Financial Transactions and Forms

Financial Transactions

Student groups have access to their University funds to spend and receive money on behalf their organizations. These funds sit in an account called a chartstring in the University's accounting system. 

The two main platforms to through which the student group can monitor and access their funds are Prime and Concur. 

  • Prime is the financial system for the University including student organizations.  To ensure that Prime reflects the group's current financial status, both revenue and expense transactions should be processed on a timely basis. 
  • Concur is the University's expense reimbursement system. 

Student organizations may not sign contracts (vendors, publications, services, etc.). Contact Ian Deas ODUS Program Coordinator for more information. Expense reports must have a corresponding event in CLEVER, itemized receipts and approval by the organization's treasurer before ODUS processing.  If the treasurer incurred the expense, the report must be approved by the organization's president. 

The following expenses are prohibited:

  • Alcohol
  • Gift cards
  • Venmo, Paypal or equivalents
  • Services (e.g., photographers, deejay's, etc.)

Concur transactions will not appear in the Prime system until they are processed and approved by the student organization treasurer, ODUS administrator and Office of Finance and Treasury. 

CLEVER Event Registration

Beginning in Spring 2019, all student organization events must be registered in CLEVER. The event date must match the expense reimbursement reports, and applies to weekly group meetings as well as large scale events. If this is a large scale event, meet with the both the ODUS Financial and Program Coordinators as early as possible in the planning cycle. This is an integral part of the planning and budgeting process. 

Princeton University Sales Tax Exemption

Students must present tax exempt forms when making purchases. Do not pay sales tax. Student organizations are an extension of the University, a recognized non-profit with tax-exempt status.  

  • Federal Tax Exempt Number The University is registered under the Federal Tax Exempt number 22-73-0009F.
  • Out-of-Pocket-Purchases Form Vendors may require that you bring a printed copy of this form when you are making out of pocket purchases. 
  • Sales Tax Exemptions The Office of Finance & Treasury has created this page on Sales Tax Exemptions. 

Contact

  • For more help with financial policies, balances and information, please contact Karen Ehee
  • For general policies and procedures and programming, please contact ODUS
  • For assistance with financial transactions, please contact ODUSINFO.

How Will You Pay for It?

Funding Sources

University funding sources, contact Ian Deas for further information on the following:

  • Projects Board
  • Alcohol Initiative
  • ODUS Conference Fund
  • Academic Departments
  • Administrative Departments

Examples:

  • An academic department paying for a performance at a holiday party
  • An academic department funding an event or speaker 
  • Projects Board award for an on campus event
  • Reimbursement from another group for costs related to a co-sponsored event.   

Other Revenue Sources

  • Cash and checks (excluding donations). Deposit cash and checks in person at the Financial Service Center 7 New South using the deposit form within 5 business days.  Groups should not hold cash.
  • Payments collected by the University on behalf of your group

Examples:

  • Payment for services (e.g., a middle school pays your group for performing)
  • Annual dues
  • Gear sales
  • Ticketing revenue from a performance

How Will Your Group Receive the Funding?

  • SAFE - If you apply and are awarded funding in SAFE, the amount will be transferred by the funding department
  • Departmental Journal - Money awarded for funding proposals by an academic or administrative department will transferred in Prime.  You will need to provide  your chart string (Dept-Fund Code:  15XXX-Q0001).
  • From Another Student Group -  A payment from another student group may be made by sending an email with the payment details to ODUS Financial Coordinator, Karen Ehee, ccing both student group leaders.

Donations and Fundraising

Do not use the language of sponsorship. Student organizations are the sponsors. Donors are financial contributors or supporters. Tax deductible giving includes:

  • Individual Donations 
  • Alumni Fundraising (see below for more information)
  • Corporate and Foundation Gifts

Development will process donations sending a letter of acknowledgment for tax purposes to the donor and  crediting the student organization's Prime account. 

Ways to Give: 

  • Check:  Mail check payable to "Princeton University" to Development (address below),   including the student group name and/or number (15XXX) in the memo line.
  • Wire Transfers:  Gifts can be transferred electronically via domestic or international wire transfer payable in U.S. dollars.  Contact Karen Ehee, Financial Coordinator for wire transfer instructions.

Gift Records
PO Box 5357
Princeton, NJ 08540-5357

Legal name is: Trustees of Princeton University
Tax ID number (EIN) is: 21-0634501

Alumni Fundraising Guidelines:

Organized alumni fundraising  requests must be reviewed by ODUS and approved and sent out by Development.  Alumni may only be  contacted between from July 1 to Dec 31 each year (outside the Annual Giving period.)  Please submit any proposals to ODUS by mid-November. 

Expense Transaction Sources

On Campus Charges

An accounting journal is used to charge student organizations for University services (incl. Building Services, Dining, Student Agencies, etc.)  Journals may only be initiated by University administrators. Debits charge  student organizations for services they use.

Student organizations should provide their chart string (15XXX-Q0001) to the department providing the service in order to execute the charges.   Examples of charges student organizations may encounter are:

  • Dining Services charges for catering a reception
  • Building Services charges equipment rental and setup
  • Public Safety charges for late-night event staffing
  • Picture Perfect charges for photographing an event

Concur Reimbursements

Expense reports should be submitted within 5 days of the pruchase date. In order for a Princeton student to be reimbursed for student group out-of-pocket expenses, each student will need to use Concur (the University's travel and expense management system.) Please see this document for instructions on requesting reimbursement.

  • Log into Concur using your own netid.
  • After you are logged into Concur, go to Profile > Profile Settings > Expense Approvers. Type in your student group treasurer's name or net id and press Save. 
  • Next, go to the Expense tab and select Create New Report
  • Fill in the following: 
    • Report Name:  Event Name or Type of Expenses
    • Report Date:  Current Date
    • Report Type:  Domestic (or International if appropriate)
    • Business Purpose:  If you are only submitting one expense, describe the purchase, why it was made and the related event.  If you are submitting more than one expense, leave blank. 
    • Once you have completed required fields, press Next button
  • Now you will have to add your expenses.  Please make sure to have both credit card and itemized receipts for every purchase.
    • Expense Type:  Select from the provided list (often  Project Materials is appropriate if no other category makes sense) 
    • Transaction Date: Date on receipt
    • Business Purpose:  Describe the purchase, why it was made on behalf of the group and the related event
    • Vendor Name:  From receipt
    • Amount: From receipt
    • Comments: (if additional detail is needed)
    • Press Attach Receipt and attach copy of receipt/s (PDF, picture, etc)
    • Press Save
    • Continue until all expenses are added.
  • Once you have completed the report and there are no warnings or errors, press Submit Report.
  • After the treasurer of the group approves the expense report, an ODUS staff member and Finance will review and approve it before it is paid. The report may be sent back if needed.
  • Expenses are directly deposited into the student's bank account set up through TigerHub or, if not, issued to the student by check to be picked up at 7 New South. 

Note:

  • You may only request your own out-of-pocket expenses through your Concur login.  
  • The student organization's treasurer will review and approve each group member's expenses.  Expenses incurred by the treasurer must be approved by the organization's president.
  • Out-of-pocket reimbursements must be submitted via Concur within one week of purchase

Paying People and Companies

Payments for services to vendors and individuals unaffiliated with the University, as well as travel expense reimbursements for those individuals, are processed through Prime.  The information below describes the process for paying these types of expenses. 

Prior to Event

The first step in the payment process is determining whether or not the vendor or guest is already in the University's financial system. If they are not, they will have to be added. Therefore, at least two weeks before your event, please email ODUSINFO with the following information:

  • A brief description of the event
  • The reason you are bringing this individual/vendor to campus and the service they will be providing
  • Name individual/vendor payment should be made out to
  • The individual/vendor's contact name (if different from individual or business)
  • The individual/vendor's email address
  • Country of residence
  • Signed contract for the event (if a contract is necessary ODUS must sign it except for Student Agency contracts)

We will then begin the process of adding the individual/vendor to the Prime system (if necessary).  The individual/vendor will be contacted directly by Finance to set themselves up as a supplier in Prime.  Please let them know that they should be on the lookout for an email from the University. 

After the Event

To pay the vendor after the event we require one of the following:

Per Federal tax codes and University policy, students may not pay a vendor or individual out-of-pocket for services rendered and expect reimbursement from the University (e.g., paying a photographer and submitting an expense report in Concur). If such a reimbursement request is submitted, it will be denied.

Per University policy, students may not hire other students for services without first consulting the ODUS office. Invoices or submitted retroactively (without prior consultation) will not be paid. 

Reimbursement of Individual Travel and Other Expenses

If your group is reimbursing an individual for travel and reimbursable expenses (businesses may not be reimbursed), you will be required to provide the following after the event:

ODUS Credit Card

We believe that there should be no financial burden associated with being a member of a student organization. To this end, ODUS has a credit card dedicated specifically to student organizations. Please note that this card may only be used for purchases that can be made online or over the phone. The card may not leave the ODUS office.

Student groups can use this card for purchases if they abide by the following policies:

  1. Students must make an appointment at least one business day in advance on the ODUS Credit Card WASE calendar noting student organization name, vendor and approximate amount of purchase. 
  2. Receipts or invoices must be sent to odusinfo@princeton.edu within one week of the date of purchase. Online receipts automatically generated after purchase can be emailed during your appointment. Paper receipts must be scanned and emailed. 
  3. Due to the limited amount of space in our office, only two group members may come to the scheduled appointment.
  4. All shopping must be done before your appointment. If an online shopping cart cannot be saved, you must have a detailed list prepared. In the event you are purchasing plane tickets, please have a site, flight number and list of traveling students' legal names and dates of birth ready.
  5. A point of delivery must be established for all purchases, usually a Frist mailbox or a department address. The ODUS office is not an acceptable delivery address.

Failure to abide by any of the policies listed above will result in your group's loss of ODUS credit card privileges.

 

Finance Forms

  • Departmental Deposit Form: If your group has received a payment or deposit in the form of cash or a check, fill out this form and take it (and the funds) to the 7th floor of New South for deposit.  Per University regulations, cash should be deposited within 5 business days.  Use chartstring 15XXX-Q0001-4715 (Other Inc-Misc Receipts). For donations, see the Donations and Fundraising section above. 
  • Guest Reimbursement Request: Use this form if your speaker or guest needs to be reimbursed for travel, incidentals, or out-of-pocket expenses. This form should be signed by the guest, scanned, and emailed to oudsinfo@princeton.edu with copies of all related receipts.
  • Limited Engagement Agreement (US Citizens and Foreign Nationals):  This is an agreement/contract between Princeton and an individual providing a service, used in lieu of an invoice
  • Honorarium Acceptance Form: Princeton student organizations rarely pay Honorariums.  The majority of service providers fall under Limited Engagement Agreement.  See above.
  • Missing Original Receipt Form:  ODUS requires receipts for all expenses.  If you lose or misplace a receipt under $50, please fill out the missing original receipt form in Prime to attach to the expense.  If the expense is over $50, you may find a link in Concur under the Attach Receipt button at the top of the page. 
  • Sales Tax Exemption Form: 27 states do not require Princeton University (and, by extension, Princeton student organizations) to pay state sales tax on all or most purchases of goods and services used in that state. 
  • Form W-9 Request for Taxpayer Identification and Certification:  The University's W-9 is available for potential donors.  Please email ODUSINFO for a copy.

Event Planning Forms

  • Eating Club Event Form: This form is required any time a student organizations wishes to hold an event at an Eating Club. This form must be signed by the Club Manager and Undergraduate Club President. The completed form must be emailed to the ODUS program coordinator at least 1 week prior to your event.
  • Standard University Contracts: These are links to University-approved standard contracts

Miscellaneous Forms