Student Leader

Finance Manual

2020-2021 Updated 7-12-20

Table of Contents:

Section I: Purchasing Basics Section II: Procurement Card (Pro Card/Credit Card) Section III: Contracts Section IV: On Campus Purchases Section V: Purchase Requests (includes gift cards and work orders) Section VI: Apparel & Promotional Items Section VII: Food Section VIII: Staff Development & Office Funding Section IX: Additional Information, Helpful Hints and Funding Info

Section I: Purchasing Basics Welcome to NDSU Residence Life purchasing! Let’s start off with some pointers about funding. ***Hall Government, Staff Development, Office Supplies *** Hall Government: Hall government money as well as office and staff money are called local funds. Local funds are “supported by revenues generated by the university, such as: sales and services, fees, gifts, investment

income, bond sales, transfers between local funds, etc.…” in our case residence hall housing rates. If uncertain about a purchase or program, please ask Jen, Carin, or Tammy. With Hall Government money, you are able to purchase gift cards for prizes. See Carin and Tammy. See gift card section. Tax Exempt: All of our purchases are tax exempt. Our tax-exempt number is E-5411. Our billing address is:

NDSU Residence Life PO BOX 6050 Dept 3430 Fargo ND 58108

Whichever way you have spent the money (pro card, charges, etc.) you as a Hall Director are the person who is the record keeper; the one who must produce records and answer questions for any purchase made using your Hall Government money, office or staff development money. You also answer to the department, the division, and the state auditors. Recognition: We can recognize student leaders in the same format we always have. We can purchase “gifts” or items that can be given to them. Please ensure they complete a prize form for any item they may receive. University Faculty or Staff (including student staff) cannot receive “gifts” or have a gift purchased for them. Hall Government Leaders can purchase supplies to make an item if they desire (example: candy or craft supply for a card). This is a very fine line, if you have questions, please contact Jen. Event Attendance: We have to document attendance at every event. RHA has purchased card readers for each hall to help with this. Please utilize myNDSU to track attendance and submit an Excel document to

Carin for all events. In the Excel form, it should already have Student Name, Student ID, and Hall Address. You will need to add the following information:

Name of Event

Date of Event

List of snacks or food that was served / items purchased for event *Note: myNDSU attendance tracking document is located in the Hall Director Manual. Cash and Deposits: Guidelines for collecting cash for apparel in your residence hall:

Collect the money and give to Tammy.

You will need to total the amount. For safety reasons, you should not keep money in your office for more than a day or two at a time.

Deposits should be made at least weekly to Tammy even if you are still waiting on more money or if the event is still going on.

Donations: We are no longer able to make donations with our funds. Halls can participate in a local organization events as long as we are purchasing supplies or paying a registration fee for students to participate. Examples:

1. We can participate in the TNT Spin it to Give It by pay for the registration fee for each student who will be participating.

2. We can still do the Canned Food Build as we are purchasing a supply in which will be donated to the Great Plains Food Bank.

If you have questions on what we can donate. Please contact Jen.

Section II: Procurement Card (Pro Card/Credit Card) The procurement card (credit card) is typically the most utilized form of payment. Carin and Tammy and most of the directors have state issued credit cards. This card can be used on just about everything EXCEPT:

Gift cards, Flowers, Entertainment (i.e. DJ, Performing Artist), Postage Stamps, Subscriptions.

Greeting cards are not allowed even if using Hall Government funds. We can purchase blank cards. You will be notified if the item requested is not allowed. You will receive a copy of the Purchase Form with receipt. It will show which hall, type of expense, vendor, date of purchase, purpose of purchase, amount, and funding sources. You will need to double check the information. Report any errors to Tammy or Carin as soon as possible. ** You will need to enter this information into Microsoft Money. You should do this on a regular basis (weekly, monthly). As you are entering this information into Microsoft Money, please double check the funding numbers. It’s best to catch errors early on. Procurement Card Documentation Form: We have this form so we can easily see the 5 W’s – Who purchased it? What was purchased? Why it was purchased (name of the program)? When it was purchased? Where is the funding coming from? All these things need to be answered for audit purposes. We have our own internal auditing but we also must have the necessary paperwork for the state auditors. They can audit us at any time and over any type of purchase. The people processing paperwork for payment may not understand what the programs are and why we are doing them so they may ask for more information. It becomes easier to answer those concerns if we have the forms completed. This information needs to be kept on file for 10 years. When you get this form in your mailbox, please double check everything.

Section III: Contracts

We use Contractor Short Form when businesses are coming on campus or when we need their

services off campus. Examples include:

Piano Tuner, Games Galore, Bus Drivers, DJs, Guest Speakers, Off Campus Retreats. We already have contracts on file for pool table repair and piano tuner. Please contact Jen if you need these services

There are two important reasons for this form. o One is to protect us from any liability in case of accident/injury. o Second, we must all work towards keeping campus secure. We have various

companies that just sort of show up hoping to sell their product or market their products and they do have the right to do that but through proper channels.

This form shows campus personnel (mainly Campus Police) that these people are allowed to be here. Every person, group or organization that comes to campus MUST have a Contracted Services Agreement signed by them, Rian, and the Director of Purchasing BEFORE they are allowed to come to campus.

Keep in mind - people are away at conferences and vacations and we need ample time to get the signatures. This process can take a week or more.

Prepayment: Avoid prepaid expenses, goods must be received and accepted before payment is made to the supplier. This does not apply to subscriptions, rentals, gift cards, etc.

Contractor Short Form: https://www.ndsu.edu/fileadmin/vpfa/forms/PUR-ContractorAgreement-Short.pdf W-9:

This is a document that the IRS requires the Accounting Office to have filled out on every vendor we pay.

They fill it out once, if they change their business name, we would need to request a new one.

The purpose of this form is to verify that we have the correct taxpayer information.

The form does not stay in our department; we will not keep copies of this either. This information is kept at the Accounting Office only.

The Accounting Office will not process payment without the W-9 as they would receive a penalty of $50 for not having the form.

Our job is to make sure we supply the necessary information for the Accounting Office to process the payments as quickly as possible.

W9 Form: https://www.ndsu.edu/fileadmin/accounting/NDSU_W9_-_2020.pdf

Section IV: On Campus Purchases IDBs (Inter-Departmental Billing) IDB’s could be used for Bookstore charges, Catering orders, Meat Lab, MU Rec Center, Design and Sign. Inter-Departmental Billings occur anytime a transfer of money or goods occurs between two or more campus accounts. Tammy will complete the IDB and will make you a copy. She will need to know the 5 W’s (What, Why, When, Where, Who). These records should be kept for 10 years. Each summer, Jen will ask for records that are 10 years old so they can be disposed of properly. Catering, Meat Lab, MU Rec, Print & Copy:

You should try to make all your on-campus purchases yourself. This includes Catering, Print & Copy, Meat Lab, etc.

One reason is when planning a program, you know the details needed when making these arrangements such as: How many are planning to attend? What time will the event end? What time would you need things delivered? Are there special dietary needs?

Hold on to the receipts until you receive an IDB, at that time you would need to attach all required documentation (attendance list, program/agenda)

Bookstore

BOOKSTORE PURCHASES FOR HALL GOVERNMENT (NON-GIFT CARD PURCHASE)

*** The Bookstore prefers that we use credit card. *** If Carin is unable to purchase with credit card then follow the steps below. The Bookstore personnel might let you pick out what you need and then store items until Carin can pay with credit card.

To Purchase at the Bookstore, pick up your items and go to the Customer Service check- out counter

The cashier will scan your NDSU ID card. They must do this! Remind cashier.

Most items are eligible for a 20% discount (t-shirts, coffee mugs, socks, flags, etc.)

Let them know that it is a department charge for Residence Life Dept. 3430

Complete the form that they give you (name, phone, department 3430)

Give receipt to Carin right away and write the name of your hall on the receipt along with “HG”

BOOKSTORE PURCHASES FOR HALL GOVERNMENT (GIFT CARD PURCHASE)

Let the Bookstore know that it is a department charge for Residence Life Dept. 3430

The cashier will scan your NDSU ID card. They must do this! Remind cashier.

Complete the form that they give you and give receipt to Carin right away with the name of the hall on it. Please put the name of the program on the receipt.

We cannot purchase gift cards with a credit card. BOOKSTORE PURCHASES FOR OFFICE SUPPLIES *** The Bookstore prefers that we use credit card. *** If Carin is unable to purchase with credit card then follow the steps below. The Bookstore personnel might let you pick out what you need and then store items until Carin can pay with credit card.

Pick up your items and bring to the Customer Service check-out counter

The cashier will scan your NDSU ID card. They must do this! Remind cashier.

Let them know that it is a department charge for Residence Life Dept 3430

They should give you a 20% discount for office supplies but not on ink/toner and not items that were special order

Complete the form that they give you ( name, phone, department 3430 ) Give receipt to Carin right away and write the name of your hall on the receipt along with “Office” or “Staff Development”

Section V: Purchase Requests (includes gift cards and work orders)

Carin’s shopping days are Tuesday and Friday mornings.

Deadline for submitting purchase requests are Thursday at noon for Friday shopping and Monday at noon for Tuesday shopping. Unless: Large quantities, a store that is not on her normal route, unique items, she’s busy with others that put in orders ahead of time, the weather, sick/vacation time. You should plan ahead and give more notice or give Carin a heads up that an order is coming and she can let you know if it seems possible.

Normal route: Walmart/Target, Hornbacher’s, a craft store, Sam’s, an office supply store.

Other Stores: Menards, Scheels, Home Depot, or Asian American Market are all time consuming so please add an extra shopping day if requesting these stores.

Cold/Frozen items: These items will be purchased at Hornbacher’s or Sam’s. Check out time at Walmart takes too long to keep frozen/cold things. Please include at least an extra $10 - $15 in budget for Hornbacher’s prices vs Walmart.

The purchase request form is in the shared drive in the Hall Director section. Please note: there are 3 tabs to this form. 1st tab is the items to be purchased. The other two tabs have a list of stores and guidelines including gift card information. S:\ResidenceLife\SHARED\Hall Director\8 - Purchasing

The entire purchasing spreadsheet form must be completed because Carin will copy and paste into another spreadsheet that she uses for each month/year. Use the one that is on the shared drive under Hall Director.

Please do not tell Carin or Tammy “whenever” for a date needed and please do not leave the date blank.

Estimated cost vs budgeted cost: it is very helpful to have at least an extra $10-$15 added to your budget for the program in case the store does not have exactly what you need. Rounding up to the nearest dollar is not enough.

Links to specific items are appreciated - please put link in the Link/Store Notes cell on the purchase form and not in the Item Description column. A link to find Oreos or Doritos is not necessary but please include a website link if there is a special frame in mind or crafting items, scrapbook paper, electronic devices, books, and anything on Amazon or any on line order.

All events are required to have an attendance list. Use your card reader and give Carin the excel sheet the next business day. Please add name and date of event, what was purchased, what food was present.

See Attendance section for guidelines on tracking attendance and using card readers.

Be detailed but flexible:

Oreos: regular, Double Stuf, generic, family size

Markers: sharpie, fine point, dry erase, Crayola

Googly Eyes: how many, how much, what size, assortment

If Carin receives your list on Thursday and you need it Friday then she will do her best to accommodate but sometimes the stores do not have everything on the shelves.

Perishable Items: when planning your event please keep in mind that fresh fruit, vegetables, and bakery goods are best if purchased the day of the event or the day before. This gets tricky if an event is planned for a Sunday or Monday. In these cases, a quick trip to Hornbacher’s might be the best alternative.

Gift Cards:

Buffalo Wild Wings

NDSU Bookstore

Erbert & Gerbert’s

Scheels

Sandy’s Donuts

Hornbacher’s

Caribou in MU

West Acres o We need to order West Acres gift cards by mail so please plan ahead to include

mail delivery time. Also, West Acres has a minimum of $20.00. West Acres Mall Cards may be used to make purchases at participating West Acres retailers that accept credit cards.

o West Acres Mall Cards may also be used at Panera Bread, Chick-fil-A, Granite City, and West Acres Cinema.

On Line Ordering

A two-week notice is preferred to order on line. If it is not two weeks then you will be contacted about extra shipping costs and if you wish to proceed. Please include a budget for shipping costs.

We do not have an Amazon Prime account.

On the Purchase Request form, add the product link in the Links/Store Notes column and not in the Item Description column.

We are starting to purchase a few things with Walmart on line. Try to look for items that state they are “Sold & Shipped” by Walmart. You can add that to your filter on Walmart.com. They have a lot of vendors that sell things through Walmart and not all items are included in their tax-exempt policy. Carin can start the order and see if it will go through correctly. At this point, Carin cannot guarantee that Walmart orders will work but she will continue to test it.

Submitting Work Orders: You will need to submit a work order to Angie if you order something that needs to be hung up on a wall (i.e. TV or large painting or white board). This means, we contact Facilities Management to complete the work. When submitting work orders for projects being funded by Hall Government, please do the following:

1) When budgeting for the work order remember that you are paying for the cost of labor of the individual(s) that is performing the work.

a. There are generally 2 people especially with things being hung up. You are not paying for the job itself.

b. For example, if you are having 2 whiteboards hung you can figure: $52/hour X 2 people for 1 hour of work=$104 you would pay.

2) Submit the work order to Angie once the work is approved by your Hall Government and ALL the items that are needing to be hung/installed have arrived and are ready to be installed.

3) Include proper FUNDING for the work order. If you have questions, please contact Angie.

Section VI: Apparel & Promotional Items

Halls that are interested in ordering apparel or promotional items need to follow university regulations and must be approved by RHA prior to ordering. RHA is currently a registered student organization which means that we may use the athletic logos but must have items produced by a licensed vendor. The process for ordering apparel or promotional items:

1. Hall Governments/Staff identify if they desire to create apparel/promotional item. Identify who is paying for it and allocate funds as needed (example: if halls are initially paying for shirts, then hall government needs to approve to spend money.)

2. Create design 3. Submit design to RHA to review & vote on

a. Send design to RHA President to be placed on the agenda. b. Once approved by RHA, continue on through the process.

4. Submit Apparel/Promotional Items Request Form on the website a. Contact Info b. Item/style (shirt with long sleeve, short, hat, etc.) c. Amount/Sizes if applicable d. Shirt Color/Design color e. Vendor of Choice f. Submit Design g. *NOTE: All payment must go through the Residence Life Office. Students cannot

purchase from vendor directly. 5. Carin submits information to vendor 6. Once quote is received, Carin sends information back to hall contact/advisor for final

approval & official quantity & sizes 7. Hall Government collects quantity, sizes and money 8. Submit final quantity & sizes to Carin via email 9. If applicable, advisor brings counted cash/check to Tammy with a note of what the

money is for 10. Once appeal/items are in, Carin will contact advisor.

NOTE: All payment must go through the Residence Life Office. Students cannot purchase from vendors directly. Here is a link to the form: https://docs.google.com/forms/d/e/1FAIpQLSeYmSkGBjc6u4ORqrItxpnPyZrXrJxrUsZo-izJMIy-a9aoXA/viewform

Section VII: Food

You can order from: Buffalo Wild Wings, Sandy’s Donuts, Erbert & Gerberts, Dominos, Papa John’s, and Insomnia Cookies. You can also have Carin pick up pizzas at Papa Murphy’s for you to bake later. Use the Google form called Residence Life Food Ordering Form. https://docs.google.com/forms/d/e/1FAIpQLSei_RlouqkcHXqwvxZkOO3vvnY_g3xYO7WTjJ0xlBaJ61hh_A/viewform General food ordering information and helpful hints:

Buffalo Wild Wings: Carin will place the order. You will pick up. You will need to write in our billing information on their charge slip:

o NDSU Residence Life, PO BOX 6060 Dept 3430, Fargo ND 58108. Tax Exempt number is E5411. Billing phone is 701-231-7558

Sandy’s Donuts has two locations: Downtown and West Fargo. We have a charge account. Orders are made by Carin through the West Fargo store but we can pick up downtown. You can pick up if you want and not pay a delivery fee. Donuts can be delivered. Their delivery charge is a range of $5.50-$6.50. All orders have to be called in first by Carin.

Erbert & Gerberts: They can deliver for a fee or you can pick up downtown. Carin will need at least 2 business days to place order.

Pizza Delivery and Carry Out: You can order from Dominos or Papa John’s from the 19th Ave North locations only.

o At Dominos, they call it a “charge slip”. They will give you two receipts. One is yellow and one is the cash register receipt. Tell them you need both receipts and give these to Carin.

o At Papa John’s, they call it “on a charge account” and they will give you a cash register receipt only. Give this to Carin.

Insomnia Cookies: Carin will need at least 5 business days to place an order. The order is placed through an APV. They deliver. They will not give you a receipt and the tip is already included in the APV. Do not exchange any money with them.

Papa Murphy’s: Carin can pick up pizzas from Papa Murphy’s. Use Food Ordering form but know that Carin will pick up and bring back to the records room and store in refrigerator.

Tips: Please tip Dominos, Papa John’s, Erbert & Gerbert’s, and BWW even if picking up. The norm is 10-15%. Do not go over 18%.

o We do not tip at Sandy’s because they already have the invoice ready

when picking up. If they are delivering, you can see if you are able to tip.

o Insomnia Cookies already has the tip included in the APV.

o Be prepared to pay the overage if more than 18% is tipped.

Receipts:

Get receipts to Carin by the next business day. You can put them in her Inbox. Email her the attendance excel spreadsheet. If your hall did not receive the proper receipt then it is very important you tell Carin right away. These receipts are easier to track down if caught sooner rather than later.

Receipts - Double check your itemized receipts to make sure you were not charged tax if you are picking up food or signing for food that was delivered.

Section VIII: Additional Information, Helpful Hints and Funding Info Additional Information:

We have a refrigerator and a freezer in the records room at West Bison Court. Carin will label everything.

Please return tote bags and please do not take the plastic bins. Please help keep the records room tidy.

Please pick up purchases in a timely manner.

You must review your purchasing lists that you receive from RAs and HGs before forwarding to Carin. Check for a total budget. Incomplete forms will be sent back.

Check over your receipts and make sure that they are correct with amounts and funding numbers. If there is an issue, it is easier for Carin and Tammy to change right away instead of days/weeks/months down the road.

You can send your RAs or HG members over here to pick up things but just make sure they know what they are picking up. Please remind them not to take the plastic bins and to return the bags.

Just because something is on a website does not mean it is in the store (Dollar Tree and Walmart are good examples of this).

Once again, please be diligent about attendance tracking. Use the card reader and submit lists to Carin with the name of the event, date, and the list the items that were purchased (i.e. supplies and ingredients for ice cream sundaes) (you don’t have to list everything specifically like bowls, vanilla ice cream, chocolate ice cream, spoons, sprinkles).

Employee/Student purchases: You will not be reimbursed if you purchase anything with your own money.

Receipts - Double check your itemized receipts to make sure you were not charged tax if you are picking up food or signing for food that was delivered.

Shipping:

The Bookstore can ship UPS and can charge to our department.

USPS – Shipping charges can go on Carin’s pro card but we cannot purchase stamps.

Mailing a letter – you can mail a letter from the Central Office. Go to the Records Room. In the back NW corner there is a stack of mailing forms and an example is taped to the counter. Complete the form and put the item(s) to be mailed into the white campus mail bin. They will charge our department for the postage.

Copies:

Carin can print 15 colored copies a week per hall if less than 25% of the page is colored.

You have two other options: Design & Sign in MU and/or Print & Copy in Morrill Hall. You can order on line through Print & Copy. The Design & Sign office in the Union would be good for large plotters and assistance with design.

Print & Copy would be good for colored copies, forms, letters, fliers, booklets, postcards, etc. and might be cheaper.

Funding Information: Below are funding numbers to use on the purchase form:

Hall HG Project Number

Office Funding

Staff Development Funding

Fund Dept

Burgum FARA000902 12320 12320 17110 3430

Cater FARA000911 12336 12336 17110 3430

Churchill FARA000912 12322 12322 17110 3430

Dinan FARA000904 12318 12318 17110 3430

Johnson FARA000913 12317 12317 17110 3430

MLLC East FARA000903 12327 12327 17110 3430

MLLC West FARA000903 12331 12331 17110 3430

Niskanen FARA000910 12314 12314 17110 3430

Pavek FARA000909 12326 12326 17110 3430

Reed FARA000913 12321 12321 17110 3430

Seim FARA000908 12325 12325 17110 3430

Sevrinson FARA000907 12323 12323 17110 3430

Stockbridge FARA000914 12319 12319 17110 3430

Thompson FARA000906 12324 12324 17110 3430

North Weible

FARA000905 12316 12316 17110 3430

South Weible

FARA000905

12315 12315 17110 3430

Questions: Please visit with Jen, Carin or Tammy personally if you have questions about this manual.