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More Information for the Treasurer - Chocolatiers Wiki

More Information for the Treasurer

From Chocolatiers Wiki

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==Job Description==  
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=Job Description=  
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Keep our funding up to date by submitting applications to Finboard by deadlines.  Handle reimbursements to people after events or purchases.  They should give the receipts to you and you will take them to the Student Life Programs Office on the 5th floor of the student center and fill out forms for reimbursements.  By putting the person getting reimbursed email on the form they will be informed when the check is ready and can pick it up them selves.
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Keep our funding up to date by submitting applications to Finboard by deadlines.  Handle reimbursements to people after events or purchases.  They should give the receipts to you and you will take them to the Student Life Programs Office on the 5th floor of the student center and fill out forms for reimbursements.
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==Responsibilities==
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=Responsibilities=
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=Budgets=
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Maintain the Laboratory for Chocolate Science's financial records<br>
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Budgets for Summer/Fall and IAP/Spring:
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Reimburse members for expenses paid out-of-pocket for the club's sake<br>
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Deadline for Summer Fall: Beginning of May
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Submit financial applications to the UA inboard<br>
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Deadline for IAP/Spring: End of November
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Look here for application and exact dates http://web.mit.edu/finboard/www/
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=Reimbursements=
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==Budgets==
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Go to the Student Life Programs Office on the 5th floor of the student center.  Inside the door to the right in a small shelf area are the forms.  The blue Finance Board Expense Vouchers are for paying for or getting reimbursed for items on the budget.  The green Student Activities Expense Vouchers are from our main account and for things not in our budget.  There are also forms to deposit money into our main account.  The person getting reimbursed can not be the financial signatory.  Put in the email of the person who needs to pick up the check and they will contact them when it is ready.
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Budgets for Summer/Fall and IAP/Spring:<br>
 +
Deadline for Summer Fall: Beginning of May<br>
 +
Deadline for IAP/Spring: End of November<br>
 +
Look here for application and exact dates: http://web.mit.edu/finboard/www/
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=Things to do first=
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==Reimbursements==
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*Become a financial signatory by having a current office assign you as one at  
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Go to Atlas.mit.edu (need working certificates)
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On the top-left, in the Menu box, select Full Catalog
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Under Manage Reimbursements (RFPs), select Reimbursement
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Input the name of the student receiving reimbursement for their purchase, if non-MIT, contact a previous treasurer or contact the SAO staff for information.
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Fill out the form and send to the appropriate receiver in the SAO office (sorry, it changes every now and then. October 2014 it's Mary Mango)
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You will need electronic copies of the receipts.
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'''Evidence of ''what was purchased'','' how it was purchased'', and the ''amount'' of the purchase is required for a reimbursement''.
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Once the RFP is sent, print it, attach the physical receipts, and go to the Student Activities Office on the 5th floor of the student center. Put the RFP in the indicated slot. SAO closes at 5pm on weekdays and isn't open on Weekends. When closed, you can put the RFP in the slot in the door. Make sure you staple it, they hate it when you use a paperclip or something. It should be stapled. The staff there are extremely nice and helpful.
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==Things to do==
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*Become a financial signatory by having a current officer assign you as one at  
http://web.mit.edu/asa/www/asa-db.shtml
http://web.mit.edu/asa/www/asa-db.shtml
*Request online account access
*Request online account access
http://web.mit.edu/slp/money/authorization.shtml
http://web.mit.edu/slp/money/authorization.shtml
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Data Warehouse access request form , Roles Database authorization   
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Data Warehouse access request form, Roles Database authorization   
*Sign up to get training at http://web.mit.edu/slp/money/training.shtml
*Sign up to get training at http://web.mit.edu/slp/money/training.shtml

Latest revision as of 21:44, 3 November 2014

Contents

Job Description

Keep our funding up to date by submitting applications to Finboard by deadlines. Handle reimbursements to people after events or purchases. They should give the receipts to you and you will take them to the Student Life Programs Office on the 5th floor of the student center and fill out forms for reimbursements.

Responsibilities

Maintain the Laboratory for Chocolate Science's financial records
Reimburse members for expenses paid out-of-pocket for the club's sake
Submit financial applications to the UA inboard

Budgets

Budgets for Summer/Fall and IAP/Spring:
Deadline for Summer Fall: Beginning of May
Deadline for IAP/Spring: End of November
Look here for application and exact dates: http://web.mit.edu/finboard/www/

Reimbursements

Go to Atlas.mit.edu (need working certificates) On the top-left, in the Menu box, select Full Catalog Under Manage Reimbursements (RFPs), select Reimbursement Input the name of the student receiving reimbursement for their purchase, if non-MIT, contact a previous treasurer or contact the SAO staff for information. Fill out the form and send to the appropriate receiver in the SAO office (sorry, it changes every now and then. October 2014 it's Mary Mango) You will need electronic copies of the receipts. 'Evidence of what was purchased, how it was purchased, and the amount of the purchase is required for a reimbursement. Once the RFP is sent, print it, attach the physical receipts, and go to the Student Activities Office on the 5th floor of the student center. Put the RFP in the indicated slot. SAO closes at 5pm on weekdays and isn't open on Weekends. When closed, you can put the RFP in the slot in the door. Make sure you staple it, they hate it when you use a paperclip or something. It should be stapled. The staff there are extremely nice and helpful.

Things to do

  • Become a financial signatory by having a current officer assign you as one at

http://web.mit.edu/asa/www/asa-db.shtml

  • Request online account access

http://web.mit.edu/slp/money/authorization.shtml

Data Warehouse access request form, Roles Database authorization

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