SABOQuickHelpGuide2019-2020 1

INDEXNUMBERS&ACCOUNTCODES

CASHINDEX

6-digitnumberbeginningwith802XXXor830XXX.StudentgroupswillbesenttheirCashIndex numberafterthegrouphasbeenrecognizedbytheCenterforStudent Involvement.TheCashIndexislikeyourstudentgroupbankaccountnumber.Deposits willbecreditedandexpenses will be chargedtothisaccount.Moneyinthisaccountwillrolloveryeartoyear.Each grouponlyhasoneCashIndexnumber.

• ClubSportsTeams:Indexnumbersbeginwiththenumber“3”(3XXXXX)

BUDGETINDEX

6-digitnumberthatbeginswith800XXXor 801XXX.TheBudgetIndexis giventothestudentgroupaftertheyreceivefundingfromtheSGAFinanceBoardorGraduate StudentGovernment(GSG).TheBudgetIndexisalsolikeabankaccountnumberbutthemoneyin theBudgetIndexshouldonlybeusedforexpensesrelatedtotheprogramthatwasfundedbythe FinanceboardorGSG.Budgetindexfundsdonotrolloveryeartoyear.Depositsshouldnotbemadetothe Budget Index.EachgrouponlyhasoneBudgetIndex number.Formoreinformationonstudentgroupfundingforprogramsandeventspleasevisitthe SGAFinanceBoardwebsiteortheGraduateStudentGovernmentfundingwebsite

• ClubsportsTeams:DonothaveBudgetIndexnumbers.

LOOKINGUPINDEXNUMBERS

HelpfulTipsonhowtolookuptheIndexNumber1. Searchby“IndexDescription”andonlyenterpartofyourstudentgroupname.2. TheCashIndexnumberwillbeginwith802or830.Clubsportswillbeginwiththenumber“3”

3. TheBudgetIndexnumberwillbeginwith“800”or“801”(foroldergraduategroups)LookUpIndexNumberHere

NeedHelp?Contactsabo434@northeastern.edu

ACOUNTCODES5-digitnumberthattypicallybeginswitha“5”(forincome)or“7”(forexpenses).Everytransaction occurringwithinyourindexhasan“accountcode”associatedwithit.Theaccountcodeclassifiesthe

typeofincome/expensefortheindex.

Example:FoodExpense=74320|DuesIncome=50487

LookUp:SABOAccountCodes

2SABOQuickHelpGuide2019-2020

HOWTOMAKEADEPOSIT

AllFundsshouldbedepositedimmediatelytoSABOafterthemoneyiscollected.

1. PickupadepositslipfromtheSABOOfficelocatedin434JCSC(pleasedonotprintoutsample abovetomakedeposits)

2. Filloutthedepositslipwiththefollowinginformation• TheIndex#:Enteryourgroup’sCashIndex.DonotdeposittoBudgetindex.• SourceofFunds:Wherethemoneyiscomingfrom(Example:Bakesale,Dues,Donations)• Depositby:Nameofthepersonmakingthedeposit• Date:Datedepositisbeingmade• Cash&Checks–Listtotalcash,checks,&coinsthatarebeingdeposited.Thechecknumber

shouldbelistedtotheleftofthedollaramount.Allchecksshouldbemadepayableto“NortheasternUniversity”anddepositedimmediately.

ImportantnoteaboutdepositsforduesDeposits for membership dues should have a list each member and the amount of their payment. If any member’s payment varies from the standard amount due, a brief explanation will also be required. Please see Example below:

Student Group X: Yearly membership dues is $50 for each member. John Doe – paid $50

Jane Doe – Paid $100 (Payment for 2 years) Bobby Doe – Paid $50

3. Bringthecash/checksanddepositsliptotheSABOoffice.Wewillverifythetotalandgiveyou areceipt.Thefundsshouldappearinyouraccountwithin2to3Businessdays.NOMOREthan$4.00 worthofcoinscanbedepositedwithSABO.4. NightDeposit–IfSABOisclosed, contactaBuildingManagerattheoperationsdeskonthe3rd

flooroftheCurryStudentCenter(6173735429)tohelpyoumakeadepositintheSABONightSafe. Makesuretoincludeadepositslipwithyourdeposit.Youcanpickupyourreceiptthenextbusiness day.

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3SABOQuickHelpGuide2019-2020

HOWTOSPENDMONEY1. DirectPayRequest(Dpay)Usethisformtosendapaymentviachecktoacompanyoranindividualforaserviceorproductprovidedtoyourstudentgroup.FormsareonlyavailableontheSABOWebsitehere

HowtofilloutaDirectPayRequestForm(Don’tusethissamplecopy)o VendorName:Enterthenameofthepersonorcompanyyouarepaying.(Must

matchtheaddressonboththeinvoiceandtheW-9taxform(ifW-9isrequired)o SocialSecurityorTaxID:LeavethisareaBlank.TheW-9willbeusedtoverifythe

TaxIDorsocialsecuritynumber.o Address:Entertheaddressofthepersonorcompanyyouarepaying.Theaddress

mustmatchtheaddressonboththeinvoiceandtheW-9ifaW-9isrequiredo Invoice#:Theinvoicenumberontheinvoiceorthecontractnumber.Usethe

Invoicenumberifbothacontractandinvoiceisrequired.o InvoiceDate:Invoicedateorcontractdateo Index:EnteryourCashorBudgetIndexthatwillbecharged(Ex.8XXXXX)o Accountcode:Theaccountcoderelatedtotheexpense(Ex.Food74320)o NetAmount:Entertheamountbeingpaidtothevendor.o AdvisorApproval:Studentgroupfacultyadvisormustphysicallysignhereoremail

approvaltoSaboPay@northeastern.edualongwiththeDpayForm&allsupporting documentsinONEemail.

OptionsforSubmittingtheDpayForm1. InPerson:SubmitapprovedDpayformwithsupportingdocumentsto434JCSC

duringSABOofficeHours.(RequiredforDpayswithContracts)2. Viaemail:DownloadandEmailtheDpayForm&allsupportingdocumentsin one

emailtoSaboPay@northeastern.edu

100881

CONTACT NAME: PHONE:

Accounts Payable (245 RI) – Phone: 2652

SABOQuickHelpGuide2019-2020 4

Supporting documentationRequired: Supporting documents must be submitted withthe Dpay Form in order to be processed. Supporting documentation includes invoices,approved contracts, and W9’s tax forms (W-8’s for international vendors). Accountstatements,quotes,orpro-formainvoicescanNOTbeusedassupportingdocumentation.

� Invoice:Aninvoiceisabillfromthevendorrequestingpaymentforaproductorserviceprovided.ASeparateDpayFormmustbesubmittedforeachinvoice.

� W-9&W-8TaxForms:ACompletedW-9taxformshouldbecompletedbyallnewvendorsthathavenotpreviouslybeenpaidbyNortheastern.TheW-9shouldonlybesubmittedonce.TheW-9isnotrequiredtopaythevendoroncetheyhaveaW-9onfilewiththeUniversity.ThenameandaddressontheW9shouldmatchtheinformationontheDPAYform.W-8FormscanbeusedforinternationalvendorswithoutaU.S.TaxIDorsocialsecuritynumber.

� Contracts:PaymentsforthingssuchasFacilityRentals,Performers,DJ’s,andSpeakersmayrequireanapprovedcontractthroughtheCenterforStudentInvolvement(CSI).Acontractisconsidered“approved”whenitissignedbyboththeUniversityandtheVendor.PleasecontactyourprogrammanagerinCSIformoreinformationoncontractrequirements.

Allcheckswillbemailed:CheckswillbemailedtotheaddresslistedontheDpayformusuallywithin14businessdaysafterallSABOreceivesallproperlysubmittedpaperwork.ProcessingDelaysmayoccurduringyear-endpleaseplanaccordinglyandallowupto30daysforpaymenttobereceived.

2. SABOExpenseReimbursementVouchers

Usethisonlineformtoreimburseindividualswhomadepurchasesonbehalfofyourstudentgroup.Thisformshouldnotbefilledoutbyanyoneotherthanthepersonbeingreimbursed.

SABOReimbursementonlineprocess 1. Completetheexpensereimbursementvoucherformavailable HERE.Allfields

indicatedwithanasteriskare requriedandreceiptsmustbeuploaded inordertosubmittheform.

2. EnsureallreceiptsadheretoReceiptandProofofPaymentRequirements3. Onceyousubmitthe form,anemail(includingaPDFofallinformation submitted)

willautomaticallybesenttoyouradvisorforapproval.(Note:besure toinputyouradvisor’semailaddressaccuratelytoensuretheyreceivethis communication)Thesubmitteroftheformwillalsobeemailedacopyoftheform toretainfortheirrecords.

4. Youradvisormustthenforwardtheautomaticallygeneratedemailtheyreceiveto SABOatsabopay@northeastern.edustating that they"approve" the expense(s).

5. SABOwillreviewtheformbeforesendingalongtoAccountsPayable(A/P)for processing.

6. A/Pwillprocessthereimbursementandsendpaymentviadirectdeposit(ifthe personbeingreimbursedhasalreadyestablishedthiswithNortheastern–for studentemploymentpurposes,asanexample)orviacheckwithin10to14 businessdays.Checkswillbesenttotheaddresslistedontheformonly.

NOTE:SABOexpensereimbursementvoucherformisintendedtobeusedforreimbursementsforstudents,guests,andpart-timeemployeesoftheUniversityONLY.Full-timeFacultymembersandstaffshouldcontinuetousetheconcurplatformfortheirreimbursementneeds.ForconcurinquirescontactAP@northeastern.edu

SABOQuickHelpGuide2019-2020 5

HowtofilloutSABOExpenseReimbursementVouchero Name:Enterthenameofthepersonbeingreimbursed.Thisformshouldnotbe

filledoutbyanyoneotherthanthepersonbeingreimbursed.o Address:Entertheaddressofthepersonbeingreimbursed.Thecheckwillbe

mailedtothisaddress.o NUID:EnteryourNUIDnumber.ItisonlyrequiredforNUstudents.o TravelExpense,NonTravel,orBoth–maketheappropriateselectionand

entertheappropriatedescription/businesspurposeanddates.o Index:The6-digitCashorBudgetIndexthatwillbechargedforthe

reimbursement.o Accountcode:5-digitaccountcoderelatedtothetypeofexpense(Example

Food=74320)o OutofPocketExpense:Entertheamounttobereimbursedforeachaccount

codeorexpensetype.o Student/GuestApproval:Entername,date,email,phoneofpersonbeing

reimbursed.Thisshouldnotbefilledoutbyanyoneotherthantheperson beingreimbursed.

o AdvisorApproval:Enterthenameandemailofthecurrentstudentgroup facultyadvisor.

3. PettyCashReimbursementUsethisformforreimbursementsunder$50andreceivecashinhandinsteadofacheck.Formsarelocatedin434JCSConlyandmustbesubmittedinpersontoSABO.ReceiptorProofofPaymentRequired

• HowtofilloutaPettyCashForm(Don’tusethissamplecopy)o Date:Today’sDateo Amount:Totalamountofreimbursemento From:Yourstudentgroupnameo Index#:6-digitCashorBudgetIndexnumbero AccountCode:5-digitAccountcodeo ReasonforReimbursement:describetheexpenseincurred(ex.PizzaforMeeting)o AdvisorApproval:Yourstudentgroupfacultyadvisormustsignhereo CashReceivedby:nameofthepersonpickingupthePettycash

6SABOQuickHelpGuide2019-2020

HOWTOTRANSFERMONEYStudentGroupTransferForm–usethisformtotransfermoneybetweenstudentgroups.Formsarelocatedin434JCSC.

HowtofilloutStudentGroupTransferform(Don’tFilloutSampleCopy).§ DateSubmittedDateformwassubmittedtoSABO§ Amountoftransfer:Totaldollaramountbeingtransferred§ From:NameofStudentGroupsendingthemoney§ To:Studentgroupreceivingthemoney§ Reasonfortransfer:explainthereasonforthetransfer§ DebitOrganizationadvisorapprovalsignature:thefacultyadvisorof

thegroupsendingthemoneymustsignhere.§ Index#:6-digitCashorBudgetIndexnumber§ AccountCode:5-digitAccountcode

@ Northeastern

Dote Submitted:

From:(Debit Orgonizotion)

STUDENT ACTMIES BUSINESS OFFICE434J CURRY STUDENT CENTER, 617 .373.4329

STUDENT GROUP TRANSFER

Amount of Tronsfer: $

Account #:

Account #:

#T3678

lrnaev fl Actor*tl Co le

'lEaCey f A(covta+ (oAaTo:

Reoson for Tronshr: tr Co-Poyment for

(Credit Orgonizotion)

n Poyment for

tr Other (pleose exploin)

Debrt O rgo ni zati on odvisor o pprovo I sig notu re:

Directions for Use

. The debit orgonizotion odvisorlouthorized signoture MUST sign the form.

. Complete the form ond submit it to the Siudent Activiiies Business Office (434J CSC) for processing.

. Attoch supporting documentofion.

. This form moy bp used for tronsfer between student groups or for student group tronsoctions withuniversity deportments.

. When using this form for poyment o[ goods/services provided by o university deportment, pleoseottoch o stqtement itemizing food/services being provided ond ten digit university occount number.

. Ihrs form moy not be used for budget line item reallocotions. Pleose see Student Government(332 CSC) regording budget reollocqtions.

Ror.12/09al5811

White Copy: Student Activilies Business Office . Pink Copy: Debit Orgonizotion . Yellow Copy: Credit Orgonizotion

7SABO Quick Help Guide 2019-2020

HOWTOMAKETRAVELARRANGEMENTS1. BusRequest

• SubmitaSABOBusRequestForm• SABOwillprovideyouwithaquotefromanapprovedbuscompanywithin5 business

days.• ConfirmtheReservationwithSABOandthebuswillbereserved.• SABOwillsendyouabill(invoice)fromthebuscompanyafewweeksafterthetrip.• SubmitaDirectPayRequestwiththeinvoicetoSABOtopaytheinvoice.(SeeDpay

Sectionabovefordetails)

2. UniversityVanRequest• Firstyoumusthaveacertifieddriverlistedonthisform.ContactDarlene

(TransportationDepartment)@6173732343totakecertificationdrivingtest&get certificationcard.

• SubmitaSABOVanRequestForm• Aftertheformissubmitted,SABOwillletyouknowifthevanisavailablewithin3-5

businessdays.• BringdrivercertificationcardandNUIDcardtopickupkeystotheVan@Campus

Police(716ColumbusAve)• VanscanbepickeduponlowerlevelofRenaissanceParkGarage.• VanscanNOTtravelfurtherthan150milesfromNortheastern or be used overnight.• Vansarefreebutavailabilityisverylimited.Pleaseplanaccordinglyincaseathereis

notavanavailable.Only1van(11passengers)isavailableforuse.Studentsareresponsibleforgas.

3. Flight&Hotels• Contact a CSI program manager to have your travel approved. • Submitadetailedquoteanditineraryofyourtrip(Seeexamplebelow)alongwith

advisorapprovalandindexnumbertoSABOviaemailorinperson.• IfyouuseExpedia(NUpreferredvendor)remembertocreateanaccountandsavethe

itinerary&logininfo.• SABOwilluseaUniversitycreditcardtomakethereservationonyourbehalfwiththe

Expedialoginyouprovide.• ChargeswillbedirectlychargedtotheCashorBudgetIndexprovided.Chargestypically

appearwithinonemonth.