Accounting Paperwork 101

Introduction

Office Hours Monday-Friday 8-8 & Saturday 10-6

Phone: 775-682-5408

All forms can be found online at http://www.nevadaasun.com/ or next to the ASUN information desk!

E-mail: accounting@asun.unr.edu

Signature Card

Need at least two people on card to be valid.

Please only put people that you trust to sign off on club paperwork!

Must be updated when officers change!

Credit Card/Costco

Turn in 24 hours in advance!

A list of names need to be turned in if less then 20 people are at event.

Costco forms will be placed in boxes.

An itemized receipt must be turned in with the credit card.

No tax to be charged!

Card cannot be used to buy:

Items for Personal use

Cash Advances

Independent Contractor Expenses other than airfare

Printing/Copying Service over $50 must be approved by Marketing & Communications and a release authorization number given (does not apply to departments outside the Reno/Sparks area)

Travel Expenses for employee’s hotels, meals and personal travel expenses.

Traveler Checks

Gas

Recurring Transactions that should be requisitioned through the Business Center North.

Purchasing gift cards for employee(s) is the equivalent to giving the employees cash and is not allowed. Payments to employees, other than reimbursement of expenses, can only be made through payroll.

Tuition

Firearms

Ammunition

Alcohol

Print Release

If making a purchase of $50.00 or more off campus for printing.

http://www.unr.edu/im/policies/print-release

The card cannot be picked up until we have proof that this has been done!

Please e-mail print number to accounting@asun.unr.edu

Request for Check/Reimbursement

Checks take at least 10 to 15 working days to be sent to Cashier’s or vendor!

Please remember to add students R/NSHE# if it is a reimbursement or tax ID# if it is a vendor.

BPO’s need quotes and then final invoice after event.

Internal Accounting

IPO forms are for places on campus that do not take our credit card.

Transfer of funds is for clubs that need to transfer money to another club or department. No invoice is needed.

Cash Box

All departments/clubs can use a cash box.

Please turn in form 24 hours before event.

Cash Gift

The donor must complete the form!

Make sure that club name is on the form!

Must have tax ID number or social security number

Gift in Kind

Used for gifts that are donations and not cash.

Must be filled out by donor.

Remember to put club name and someone from the club that can be contacted.

Prize Receipt Form

Please return within 24 hours after event.

Club will be placed on hold if form is not turned in

We need either R/NSHE number for student/staff or social security for non student of staff.

Copy Code Form

The Forms are located next to the ASUN Front Desk and by both copy machines

Takes about a week to get copy code

Travel (Before Trip)

The first part of the travel paperwork needs to be turned in 15 days minimum before your trip!

The form MUST be typed!

Will not get reimbursement check unless this is turned in before trip!

Travel (After Trip)

Travel claim must be turned in no more then ten days after your trip!

All original receipts must be turned in with claim!

If more then one person went on the trip

Reimbursement checks take about a month!

Team Travel Claim (cont.)

This form MUST be turned in with the team travel claim.

Everyone who went on the trip must sign it!

Travel (After Trip Continued)

To be filled out only if one person went on the trip

Original receipts need to be attached

Reimbursement checks take about a month!