mp2079treasurerguidelines2010

8/6/2019 MP2079TreasurerGuidelines2010

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MP2079: Treasurer Guidelines 2010/11

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MP2079 Treasurer Guidelines

As the team treasurer, you have an important role in making sure that you do not

overspend and also spend wisely. Below are some guidelines for you to follow. If indoubt then please contact me before spending.

David ButlerRoom: N3.2-1-19Tel: 6790 4884Email: [email protected]

Buying Items • You must get official receipts for all purchases.• Ensure the receipts are clearly printed.• The company details must be present on the receipt.

• If GST is included then the company’s GST registration number must be onthe receipt.

• Ensure that the purchases are described on the receipt (i.e. ‘goods’ or ‘parts’is not very helpful).

• Delivery orders are not acceptable.

• Please use common sense when buying items i.e. don’t buy expensive items

when a cheaper alternative is available (i.e. table clothes, electrical

appliances).

• If in doubt please check with the EID chair.

Do’s and Don’ts

• You cannot claim for transportation.• Printer cartridges cannot be claimed.• You cannot claim for a company uniform (i.e. corporate polo shirts).

• You can claim for prototype outsourcing but please use some common sense

when dealing with external contractors.

• Printing of the report cannot be claimed.

• Outsourcing of programming work/website design/publicity work cannot be

claimed.

• You can only claim up to $1000.

Open House • Don’t feel that you must spend all the money.• The budget for the Open House display is $100 (from your $1000 project

budget). Please do not exceed this budget as it will not be approved.• The purchase of items such as bookmarks, calendars & sweets cannot be

claimed.• Poster material can be claimed.




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• Poster printing cannot be claimed as the school will separately cover the costof printing of two A1 posters for each group by CED.

• Decoration for the booth can be claimed (e.g. table clothes).

Claiming • The treasurer should collate all receipts from team members• Only two claims per group can be made in one academic year (deadline: 31 st

January 2011 and 30th September 2011).• Number your receipts.• Paste the receipts onto A4 paper (for ease of photocopying-you can put more

than one receipt on a piece of paper)• Complete the two reimbursement forms which are available from the EID• website (http://www.ntu.edu.sg/mae/academic/eid/ )• Pass the forms to your mentor to verify your expenditure• Pass the forms to me (Room N3.2-1-19)• The school will verify and forward to the Office of Finance for reimbursement.




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Checklist • Are the receipts clearly printed?• Have you remembered to check if the company is GST registered?• Have you pasted the receipts to A4 paper so that they can be photocopied?• Have you filled out the two forms?• Has your mentor signed each page of receipts as well as the summary page?




Indicate your T21 Project Group Indicate your Name

Indicate your IC/FIN No.

Please be as descriptive as possible –the staff in the Finance

Office are not engineers!

No GST charged and therefore no GST registration number. This information should be provided

on the receipts

No GST charged and therefore no GST registration number. This information should be provided

on the receipts

Number each of your receipts




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Indicate the date of

submission

Write your full name

Write your NRIC FIN No.

Indicate the amount (including GST)

Write your postal address

Add all claims with GST together and indicate the

Do not change this

cost code

Add all claims with GST together and indicate the two boxes here.

Add all claims without GST together and indicate the boxes here.

mp2079treasurerguidelines2010

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