Contact: JJ Boggs—x3108
SGA Finance Committee Website
Organization Budget Check
Getting a Student Organization Account
Once a student organization has been approved by the Constitution Committee, a Student Organization Account is created for the group. This account is established regardless of Finance Committee funding. Sources of funding, such as cash from dues, revenue from ticket sales or fundraisers, or a completed journal entry transfer form with funding from a campus department, must be processed through this account. Accounts in local banks are not permitted. Maintaining an off-campus bank account may result in a loss of access to College and SGA funds.
Accessing and Monitoring Funds
Student organizations are able to submit an online request that budget be sent to you. Budget reports will be run automatically on a daily basis and student leaders are able to go to a web site and request the report to be emailed to the organization’s inbox. Click here to check your account. You will need your full student organization email address (ex. chess@middlebury.edu) and organization password.
Each organization should develop its own methods of bookkeeping. Please inform CCAL as soon as possible if there is an error in your statement so that the error may be investigated.
Group leaders have fiduciary responsibility for the organizational budgets. Treasurers may request a full review their accounts at any time by contacting the Assistant Director of Campus Activities.
Deposits
Deposits of checks and cash must be made through the CCAL office. Groups should not pay for organization expenses from cash receipts.
Expenditures
All expenditures must be approved by the Finance Committee at least two weeks IN ADVANCE of the purchase. Orders for equipment and supplies must be made through CCAL. Unauthorized purchases will be the responsibility of the purchaser and will be billed to that student’s personal account. All expenditures must be submitted electronically to the Finance Committee for approval.
Bills must be submitted to CCAL by Monday noon of each week in order that they be processed for that Friday’s check issuance. Only original invoices will be accepted by the Accounting Office for payment. If you wish a reimbursement for an expense already incurred, an original receipt must be provided.
Supplies purchased at the College Book Store and copies / printing from Reprographics will be charged to your organization’s account. Student organizations may also use the photocopiers in CCAL and in the Crest Room.
Purchased may also be made in town and charged to your organization account. Bring the receipt to CCAL. Charging eliminates Vermont State Sales Tax. Make sure to include on the receipt:
- Your Name: Printed and Signature
- ID number
- Organization
- Name and Index Code
Purchase Orders and Procurement Cards
When buying items such as supplies, decorations, or t-shirts the College requires that the purchasing group get a Purchase Order (PO) or CCAL Procurement Card in advance. You will need the name and address of the company, the items you are purchasing, the cost per item, and your account number to be charged.
Transfers between Groups—Journal Entry
Journal Entries are used to move funds from one campus account to another. For example, if a Commons cosponsored an event or of a student group paid for an item at the Bookstore, a Journal Entry would take care of the transfer of funds. If you are receiving co-sponsorship you need to inform CCAL to arrange for the transfer. You will need the Banner Index for both groups.
Vouchers—Check Requests
If you need to pay for a performer or a contracted service CCAL will help you complete a College Voucher Form. A voucher will generate a check in the name of the performer or contractor. Forms must be submitted at least one (1) week before the required date. If you need the check to give directly to a performer please make that request at the time of submission or the check will be mailed. You will need a completed Middlebury College contract, College Rider, and W-9 Form that includes the name and address of the performer or contractor, the name and date of the event or service, and the account number to which you would like the bill charged. NOTE: There are special procedures for the contracting and payment of international speakers and performers.
Movie Rental
Please check with CCAL to reserve a date and facility for showing the film. As soon as you have chosen a film, clear the expense with the Finance Committee, and determine if there will be an admission charge. Ordering of films must be done through the CCAL at least 2 to 3 weeks in advance using a Film Rental Requisition Form. CCAL will forward the request to Library Informational Services for processing after funding has been approved. Your films will be delivered directly to the Library and the College Mailing Services will mail films back. Charges for mailing will be billed to your organization account.
Contracts for Performers and Speakers
Any expenses incurred in arranging a performer or speaker (i.e. honorarium, fee, travel, meals, lodging) must be approved by the Finance Committee prior to making a firm commitment. NOTE: In the State of Vermont verbal contracts are binding.
For student organization events using off-campus talent for an event, contracts with the performer must be signed by the Director of CCAL or his designate. If the performer/lecturer is a US citizen or Green card holder, a contract, a W-9, and the Middlebury College Rider are sufficient, but if the performer/lecturer is neither, the Tax Office needs to be contacted first before making a binding offer in order to ensure that the performer/lecturer can actually be invited and/or be paid. After a completed contract, W-9, Middlebury College Rider, and/or other necessary forms have been received, follow the procedure under Vouchers for the payment of your performer. All contracts are filed with CCAL.
In the case of a speaker a letter of agreement will suffice in lieu of a contract but must mention the date, time and location of the lecture, the amount of fee honorarium agreed upon and the lecturer’s Social Security Number. It should also specify whether travel costs and/or lodging and meals are to be included in the honorarium or are the responsibility of the organization. A W-9 and Rider will also need to be completed.
Be sure that you have discussed all arrangements with the Finance Committee and CCAL. If no expenses are to be incurred, you do not need Finance Committee approval but you do need to make arrangements for a location and time through CCAL . Do not make any payment, contract or travel arrangements until after you have spoken with a CCAL staff member.
Back-Up Documentation
Original invoices and original receipts must be submitted to CCAL for payment of bills and reimbursement. Credit card authorization slips alone are not acceptable back-up. The original itemized receipt (i.e. the itemized tape from Shaw’s or the itemized bill from a restaurant) must also be attached. Copies will not be accepted. Please tape all receipts to 8 1/2 x 11 white paper and attach that sheet to the voucher. This will help the Accounting Office.
Over-Expenditures, Fines, and Damages
Middlebury College will not cover expenses for student organizations that spend more than they have in their accounts or those that incur fees for fines and/or damages. Such over-expenditures will be the responsibility of Finance Officers/Lead Officers. If the above listed officers knowingly authorize over-expenditures, they will be held individually responsible, with the expense added to their term bills. This includes parking and traffic violations.
Use of Alcohol
To serve alcohol at your event you must obtain a Vermont Liquor License under the College permit. To do this, complete the form in CCAL at least 21 days before the event and take the form to the College Dining Events department in Freeman International Center (FIC). To use Student Activity Fee money for alcohol, the Finance Committee’s process of allocation of funds and a liquor license must be completed.