Training for Budget Transactions:

Rules and Guidelines for

Contracts, Gift Card Requests, Online orders and

Payment of Invoices

http://info.jmu.edu/local_accounting/index.php

Update May 2014

Through quality programs, services and facilities, we create community that prepares students to become educated and enlightened citizens who lead meaningful and productive lives.

Each treasurer is required to provide a listing of all planned and budgeted events and activities for the year complete with dates (or estimated dates/locations)—these events are based on the budget presented to the Senate Finance Committee and include speakers, performers, festivals, etc. (no new events or programs without approval of the SFC);

All entries are color-coded (see color-key below) on a master calendar. This is an overall summary for planning purposes.

The treasurer of each FEB organization is the main contact for budget transactions (gift cards, invoices, DPOs).

The treasurer is the fiscal officer for their organization and should be aware of all expenses that are incurred.

The treasurer of each FEB organization is responsible to input gift card requests into the system two – three days before the card is actually needed.

The treasurer is responsible to get all invoices to Gail in a timely manner for payment.

The treasurer is responsible to bring all receipts or packing slips to Gail.

The treasurer is responsible to let Gail know immediately of any changes in officers during the semester (resignations, changes, etc.)

There are two kinds of contracts---Skilled Services and the Addendum.

A signed W-9 form must accompany either kind of contract. All signatures on either kind of contract must be original—no

faxes, scans or emails accepted. All contracts for performers, artists, speakers, etc. need to

be received at least two weeks or more prior to event date for processing. No contract will be processed without all blanks filled and a W-9 attached. Contracts received late may not be honored, which may cause cancellation of an event.

No payment is made to any guest performer on the day of the event---the two weeks processing time allows for timely payment immediately after the event.

No deposits are made to confirm a guest performer. Members of FEB student organizations are not allowed to

sign contracts representing JMU even for their own events.

The performer’s contract, the JMU Addendum contract and the W-9 must be submitted with all dates, times, and technical needs completed, but without signatures, for ‘striking’ by JMU.

Once the contract and addendum have been struck by JMU---which means that components of the contract may be struck out according to JMU’s rules and state guidelines. The contract is returned for all signatures on all parts by the guest performer.

The contract with all signatures must submitted two weeks prior to the event for processing of timely payment.

The Skilled Services contract is much simpler, but still ALL blanks (date, location, time, etc.) must be filled in prior to processing;

The performer is the ‘Contractor’ and JMU is the ‘Agency’ for signature purposes.

A completed W-9 must also accompany this contract.

All online orders are placed from Gail’s office/computer in order for payment to be made by credit card

Online orders cannot include any JMU logo or trademarked mark

Online orders cannot be charged sales tax so you will need to check ahead of time to see if the appropriate paperwork needs to be emailed in order to avoid being charged sales tax.

All t-shirt designs must be approved through Student Activities prior to ordering

If the words JMU or any trademarked mark are used in the design a licensed vendor must process and print the t-shirts

Pre-paid orders for t-shirts can be taken ahead of time or t-shirts can be ordered in bulk and sold (based on budgeted amount)

Either way---a list of names must accompany any money collected—both cash and checks. Please note: Credit cards cannot be used for t-

shirt purchases.

There can be no fundraising for charities unless a representative from the charity is actually in attendance at the whole event to collect moneyAny money given would be free-will, no set

entrance fee can be chargedThe FEB student organization will not touch

or count or have anything to do with the money collected

Is the item/expense in your budget? The org’s treasurer should submit a request through online

database at least three days—even longer if possible--prior to date needed.

Pick up and sign request form for gift card at Gail’s office in Taylor 205H. In signing for a gift card you are accepting responsibility for the total balance on the card. Please consider this responsibility when allowing others to use the card without your supervision. Personal reimbursement is required for ALL lost receipts or unapproved purchases. (FYI—Wal-Mart will not reprint a receipt if lost.)

Purchases of off-campus food for use at on-campus events MUST have signatory (copy of signed event form) and/or emailed approval from Angie Thompson at Gibbons Entrance 7 prior to purchase. (phone 85150 or thomp4am@jmu.edu)

Return ALL receipts along with the gift card at earliest possible opportunity---you are responsible for the gift card until you sign and date the return on the original request form.

Complete and sign BMCF (business meal certification form) for any food or beverage items purchased (even water).

The Commonwealth acts in accordance with the Prompt Pay Act – 30 days from receipt of invoice (counted from the day paperwork is received in Accounts Payable not when processed in individual offices)

Contracts for artists/speakers/performers need to be correctly completed with all blanks filled and in process two weeks prior to event. Payments to artists/ speakers/performers will be mailed in order to be received 7-10 days following an event (no deposit prior to events)

NO IMMEDIATE CHECK PROCESSING---please don’t promise any vendor or performer immediate payment by check