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Don settlements -Draft

Don settlements -Draft

Don Settlements Procedure

 

Background:

There are 2 types of Don’s (People who run the residences) some are considered Employees while most are considered students. These individuals are given a certain dollar value determined by which residence they are running, how many people are in that residence etc. This value can range anywhere between 80-1000 dollars. This is given as an advance to be used for events for students in the residence for a specific term. The Student expense forms are called Student Staff Community Fund Expense Claim Form while Employee Don’s are called Full Time Community Fund Expense Claim Form.

 

Instructions:

  • Locate & Open the Don Settlement file: R:\Accounts Payable Reports\Don Community Fund Settlements

  • Move & Copy the most recent tab and rename the tab to the current term and year.

  • Begin opening up one envelope at a time pull out the Don Settlement Claim Form

  • Double check that the term is correct (Occasionally you will receive an overdue settlement for another period).

  • Copy the Name of the individual, advance total, receipt total and hst portion into the corresponding columns of the spreadsheet and the right table student versus employee dons. If a Don spent more than their original advance, Column E will be highlighted, notifying you that not all the HST may be claimed. If you need to reduce the receipt total, start by removing receipts without HST. If the amount spent still exceeds the advance, you will need to start reducing the HST portion as you exclude receipts until the receipt total is less than the advance.

  • Inside the envelope you will also note that there are receipts. Spot check that the receipts and hst portions are correctly recorded on the sheet. Check receipts over 100 dollars, if there are none check a few between 50-90.

  • If there is a refund in the form of a check or cash separate this into an envelope marked Don Settlements – These will go to Suzanne in AR when you have them all

    • If there is a check – take a copy of the cheque and put this in the original envelope

  • Double check that on each form that it is signed by the claimant and a supervisor. Be careful that the claimant isn’t also the supervisor. Note errors in the comment/signature fields as needed.

  • When done save the file and email a copy of it to Konstantin.

  • Take the Don Settlement envelopes and give them to Konstantin

  • Take the Checks to your desk

  • Log into Sharepoint – open up the template located https://sharepoint.uwaterloo.ca/sites/Finance/Revenue/General%20Templates/Forms/AllItems.aspx

  • Rename the file C_APFinance_ddmmyyyy.xlsx save to your desktop for now

  • Fill out the Currency, Completed By, Department and Prep Date on the left side

  • In the Revenue description record Don Settlements – Term Year

  • In the Account, Work Order and Activity Section -  you will break it down by who gave you the cheques

    • Staff Don account 60310-10021-10160-100

    • Student Don Account 60310-10021-10157-100

  • In the name on Cheque part, type in the bank – name of person, chq date and put the Amt in the appropriate column of staff or student account

  • Do this for each cheque you have

  • Print a copy of the form when done and place an ecopy of this form in https://sharepoint.uwaterloo.ca/sites/Finance/Revenue/DropOffLibrary/Forms/AllItems.aspx

  • Give the printed copy and the physical checks to Suzanne in AR

  • Notify an Expense Analyst that the settlements have been processed and that journal entry can be prepared