Spending Monies: Specific Procedures

General Comments

The turnaround time for all transactions begins when the expenditure forms are approved for payment by the Budget Advisor.

Definition of a valid receipt:

1. The receipt must be an original or fax copy (showing transmission origin at top). Photocopies will not be accepted under any circumstances.
2. Must have store name and address on receipt. Students may write this in if it is not pre-printed on the receipt.
3. Calculator receipts are only accepted for amounts under twenty dollars. As above, store name and address must be written.
4. For Kinko’s and Unique Copy Center reimbursements, you must submit a register receipt, not a work order, for reimbursement. The account at Unique Copy Center is no longer available. If you make copies at Unique, you mast pay for the copies out of your own pocket and later fill out a form for reimbursement. Again, make sure you submit a register receipt. If you would like to create an account, a blanket order must be created and a blanket order # must be used when making copies at Unique Copy Center.

All requested forms must be filled out prior to submission to Budget Advisor for approval.

Deposits

Money (cash and/or checks) collected from an event should be deposited to your University account. Complete a Transmittal for Funds to be Deposited form (see Appendix E) and take it to the Banking Department, 25 West 4th Street 1st Floor. The carbon copy must be turned into the Student Council Budget Manager.

Income raised from an event or sale of goods is available to the council for future spending, and should be deposited to the account money was taken from. Based on the amount of expected or actual income, the Budget Advisor can make corresponding increases to the council's expenditure codes to allow use of the income for expense processing.

Internal Transfers

Councils who need to pay or reimburse other University departments for expenditures can request to have an internal transfer of funds made from their University account to the department's University account by completing a Student Council Funding Request form, giving the appropriate information requested. Copies of the transaction forms used by the department to pay for the expenses must also be submitted. Submit the Funding Request Form to the Student Council Budget Advisor for processing.

If a council wants to subsidize a department event, the council must give written authorization using the Co-sponsorship Payment Authorization Form (see Appendix F). On the form, the council will provide their account number to the sponsoring department to be added to the expenditure forms that will be issued. The council should request copies of all forms processed for their records. Councils will not be allowed to make a blind transfer of funds to department accounts.

** Expense Reimbursement

Turn-around Time

Cash – 24 hours; Check – 3 weeks (15 business days)

Procedure

Bring a completed Funding Request form, Expense Reimbursement Form (EMP2000), and valid receipts (for definition see page 9) totaling the amount of the expenditure to the Budget Manager for an approval signature. A copy of the form, receipts and or invoices should be attached to the completed forms.

The Expense Reimbursement Form (Appendix G) is used to request reimbursement for business expenses incurred only by NYU employees or students employed by NYU requesting cash or a check. The reimbursement can be issued in cash (by marking the appropriate box) or check. Cash can be obtained from the Bursar’s office if the total expenses are $150.00 or less per receipt. The form can exceed $150.00 if you have multiple receipts. NOTE: Students that are not employed by the University should use the Payment to Individuals form.

On Form EMP2000, “Department” is always the council’s name. An Expense Breakdown Sheet (Form EMP2000M) must be attached to Form EMP2000 when the requested reimbursement is for meals. When being reimbursed for travel, (EMP2000T) must be attached.

Payments for services rendered by individuals (students or faculty) who are currently on the University’s payroll must be made through the University's payroll system and the amount to be paid may need prior approval by the University’s Compensation Office.

Payments to faculty must be approved by the Compensation Office and will be set to market rate or the requested rate, whichever is higher.

In addition, all payments to University employees or students will also assess a fringe benefit charge of 28.5% of the gross amount paid. See the Budget Manager at least one month in advance if you need to pay someone in this manner.

** Payments to Individuals (Non-NYU)

Turn-around Time

3 weeks (15 business days)

Procedure

The Payment to Individuals Form (Appendix H) is used to request payment to individuals, who are not NYU employees (e.g. students not employed by the University, independent contractors and consultants) for professional services, honorariums, royalties, awards, etc). Individuals must have a Social Security Number or ITIN if they are non-resident aliens. On this form (IND4000), the description/explanation section should include the council name and a statement of the purpose for the check.

If Form IND4000 is used to pay for professional services whose total cost exceed $3000.00 in the calendar year (box 2(b)(ii) is marked), the Independent Contractor Questionnaire (Form IND4000A) must be attached. See Appendix H-1 for Form IND4000A.

Procedure: A completed Funding Request form, Payment To Individuals Form (Form IND4000), and valid receipts, contracts, personal checks or copies of canceled checks (front and back) are delivered to the Student Council Budget Manager for approval. Attached items must be submitted with the request or it will be rejected by the Accounts Payable Department.K/

If your council is paying for the services of an individual who cannot provide an invoice for the services rendered, you must submit a completed Contract Blank (Appendix I). This contract can be used for, but is not limited to, DJ's, speakers, film rentals, set designers, caterers, and performers. Councils are advised to complete the contract with the vendor in advance of the event to confirm the agreed upon services, and details of the event (i.e. time commitments, location). Contract Blanks are available from the Student Council Budget Manager. A copy of all receipts or invoices should be attached to the completed forms.

Payment to Business Entities

Turn-around Time

3 weeks (15 business days).

Procedure

A completed Funding Request form, Business Payment Form (Form BUS5000), and valid receipts or contracts are delivered to the Student Council Budget Advisor for approval. Valid receipts, invoices and personal checks (for reimbursement of expenses) must be submitted with the request or the Business Payment Form will be rejected by the Accounting Department.

The Business Payment Form (see Appendix J) is used to request payment to a business entity with a Federal Tax ID number for transactions that do not require a Purchase Order. Multiple invoices for the same vendor may be processed on a single Business Payment Form. The description/explanation section of Form BUS5000 should include the Council name and a statement of the purpose for the check. The rest of the information requested on the form should be completed as well. A copy of the form (BUS5000) and invoice must be attached.

Councils may make donations to other (non-NYU) organizations. This can be allocated from the council's regular account or from fund-raising income. To make a donation, the council must complete a Business Payment Form and provide either a fund-raising response form from the organization or a letter on the council's letterhead specifying how much and for what purpose the donation is being made. The response form or letter will be sent with the payment when issued.

Expenditures Over $300

Purchase Requisition (Appendix K)

Turn-around Time

30 days

Procedure

A completed Funding Request form and Purchase Requisition form are submitted to the Student Council Budget Advisor for approval. The Purchase Requisition should include a detailed description of the goods or services to be purchased (i.e. exact size, color, quantity, special requirements, dimensions, or attachments). The Funding Request and Purchase Requisition should also indicate the maximum amount that is budgeted for this expense. A copy of the invoice must be attached.

If your council has a preferred vendor, you may indicate that on the Purchase Requisition in the space provided. Your council cannot make a commitment to purchase goods from a vendor when a Purchase Order is required without prior approval from the University's Purchasing Department. Upon verification of the council's availability of funds, the Budget Advisor will forward the forms to the Purchasing Department.

The Purchasing Department will "shop" for bids and choose the vendor that can deliver the requested items or services at the lowest cost. Your council can decrease the time it takes to process the Purchase Order by "shopping" for your own bids. If three written bids are submitted with the Purchase Requisition, the Purchasing Department will process the requisition with the lowest bid.

Upon approval by the Purchasing Department, a Purchase Order confirming the agreed upon price for the goods or services will be forwarded to the vendor and the council. The council should retain the copy of the invoice that accompanied the goods & services and forward it to the Budget Advisor for payment.

** Office and Computer Supplies

The Controller's Division of the University requires that all purchases for office and computer supplies be made through the Supply Central Office/Staples. The office has been instructed to make every attempt to provide requested items. If you do not see what you need in the Staples Catalog (available from Supply Central), be sure to ask if they can get what you need before going someplace else. Disbursements will not reimburse for any items purchased from local stores that are carried by Supply Central.

Supply Central Orders

Catalogue items: Delivery within two (2) school days.

Procedure

Fill out the Supply Central Requisition Form (Appendix L). Bring the completed form to the Student Council Budget Manager and it will be sent electronically. Catalog items will be delivered to your school. Your University account will be billed directly for the supplies ordered.

Postage

The University will not reimburse postage. All University mailings must be sent through the Mail Services department. Items for mailing should be brought to Mail Services or left at a designated pick-up location along with a Postal Charge Slip (Appendix M).

When sending bulk mailings (200 pieces or more), contact the Mail Service department in advance, to confirm how materials should be delivered to them or whether a special pick-up needs be arranged.

** Photocopying and Printing

Copy Central formally known as Reprographics is the University's print shop and is equipped to handle a wide-variety of your copying, printing, typesetting and design needs. Copy Central is also responsible for the purchase of off-campus printing and related services that exceed the limits of its in-house equipment. Bring a completed Copy Central Form (Appendix N) to the Student Council Budget Manager for approval.

Note: Any printed materials that will carry the NYU torch logo must be done by or requested through Copy Central.

Group Trips

All travel arrangements for group trips (15 or more people) must be booked in conjunction with the Purchasing Department. This will ensure that the University's insurance requirements for the safety of all participants can be met.

All student travelers on group trips must sign Travel Releases for the trips (there are different forms for Local, Domestic or Foreign travel). If your council is planning a trip, blank releases are available from the Student Council Budget Advisor.

Events and Parties

There are many services available on campus to make your event a success. The first step in planning your event is to arrange for space. Once that is confirmed, arrangements for food and entertainment can be made.

When planning events, the University's policies on the use of alcohol during events are in effect whether the event is held on or off campus. See the excerpt from the NYU Policies on Substance Abuse and Alcoholic Beverages, revised 2001 (see Appendix O). The complete and updated guidelines are available from the Office for Drug and Alcohol Education.

Renting Space

The majority of student events are scheduled through Student Events Operations. To get rental of space in various locations around campus (Appendix Q), Councils must register with the Office of Student Activities during the Club Registration period. Club Registrations are held at the beginning of each semester.

If your council is registered with the Office of Student Activities, you may contact Student Events Operations to reserve space. Requests for space should be made at least two months in advance to guarantee a large selection of rooms from which to choose from. There are charges for the use of audio-visual equipment, and charges may apply for the rental of rooms. These charges will be billed directly to your University account. Pick up the Club Management Guide from the Office of Student Activities at 21 Washington Place for additional information and guidelines.

University Buildings

Arrangements for use of space in other buildings on campus can be made through the appropriate Room Assignments Office for the desired building.

Off-Campus Space

Events may be held off-campus as well. Please speak to the Student Council Budget Advisor, prior to obtaining contracts for use of outside space, to confirm availability of funds and the appropriate manner of obtaining deposits and final payments for the location and services used.

To avoid financial and legal problems in the course of renting off-campus space for parties and events, please keep in mind the following guidelines:

1. Plan your event at least 2 - 3 months in advance. If the cost of renting space and/or services provided is more than $300, the council must prepare a Purchase Requisition form and submit a contract for use of the space to the Purchasing Department for approval. Councils should not sign the contract - the Purchasing Department will sign any contract and act as the designated representative for the University when the contract is approved.

   Most spaces require an advance payment at least one month in advance of the date of the event, which can be requested with the Purchase Requisition. The University cannot issue certified checks, so do not use vendors that require them for payment.

   Planning ahead will also give you more time to reschedule your event if you are bumped from your space at the last minute.

2. A council can make their own arrangements for space under $300. If your council must sign a contract for use of the space, be sure to sign your name, title, and the name of your council and the University's name. If you sign a contract in your name only and a dispute arises with the vendor, you can be held personally liable for any subsequent charges or law suits. The University's legal counsel cannot mediate disputes entered into by Student Councils.

   Ex: Sign as Mary Smith, Treasurer, (College) Student Council, New York University NOT (just) Mary Smith.

   The fee for the space may need to be paid just before the event. Since a Business Payment Form can take up to 15 days to process, it is imperative to get the signed contract from the renting organization far enough in advance for the payment to be issued.

3. Read all contracts carefully. Be sure you are aware of what damages you will be liable for and who will confirm those damages. Be sure that any refunds or credits that you have negotiated to receive are written in the contract.

   Be sure that the completed contract is signed by both you and a representative for the space. If you only have a copy of the contract for your records, make sure the copy is clear and no information is missing or cut-off.

4. For the day of the event, assign someone to be responsible for confirming with the management of the space the number of people that attend your event, the actual amount spent at an open bar, or any additional amenities provided that will affect your final bill. These verifications should be made the day (or night) of the event so you are not surprised by a follow-up bill charging you for additional (or excess) services rendered.

Catering

NYU Catering

NYU Catering (a.k.a. Aramark, and part of the Dining Services Unit that supervises the on-campus dining rooms) can cater your council events. Charges for food can be billed directly to your University account or paid by check.

Events can also be held and catered at the Law School. Contact the Law School Special Events Department to get information on space availability and catering information.

Outside Catering

Outside caterers can also be used to cater events.

Payments for outside catering services can be made by Business Payment Form (BUS5000) if under $300 or by Purchase Order if over $300 (see Appendix J) & (see Appendix K).