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ASUN Central Station

ASUN Central Station. Introduction. Office Hours Monday-Friday 8am to 8pm. Saturdays 10:00 am to 6:00 pm (May Change Next Semester) Sundays and Holiday’s closed Summers 8:00-5:00 Weekdays and Closed Weekends Phone Number 784-6589

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ASUN Central Station

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  1. ASUN Central Station

  2. Introduction • Office Hours Monday-Friday 8am to 8pm. • Saturdays 10:00 am to 6:00 pm (May Change Next Semester) • Sundays and Holiday’s closed • Summers 8:00-5:00 Weekdays and Closed Weekends • Phone Number 784-6589 • All forms can be found online at the ASUN website or at the ASUN accounting office! http://www.nevadaasun.com/forms/forms.html • E-mail: Accounting@asun.unr.edu • There is a drop box for after hours use between the Rita Laden Senate chambers and the front desk! • When you come see us sign in, sign in, sign in…

  3. What do we do? For Clubs / Organizations For ASUN Orgs Key requests Prox card requests Equipment Checkout Timesheets Hiring paperwork Tech Checkout • Check out credit cards • Checks for payment (CostCo) • Checks for reimbursement • Access club support funding • Deposit Money into your account • Process travel paperwork • Check out Cash boxes • Explain things • Electronic Funds Transfer

  4. Reminder: No longer use Club Signature cards We moved to utilizing just the president and treasurer from your club renewal application • We do not hold money and thus do not have change

  5. Payment Requesthttps://asun.wufoo.com/forms/payment-request-form/ • It is best to turn in 24 hours in advance! (Always plan earlier than later, early planning makes for a successful event) • A list of names need to be turned in if 20 or less people will attend the event that provides food or prizes • A detailed/itemized receipt needs to be turned in after a purchase is made • For quickest and easiest payment it is best to use a credit card

  6. Itemized/Detailed Receipts

  7. 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

  8. Request for Check/Reimbursement • All checks can take up to 10 to 15 working days to be processed to be sent to Cashier’s or mailed! (Plan Early!) • Please remember to add students NSHE# if it is a reimbursement or tax ID# (W-9) if it is a vendor. http://www.irs.gov/pub/irs-pdf/fw9.pdf • BPO are for orders that are $2000.00 or more and off campus. We need an quote/estimate and tax ID#!

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

  10. Cash Box https://asun.wufoo.com/forms/cash-box-checkout-form/ • All departments/clubs can check out a cash box. • Please turn in form 24 hours before event. • After an event it is a good idea to have one individual hold the keys and one individual keep the cash box for security purposes • Be sure to return the key with the box or your club will be charged a $10.00 fee to replace the key

  11. Cash Gift • The donor must complete the form! • Make sure that club name is on the form! • Make sure money isattached Located at :http://www.nevadaasun.com/forms/forms.html

  12. 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. Located at http://www.nevadaasun.com/forms/forms.html

  13. Prize Receipt Form • Please return within 24 hours after event. • Club will be placed on hold if form is not turned in Located at http://www.nevadaasun.com/forms/forms.html

  14. Travelhttp://www.unr.edu/campus-business/all-forms#552 Before After 10 days or you wont get paid  (Sooner is better) Detailed / Itemized Receipts Per diem Any and all receipts you want reimbursement for Gas After • 15 days before (Earlier is better) • Conference Schedule • Invoices if possible • Must be turned in before you can get a C.C. • As much as you can put together • Gas Before

  15. Purchasing Violations What happens if we do? • Fail to return a CC in 24 hours • Buy prohibited items • Get taxed • Buy items other than the items indicated on request • Spend over allotted amount • Gas • The splitting a single charge over 2000.00 • Didn’t fill out travel paperwork prior to accessing a CC • No event or list of names when using money for hosting (food, gifts, and prizes)

  16. Questions? Comments? Concerns?

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