TO ACCESS YOUR FUNDS AND ARRANGE PAYMENTS

Different kinds of payments require different kinds of paperwork and different deadlines.  Scan down the list below of types of payments you might need to arrange.  Next to each kind of payment is a reference to the type of paperwork needed, and the deadline for submitting that paperwork.  The next section has information on each of these forms of paperwork.

FOOD

Take-out food, delivery of pizza, etc. for meeting

            Option 1:  Purchase Card (Request A:  Purchase Card)

                                    Deadline:  1:00 pm, 1 business day ahead

            Option 2:  Reimbursement (Request B + Business Expense Voucher)

                                    Deadline:  within one week of purchase

Grocery Store:  snacks, cooking ingredients

            Option 1:  Purchase Card (Request A:  Purchase Card)

                                    Deadline:  1:00 pm, 1 business day ahead

Option 2:  Reimbursement (Request B + Business Expense Voucher)

                                    Deadline:  within one week of purchase

Napkins, cups, plates, etc.

            Option 1:  Purchase Card (Request A: Purchase Card)

                                    Deadline:  1:00 pm, 1 business day ahead

Option 2:  Reimbursement (Request B, choose misc not food or travel)

                                    Deadline:  within one week of purchase

Catering for event costing $2,499 or less

            Option 1:  Purchase Card (Request A:  Purchase Card)

                                 Deadline:   1:00 pm, 1 business day ahead

            Option 2:  Invoice from caterer

Deadline:  submit on receipt, payment takes 1-2 weeks

Catering for event costing more than $2,499

Option 1:  Pickup Check (submit invoice and Request B two weeks ahead)

            Option 2:  Two Steps:

1.     Purchase Card for Deposit (Request A, 1:00 a day ahead)

2.     Invoice for Pickup Check available on delivery and   Request B (deadline:  two weeks before event)

            Option 3:  Pay invoice after event (Request B + Invoice)

            Deadline:  bring in receipt; payment takes 1-2 weeks             

            Hanover Inn Catering

            Only 1 option:  direct billing to your account

•       Provide your organization’s chart string

Eat in restaurant  **CANNOT USE PURCHASE CARD!!**

            Option 1:  Cash Advance (Request B)

                                    Deadline:  1:00 pm, 2 days ahead of need

Option 2:  Reimbursement (Request B + Business Expense Voucher)

                                    Deadline:  within 1 week of purchase

SUPPLIES OR EQUIPMENT

Cost $2,499 or less

            Option 1:  Purchase Card (Request A:  Purchase Card)

                                    Deadline:  1:00 pm, one business day ahead

            Option 2:  Payment to Vendor (Request B, Invoice)

                                    Deadline:If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

            Option 3:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost more than $2,499 and less than $5,000

            Option 1:  Payment to Vendor (Request B, Invoice)

                                    Deadline:

             If prepayment pickup, 2 weeks ahead

            If invoice on delivery, on receipt

            Option 2:  Reimbursement—last resort—(Request B, Receipt)

                        Deadline:  within 1 week of purchase

Cost $5,000 or higher

Option 1:  Confirming Purchase Order (Request B, Invoice or Estimate)

Deadline: ASAP (not known how long it will take to arrange)

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

Option 2:  Payment to Vendor (Request B, Invoice)

Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

**Please do not pay yourself and request reimbursement—

this needs a purchase order**

T-SHIRTS, PROMOTIONAL ITEMS

Cost $2,499 or less

            Option 1:  Purchase Card (Request A:  Purchase Card

                                    Deadline:  1:00 pm, one business day ahead

            Option 2:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

            Option 3:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost more than $2,499, less than $5,000

            Option 1:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

            Option 2:   Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost $5,000 or higher

            Option 1:  Confirming Purchase Order (Request B, Invoice or Estimate)

Deadline: ASAP (not known how long it will take to arrange)

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

            Option 2:  Payment to Vendor (Request B, Invoice)

                         Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

**Please do not pay yourself and request reimbursement—

this needs a purchase order**

PRINTING AND PUBLISHING

Cost $2,499 or less

            Option 1:  Purchase Card (Request A:  Purchase Card)

                                    Deadline:  1:00 pm, one business day ahead

            Option 2:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

            Option 3:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost more than $2,499, less than $5,000

            Option 1:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

            Option 2:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost $5,000 or higher

Option 1:  Confirming Purchase Order (Request B, Invoice or Estimate)

Deadline: ASAP (not known how long it will take to arrange)

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

            Option 2:  Payment to Vendor (Request B, Invoice)

                                Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

**Please do not pay yourself and request reimbursement—

this needs a purchase order**

GIFT CERTIFICATES

Purchase of gift certificates is discouraged, but they can be purchased as prizes at an event, or as thank you tokens.  They must be UNDER $50.

            Option 1:  Purchase Card (Request A:  Purchase Card)

Deadline:  1:00 pm, 1 business day ahead

Special Note:  be sure to include explanation on transaction log

TRAVEL

Visiting Speakers/Performers

Airfare: 

• • If you need to arrange and pay for airfare, contact Garber Travel (College Travel Office, 646-3900) and have them book the reservations.  They can charge the cost directly to your organization’s chart string.
  • Another way is to reimburse the visitor on a “Business Expense Voucher” after the travel has been completed.

Car Rental, Person Mileage, Gas,. Meals: 

If you are covering these costs, have the visitor save receipts and complete a Business Expense Voucher for reimbursement

Hotel:

Option 1: Contact the Hanover Inn to reserve the room and have it charged directly to your organization’s chart   string.  Hanover Inn rooms charged to college accounts receive a substantial discount.

Option 2:  Contact the Travel Office (Garber Travel, 646-3900).  They can reserve a room at the Residence Inn at Centerra and have your organization’s account charged directly.

Option 3:  If both of the first two options run up against the problem of “no vacancy”, see Pat Moss in Student Activities for assistance in alternative places and payments.

Travel For Your Organization

Airfare

The preferred way for you to buy plane tickets for your organization’s members is through the College Travel Office (Garber Travel, 646-3900).  You simply contact the Travel Office to arrange the tickets, and your organization’s account will be directly charged to pay for them.  For more information, go to http://www.dartmouth.edu/~cto/.

To bypass the Travel Office (not recommended, but possible):  If you choose to make reservations yourself through an on-line service, it gets more complicated.  You would have to actually charge your personal credit card to pay for the tickets.  You could then be “reimbursed” with a cash advance after providing proof that the tickets were paid for.  Then, after the travel has been completed, you would need to complete paperwork to reconcile the cash advance.

You cannot use purchase cards to pay for any travel expenses.

Bus/Train

Option 1:  Cash Advance (Request B)

Deadline:  1:00 pm two business days before need of cash

Option 2:  Reimbursement on return from trip (Request B, Business Expense Voucher)

            Deadline:  within one week of return from trip

Car

Approved Driver Requirement:  First, you must be an approved driver.  The office of Integrated Risk Management and Insurance (OIRMI) requires that “all employees and student drivers who intend to operate a College-owned, leased, rented or personal vehicle on College business must be named on the Approved Drivers list maintained by OIRMI and must complete the Driver Safety Training Program.”  Go to http://www.dartmouth.edu/~rmi/driversafety/ for links to the driver policy, student driver policy, student driver approval process, student driver application, and vehicle owner’s approval form (required when a personal car will be used for the travel).

To rent a car:  Contact the VOX Car Office at 646-1869.  You can arrange the car rental there, and the cost will be charged directly to your organization’s account.  For more information, go to http://www.dartmouth.edu/~parking/voxcars.html/

Hotel

Contact the hotel to make the reservations.  You will probably need to give them a credit card number to confirm the reservations.  DO NOT USE A PURCHASE CARD FOR THIS.  You can use your own personal credit card—or see Pat Moss about using a special department credit card that can be used for this purpose.  If you use our department card, you will need to place the call from our office, because this card cannot be taken out of the office by students.

Request a cash advance (Request B, 1:00 two business days ahead) to take with you to actually pay for the hotel.

Other Expenses:  Meals, Local Transportation, Parking

Include these expected costs in your cash advance request.  This is the only way to arrange for these payments unless you want to pay out of pocket and submit receipts for reimbursement when you return.

Conference Registration

You can pay for this with a purchase card, or request a pickup check two weeks in advance so you can take this with you for payment.  A last resort is to include it in the expected costs when you request a cash advance (for some reason, the Controller’s Office does not want cash advances to be used for conference registration, so please do your best to arrange payment another way).

This is also something you could be reimbursed for after you return.

Chartered Bus, Group Trip

Contact the chartered bus company to reserve the bus.  Pat Moss can arrange payment with the special department credit card that can be used for this purpose.

PAYING PEOPLE FOR SERVICES **You cannot be reimbursed for this!!**

Visiting Performers

            See information on Request C:  Pay Person for Services

Visiting Speakers

            See information on Request C:  Pay Person for Services

Individual Person (not affiliated with Dartmouth) providing special service)

            See information on Request C:  Pay Person for Services

Current Student, Performer

            See information on Request C:  Pay Person for Services

Current Student, Service (not a performance)

            See information on Request C:  Pay Person for Services

Current Dartmouth Employee (performing or providing another service)

            See information on Request C:  Pay Person for Services

            *Also need form C-1 for employee to complete and sign

Any person who is not a United States Citizen

            See information on Request C:  Pay Person for Services

AGENCIES, GROUPS, COMPANIES PROVIDING SERVICES (Middle Agent for Performer, Speaker Bureau for Speaker, Stage Company, Sound and Light Company, Special Event Setup Company, CD Production Company, Sound Recording Studio, etc.)

Option 1:  Payment to Vendor (Request B, Invoice)

                        Deadline: If prepayment pickup, 2 weeks ahead

                                       If invoice on delivery, on receipt

VENDORS FOR SUPPLIES OR GOODS

Cost $2,499 or less

Option 1:  Purchase Card (Request A:  Purchase Card)

                                    Deadline:  1:00 pm, one business day ahead

       Option 2:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

                                                  If invoice on delivery, on receipt

 Option 3:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost more than $2,499, less than $5,000

            Option 1:  Payment to Vendor (Request B, Invoice)

                                    Deadline:  If prepayment pickup, 2 weeks ahead

                                                  If invoice on delivery, on receipt

            Option 2:  Reimbursement—last resort—(Request B, Receipt)

                                    Deadline:  within 1 week of purchase

Cost $5,000 or higher

            Option 1:  Confirming Purchase Order (Request B, Invoice or Estimate)

Deadline: ASAP (not known how long it will take to arrange)

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

            Option 2:  Payment to Vendor (Request B, Invoice)

                                    Deadline: If prepayment pickup, 2 weeks ahead

If invoice on delivery, on receipt

Special Note:  include proof of bidding process or an explanation as to why you are using this source over others.

**Please do not pay yourself and request reimbursement—this needs purchase order**

REIMBURSING PEOPLE for OUT OF POCKET EXPENSES

Reimburse for food (meals, catering, grocery store ingredients for cooking)

            Form B + Business Expense Voucher, original receipts

                        Deadline:  within one week of purchase

Reimburse for travel expenses

            Form B + Business Expense Voucher, original receipts

                        Deadline:  within one week of purchase

Reimburse for purchases NOT related to food or travel

            Form B + original receipts

                        Deadline:  within one week of purchase

***NO REIMBURSEMENTS ALLOWED FOR PAYMENT TO A PERSON FOR SERVICES PERFORMED.  THIS SORT OF PAYMENT MUST BE DARTMOUTH COLLEGE CHECK PAYABLE DIRECTLY TO THE PERSON.  THIS IS A FEDERAL GOVERNMENT LAW ABOUT TAXABLE INCOME, AND THERE ARE NO EXCEPTIONS!!**

ON LINE PURCHASES

You can use the purchase card for this—must be less than $2,499 (use Request A:  Purchase Card). 

Deadline:  1:00 pm one business day before need

C.O.D. (CASH ON DELIVERY)

Cash Advance:  Form B

            Deadline:  Request by 1:00 pm two business days before need

PURCHASE ORDERS

Use Form B. 

NOTE:  A new purchase order system will be started effective July 1, 2007.  More information about deadline will be provided after we have received more information from Procurement Services.  Submit your request as soon as you can (Form B) and we will do our best to process your request as soon as we can.

INTERNAL PAYMENTS

Transferring Funds to Another Department or Organization: 

Use Request B-1 to request transfer to another account

Paying for Internal Services (such as Copy Center)

            Use Request B-1 to request OAF Form (this authorizes the department

            to charge your organization for services

FUNDRAISERS AND CHARITABLE DONATIONS

Policy

Since Dartmouth is classified as a non-profit institution, Federal Law forbids the use of Dartmouth funds to make charitable donations.  Your organization is a part of Dartmouth, so funds in your account are considered to be Dartmouth money—and therefore cannot be used to make charitable donations.

However, if your organization holds a fundraiser and deposits the profits from this fundraiser into the account, the profit would not be considered Dartmouth money and can be used to make a donation.  NOTE:  When depositing funds, be sure to indicate the money will be used for a charitable donation.

How to Arrange a Donation

Use Request B and choose payment to vendor.  In the space asking for Federal Tax ID number, be sure to enter the charity’s Tax ID number (or tax exempt id number).  The complete name and address of the charity must be included.

NOTE:  Even if the charity accepts credit cards, do not request the purchase card for this purpose.  Purchase cards are specifically approved for purchases for supplies and goods for departments and organizations.

DEPOSITS, CASH AND CHECKS

Bring any cash or checks designated for your organization to Pat Moss in the Student Activities Office for deposit into your account.  New Cashier’s Office policy requires that cash and checks be divided into separate deposits rather than mixed together.

Your organization’s complete 25 digit chart string must be written on the back of each check being deposited.  As a short cut, ask Pat Moss for the chart string “stamper”.  All of the digits of the COSO organization chart strings are identical except for the “activity” portion.  If you use the stamper, the only thing that needs to be written on the check is the “activity” portion of the string.

DA$H

Sometimes organizations collect money from students for specific purposes—such as sales of tickets to an event, or sales of T-shirts or other merchandise for a fundraiser.

If you want to collect payments from students using DA$H, first talk to Quita Davis in the Collis Center/Student Activities office to obtain DA$H sheets.  You will need to have all students who are making payments write in their student id numbers and sign the sheets.

When the DA$H sheets are completed, see Quita Davis again.  She will explain to you how to enter the charges in the Collis DA$H terminal, and give you the code number you will need to complete these entries.

After the charges have been entered, you will need to give Quita the report that the DA$H machine prints out.  The funds will be transferred to your organization’s account (this might take several weeks).  Be sure to keep a copy of the report for your own records so you will know how much income to expect.

DA$H charges MUST be entered before the end of the term that the charges have been collected.  You should make every effort to complete this process as soon as possible after you have collected information on the DA$H sheet.

CHECK YOUR MAIL!

Your organization’s mail is delivered to the Collis Center/Student Activities Office in 303 Collis.  Your mail is placed in a folder in a filing cabinet, but we do not have time to send a blitz to each group when mail arrives.  Please stop by the office every week or two and ask if there is any mail for your group.  You might find a check someone has sent to your organization, or requests for information, or magazines your group has subscribed to.

QUICK REFERENCE AND LINKS

IMPORTANT MONTIOR BLITZ BULLETIN: 

STUDENT ORGANIZATION INFORMATION

DEADLINES

1.   COSO Proposals, Fridays at noon

2.   Programming Board Proposals, Fridays at noon

3.   SPEC Proposals, Fridays at noon

4.   PURCHASE CARD REQUEST, 1:00 pm, 1 day ahead

5.   OAF (Organization Authorization Form), 1:00 pm, 1 day ahead

6.   CASH ADVANCE, 1:00 pm, 2 days ahead

7.   PICKUP CHECK, two WEEKS ahead

8.   DA$H CHARGE ENTRIES, as soon as possible; before end of term

9.   FINAL FISCAL YEAR REQUESTS:  last day Spring reading period

TIPS

1.   ALWAYS save ORIGINAL cash register receipts!

2.   Request your account printout AT LEAST once/month

3.   Never throw out an invoice or receipt.

4.   DON’T PROCRASTINATE!  Take care of business as soon as it comes up.

HELPFUL LINKS

COLLIS CENTER/STUDENT ACTIVITIES http://www.dartmouth.edu/~sao/index.html

COSO http://www.dartmouth.edu/~sao/coso

PROGRAMMING BOARD http://www.dartmouth.edu/~sao/prgboard

COLLIS GOVERNING BOARD http://www.dartmouth.edu/~collis/govern.html

BILDNER ENDOWMENT http://www.dartmouth.edu/~ide/support/bildner.html

CFSC http://www.dartmouth.edu/~orl/greek-soc/staff-contact.html

JOHN SLOAN DICKEY CENTER http://www.dartmouth.edu/~dickey/student-event-support.html

ORL http://www.dartmouth.edu/~orl/life-in-res/sips/index.html

ROCKEFELLER CENTER http://rockefeller.dartmouth.edu/students/funding/mpf.html

RISK MANAGEMENT (Driver approval) http://dartmouth/edu/~rmi/driversafety

TRAVEL OFFICE http://www.dartmouth.edu/~cto/

VOX CAR RENTAL http://ww.dartmouth.edu/~parking/voxcars.html

WEBVIEWER (reserve Collis space) http://webviewer.dartmouth.edu

THE TWELVE GOLDEN RULES FOR TREASURERS

1. Always save ORIGINAL CASH REGISTER RECEIPTS, because credit card charge slips and copies of receipts will not hold up under an audit.  TIP:  If the wind has blown your original receipt away, see Pat Moss about a lost receipt memo.  This is a last resort. 
2. Always READ THE SMALL PRINT! 
3. When completing a form, fill in ALL THE BLANKS.  If the form is filled out incompletely, your request cannot be processed. 
4. Monitor the “STUDENT ORGANIZATION INFORMATION” Blitz Bulletin.  This is how we communicate important information to treasurers. 
5. Always request purchase cards by 1:00 pm ONE BUSINESS DAY (Monday through Friday) ahead. 
6. Always return purchase cards, completed transaction logs, and ORIGINAL CASH REGISTER RECEIPTS by 1:00 pm on the due date. 
7. Remember that if the purchase card holder does not follow the rules, your organization will be on “Purchase Card Probation.”  The second time the rules are not followed the same term means that your organization will loose purchase card privileges for the remainder of the term. 
8. Remember to request “pick up checks” TWO WEEKS before need, being sure ALL required information and paperwork is included with the request.  Incomplete requests cannot be processed until they are completed—which could mean that you won’t get the pickup check by the time you need it. 
9. Always request cash advances by 1:00 pm TWO BUSINESS DAYS before you need the cash.  Be sure the person you name on the cash advance request is the actual person who will pick up and be responsible for the cash. 
10. Always request reimbursements WITHIN ONE WEEK of the purchase. 
11. Keep an eye on the calendar and the clock.  Requests submitted after the required deadline cannot be filled. 
12. Keep a record of your group’s income and expenses, and check your account report at least once/month.

REMEMBER:  When you’re not sure about something, please do not hesitate to ask questions!!  We understand that the college accounting system and its rules and regulations can be confusing, and we are here to support you on the road to success!

SAMPLE FORMS

The following pages contain samples of all the forms mentioned in the previous section on how to arrange payments. 

The forms appear in this order:

1.     Cash Only Deposit Slip

2.     Checks Only Deposit Slip

3.     Financial Request A:  Purchase Card

4.     Cardholder Agreement

5.     Financial Request B:  General Expense

6.     Financial Request B1:  Internal (transfer funds to another acct, OAF form request)

7.     Business Expense Voucher

8.     Financial Request C:  Payment to Person for Services

9.     C-1:  if the person you are paying is a College employee

10.  Independent Contractor’s Form

11.  Nonresident Alien Form

COLLIS CENTER AND STUDENT ACTIVITIES

**CASH ONLY**DEPOSIT SLIP

Today’s Date:  ________    Name:  _____________________________________

Organization:_______________________________________________________

Explanation of Income:_______________________________________________

 (example:  co-sponsorship funds, ticket sales for event--include name and date of event, merchandise sales for fundraiser—include what was sold, purpose of fundraiser, etc.)

IMPORTANT:  WILL THIS INCOME BE USED AT A LATER DATE FOR DONATION TO A CHARITY?      ____YES                    ___NO

Total amount of cash:  $______

Deposit to this chart string:

Entity (2): __________________

Org (3):____________________

Funding (6):_________________

Activity (6):_________________

Subactivity (4):______________

Natural Class(4):_____________

Signature:_________________________________________

COLLIS CENTER AND STUDENT ACTIVITIES

**CHECKS ONLY**DEPOSIT SLIP

Today’s Date:  ________    Name:  _____________________________________

Organization:_______________________________________________________

Explanation of Income:_______________________________________________

 (example:  co-sponsorship funds, ticket sales for event--include name and date of event, merchandise sales for fundraiser—include what was sold, purpose of fundraiser, etc.)

IMPORTANT:  WILL THIS INCOME BE USED AT A LATER DATE FOR DONATION TO A CHARITY?      ____YES                    ___NO

Total amount of checks:  $______

Deposit to this chart string:

Entity (2): __________________

Org (3):____________________

Funding (6):_________________

Activity (6):_________________

Subactivity (4):______________

Natural Class(4):_____________

NOTE:  ALSO WRITE THIS CHART STRING ON THE BACK OF EACH CHECK IN LINE FORMAT:   xx-xxx-xxxxxx-xxxxxx-xxxx-xxxx

Signature:________________________________________

FINANCIAL REQUEST FORM A:  PURCHASE CARD

TO BE SUBMITTED NO LATER THAN 1:00 PM **ONE** BUSINESS DAY BEFORE NEED.  LATE PURCHASE CARD REQUESTS WILL NOT BE PROCESSED.

Today’s Date______ Organization________________Requested by:________________

Treasurer Name:___________________Treasurer Signature:_______________________

PURPOSE OF PURCHASE (see below):

____If an event, including meeting:

            --Name of event:

            --Date of event:

____If this is a general organizational expense not connected to a specific event or meeting, state purpose here:

SOURCE OF FUNDING FOR THIS PURCHASE:

_____Organization discretionary funds

_____COSO allocation

_____Programming Board allocation

_____Other:

            Source___________________________Amount: $_____

RESPONSIBLE CARDHOLDER NAME (the person who will physically pick up the card and be responsible for appropriate use and return of the card):______________________________

DATE CARD WILL BE PICKED UP FROM STUDENT ACTIVITIES (card will be ready after 10:00 am on the date you enter here—no blitz will be sent):________

DATE CARD AND ALL ORIGINAL RECEIPTS WILL BE RETURNED TO STUDENT ACTIVITIES (MUST be by 1:00 pm the next business day unless you arrange with Pat Moss ahead of time to keep it longer for special reasons):_______

WHERE WILL THE CARD BE USED

_____local store or takeout restaurant

_____on line or telephone catalog order

WHAT WILL BE PURCHASED?

ESTIMATED COST OF PURCHASE:

******SEE REVERSE SIDE FOR IMPORTANT PURCHASE CARD POLICY*****

STUDENT ORGANIZATION PURCHASE CARD POLICY

1. The ability to use the purchase card is a convenience and privilege so organizations can easily make purchases without the cumbersome paperwork of cash advances or reimbursements.  Failure to follow the policies below will result in “Purchase Card Probation” for the organization after the first offense, and loss of purchase card privileges for the organization for the remainder of the term after the second offense.

2. Purchase cards must be requested NO LATER THAN 1:00 PM ONE BUSINESS DAY ahead of need.  Late requests will not be processed.

3. Purchase cards cannot be used outside of the local Upper Valley area.  It is okay to use the purchase card at local stores in Hanover, Lebanon, West Lebanon, and White River Junction—but they CANNOT be taken out of the area (such as to purchase specialty items or food from Boston or New York City, etc.)

4. Purchase cards CAN be used for purchase of supplies from area stores or on-line vendors, catering, take-out food, groceries, or printing costs.

5. Purchase cards CANNOT be used for

--purchase of alcohol

--any expense related to travel (such as airline tickets, cab fares, bus tickets, hotel accommodations, car rental, purchase of gas for car, etc.

--meals eaten IN a restaurant

--any expenses over $2,499

6. The cardholder will be required to sign a purchase card agreement before taking the card.

7. Cards MUST be returned by 1:00 pm on the “due date”.  The completed transaction log and original cash register receipts (or printed confirmation of an on-line order) must also be turned in when the card is returned.

8. If arrangement has been made to keep the card for several days, completed transaction logs and original cash register receipts for purchases “to date” must be returned no later than 1:00 pm each Monday and Thursday the card is out.

9. If purchase card policy is not followed (such as, card is late, receipts are missing, transaction log is not completed, card is used for something on the list of what cards CANNOT be used for), the organization will be placed on Purchase Card Probation.  A second failure to follow the policy will result in the organization’s loss of purchase card privileges for the term.

PURCHASE CARD HOLDER AGREEMENT

Organization:_________________________ Requested by:___________________

Card Name:___________________________Card Number:___________________

Purpose:____________________________________________________________

Planned Location of Use:

______Local Store or Take-out Restaurant

______On-Line or Telephone Catalog Order

 Date Picked Up:__________                        Return Due Date:________

Please read each sentence and write initials in the spaces provided.

1.  As holder of this purchase card, I agree to use the card only for the above stated purpose, and will return the card, the completed transaction log, and all original receipts by 1:00 pm on the return due date entered above.  ______

2.  I understand that this card CANNOT be used for:

            _purchase of alcohol

_any expense related to travel (such as airline tickets, cab fares, bus tickets, hotel accommodations, car rental,  purchase of gas for car, etc.)

            _meals eaten IN a restaurant

            -any expenses over $2,499                                                                 ______

3. If I give this card to another person to make a purchase (or purchases) on behalf of the above-named organization, I understand that it is my responsibility to see that the card is used correctly and returned by the due date listed above, with the completed transaction log and all original receipts.                         ______

4. I understand that failure to follow the policies listed above will result in “Purchase Card Probation” for my organization after the first offense.  I understand that a second failure to follow the policies will result in loss of purchase card privileges for my organization for the remainder of the term.                          ______

___________________________      ____________________________    ________

FINANCIAL REQUEST B:  GENERAL ORGANIZATIONAL PURCHASES

**reimbursement, check to vendor, purchase order, cash advance**

Today’s Date_____Organization_________________Requested by__________

Treasurer Name:________________Treasurer Signature___________________

DATE NEEDED (if this is a pickup check, cash advance, or OAF Form)________

PURPOSE OF PURCHASE (see below):

___If an event, including meeting:

            *Name of event:_______________________

            *Date of event:________________________

___If this is a general organizational expense not connected to a specific event or meeting, state purpose here:___________________________

**WHAT WILL BE (OR WAS) PURCHASED?**________________________

SOURCE OF FUNDING FOR THIS PURCHASE:

____Organization discretionary funds

____COSO allocation

____Programming Board allocation

____Other:

            Source________________________Amount: $_____

II.  REIMBURSEMENT FOR MISC. PURCHASE (not food or travel).  Complete all information called for below and **attach original receipts**:  AMOUNT: $_____

            *Legal Name of Payee:_____________________________

            *Is Payee:       ___Employee

                                    ___Student

                                    ___Not affiliated with Dartmouth

            *Social Security Number:____________________________

            *Legal Mailing Address:       _________________________

                                                            _________________________

                                                            _________________________

            *Where to mail check:           _________________________

                                                            _________________________

                                                            __________________________

            *Detailed description of the purpose of the goods or services purchased:

III. COLLEGE CHECK TO VENDOR (Request two weeks in advance if you need a check to be picked up)  **MUST ATTACH INVOICE**

            *Amount: _________

            *Name/Address of Vendor:   _________________________

                                                            _________________________

                                                            _________________________

            *TAX ID NUMBER:_______________________________

            **Instructions**

                        __Hold check for pickup

                                    **Must state reason for need of pickup check:_______________

                                    ____________________________________________________

IV. CONFIRMING PURCHASE ORDER

***Request this when a vendor requires a confirming purchase order to provide goods or services***

            *Vendor Name:_______________________________

            *Vendor Tax ID Number:_______________________

            *Vendor Contact Person:_______________________

            *Address:_________________________________________________________

            *City/State/Zip:____________________________________________________

            *Phone Number:____________________Fax Number:_____________________

            *Email address___________________________________________________

            *Web Site:______________________________________________________

*Description of purchase:__________________________________________

*Has order already been placed?______Yes         _____No

*Should we fax a confirming purchase order?__________________________

V.  CASH ADVANCE  (to shop for supplies outside the upper valley, pay for a meal in a restaurant, travel purposes except airfare)  AMOUNT OF ADVANCE: $_____

            *Cash Holder Information:

            -Name:__________________-Department if Employee:____________________

-Employee/Student ID Number:________________________________________         -Hinman Box:________ Phone Number:_____________

                        -Purpose of Advance (Be specific.  For example, if this is for a conference, include name of conference with abbreviations spelled out, city/state of conference, names of attendees:_______________________________________________________

            -Date(s) of trip or event:_________________________

            -Estimated settlement date___________

BUSINESS EXPENSE VOUCHER

A Business Expense Voucher that you can type on and then print out can be found at http://www.dartmouth.edu/~control/docs/GLBusinessExpenseReimbursementForm071107.xls

FINANCIAL REQUEST B-1:  GENERAL ORGANIZATIONAL EXPENSES, INTERNAL (between college accounts) PAYMENTS:

Today’s Date_____Organization_________________Requested by__________

Treasurer Name:________________Treasurer Signature___________________

DATE NEEDED (if this is a pickup check, cash advance, or OAF Form)________

PURPOSE OF PURCHASE (see below):

___If an event, including meeting:

            *Name of event:_______________________

            *Date of event:________________________

___If this is a general organizational expense not connected to a specific event or meeting, state purpose here:___________________________

**WHAT WILL BE (OR WAS) PURCHASED?**________________________

SOURCE OF FUNDING FOR THIS PURCHASE:

____Organization discretionary funds

____COSO allocation

____Programming Board allocation

____Other:

Choose the payment you are requesting, and include all information:

I.  TRANSFER MONEY TO ANOTHER ACCOUNT

            *Purpose of transfer:_______________________

            *Amount of transfer:______________________

            *Name of the account receiving the transfer:_______________

            *Transfer to this chart string:

                        -Entity (2) ____

                        -Org (3) _____

                        -Funding (6) __________

                        -Activity (6)___________

                        -Subactivity (4) ________

                        -Natural Class (4) _______

II.  OAF (ORGANIZATION FORM) to pay for a college service such as copy center

            *On Campus Service:_________________________

            *Expected Cost:______________________________

SAMPLE, REQUEST C:  PAYMENT TO PERSON FOR SERVICES

Today’s Date______ Organization________________Requested by:________________

Treasurer Name:___________________Treasurer Signature:_______________________

DATE NEEDED:_________

  (NOTE:  REQUEST TWO WEEKS IN ADVANCE FOR PICKUP CHECK)

SOURCE OF FUNDING FOR THIS PAYMENT:

_____Organization discretionary funds

_____COSO allocation

_____Programming Board allocation

_____Other:

            Source___________________________       Amount: $_____

What service was (will be) provided?_________________________________

Date of service:________

AMOUNT OF PAYMENT:  $__________

___SITUATION #1:  CURRENT DARTMOUTH STUDENT, PERFORMANCE FEE (such as DJ at a party, provide musical entertainment at an event)>

               Student’s Name_________________ Social Security Number________________

               Legal residence address (required by Federal tax law)**

                              ________________________________

                              ________________________________

                              ________________________________

               **If legal residence is not in the United States, we need additional information and the student needs to complete and sign a “nonresident alien” form.

                              If nonresident alien, indicate country:        _______________

                              Visa type                                                          _______________          

                              Dates of entry/exit to U.S                                             _______________

               Instructions for check:

                              ___mail to legal residence

                              ___mail to this address:_______________________

___SITUATION #2:  CURRENT DARTMOUTH STUDENT, service that is NOT a performance (such as poster design, music arrangements, video recording, etc.)

**THIS TYPE OF SERVICE MUST BE PROCESSED THROUGH PAYROLL**

Student’s name__________________Social Security Number:_______________

Has this student already been paid through payroll while at Dartmouth?

___Yes (this is all we need—we will submit paperwork to payroll_

_____SITUATION #4:  PERSON NOT CONNCECTED WITH DARTMOUTH, PERFORMANCE FEE

Name:_________________          Social Security Number:____________________

               Legal residence address**:             ___________________________

                                                                           ___________________________

                                                                           ___________________________

ADDITIONAL PAPERWORK NEEDED FROM PERFORMER:  Official performer contract OR independent contractor’s form

**If legal residence is not in the United States, we need additional information and the person needs to complete and sign a “nonresident alien” form.

                              If nonresident alien, indicate country:        __________________

                              Visa type                                                          __________________

_____SITUATION #5:  PERSON NOT CONNECTED WITH DARTMOUTH, service that is NOT a performance.  Choose appropriate situation below:

               ___1.  Honorarium (“gift”) under $600, an appreciation payment for provided a lecture that is not a contracted official speaker fee.

                              Name:___________________Social Security Number:_______________

                              Legal residence address**:             _______________________

                                                                                          _______________________

                                                                                          _______________________

                              **If legal residence is not in the United States, we need additional information and the person needs to complete and sign a “nonresident alien” form

                                             If nonresident alien, indicate country:        _____________

                                             Visa type                                                          _____________

                                             Dates of entry/exit to U.S.                                            _____________

               ___2.  Official contracted payment of fee for service (contracted lecture fee, other service that is not a performance).  SUBMIT INDEPENDENT CONTRACTOR FORM

                              Name:___________________Social Security Number:_______________

                              Legal residence address**:             _______________________

                                                                                          _______________________

                                                                                          _______________________

                              **If legal residence is not in the United States, we need additional information and the person needs to complete and sign a “nonresident alien” form

                                             If nonresident alien, indicate country:        _____________

                                             Visa type                                                          _____________

                                             Dates of entry/exit to U.S.                                            _____________

Financial Form C-1

Payment to a Dartmouth Employee for Services to a Student Organization

TO BE COMPLETED AND SIGNED BY THE EMPLOYEE

Payment to a Dartmouth employee who has provided a service to a student organization must be processed through Payroll.  To facilitate the process, we need this information from you.  Please complete and sign this form and return to Pat Moss, Student Activities Accounting Assistant (mail to HB 6181 or deliver to 303 Collis).

Name (please print clearly)________________________________________

Social Security Number:_____________________________________________

Usual position at Dartmouth:________________________________________

Department:______________________________________________________

On-campus Phone Number: _______________  HB:_____________

Employment Status:

            _____Exempt (paid salary monthly)

            _____Non Exempt (paid with biweekly time sheets)---see below

IF NON-EXEMPT

*Generally how many hours do you work in a week?_______

Note:  your payment will need to be provided through the “extra assignment” space on your biweekly time sheet.  Brenda Goupee (Student Life Business Manager) or Pat Moss (Student Activities Accounting Assistant) will contact you to coordinate the process, which can be a bit confusing.

_________________________________  ____________

Signature                                                        Date

INDEPENDENT CONTRACTOR’S FORM

Go to http://www.dartmouth.edu/~purchase/procurement/independentcontractor.pdf

for a form that can be typed on and then printed out.

NONRESIDENT ALIEN FORM

IRS Form 8233 (nonresident alien form) can be found at this URL:

http://www.irs.gov/pub/irs-pdf/f8233.pdf

Instructions for the form can be found at this URL:

http://www.irs.gov/pub/irs-pdf/i8233.pdf

Collis Center & Student Activities Office

• Vision, Mission, and Core Values
• Who We Are
• Employment Opportunities
• Collis Center
• Robinson Hall
• Council On Student Organizations (COSO)
• Programming Board (PB)
• Special Programs and Event Committee Funding (SPEC)
• Activities & Events
• Other Campus Orgs
• Social Event Registration

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