Student Affairs Committee
How to Spend SIG Money
How to Spend SIG Money
Congratulations on your funding allocation! This document describes procedures available to you for spending the money that has been allocated to your Student Interest Group (SIG), project, or event by the Student Affairs Committee (SAC). This document does not give guidelines for what you spend your money on. Rather, included here is information on the PTAEO number, how to charge directly to your PTAEO, and how to get reimbursed.
Note that for most spending, there’s some kind of form you have to fill out. These forms can be found either on the desk/cabinet outside the business office or in the business office, Sage Hall 2nd floor. As you review this document and begin to spend your funds, please keep in mind these two overarching things:
1. You are responsible for tracking your SIG budget and not spending beyond your allocated amount.
2. Always keep track of your original receipts (this is critical for almost all of the funding procedures described below).
PTAEO #
A Project-Task-Award-Expenditure-Organization (PTAEO) number is assigned to every distinct “project” at the university that needs its own budget. This number, unique to your SIG or project, is what you use on forms and in correspondence with the FES business office to make sure the money that you spend gets deducted from your account. You are
only given the Project, Task, Award, and Organization components of the number, so the number you will use should be 21 digits long. The expenditure” part of the PTAEO is used in administrative procedures, and is something you don’t have to worry about. Your PTAEO should look something like this:
Project : 1234567
Task : 00
Award : 1234AB
Expenditure : [blank]
Organization : 123456
All of the forms that you will use to put in requests for services (catering, travel, etc.) or reimbursements will ask for your PTAEO in the format of the above table.
CHARGING DIRECTLY TO YOUR PTAEO
Pizza Card – you can use the pizza card (a credit card in the FES business office) to charge pizza and dinner purchases to your PTAEO. There are a couple ways to do this.
1. Ordering Pizza – Contact the business office in advance of your order (can be the day of the order, but biz office closes at 4:30) and give them the name of your treasurer and the PTAEO. Then, order the pizza and tell the pizza place to bill the biz office by calling 432-5104. After your event, have your treasurer fill out and sign a pizza card form in the biz office. Be sure to attach to the form the original receipt you get from the delivery.
2. Restaurant Dinners – Contact the biz office and tell them you want to reserve a pizza card. Pick up the card and take it out to the restaurant. After the dinner, return the card and have your treasurer fill out and sign a pizza card form, attaching an itemized receipt to the form.
Travel – the only way to charge travel directly to your PTAEO is to arrange travelthrough Yale Travel Services with a Travel Requisition Form. This is not recommended because it’s almost always more expensive than doing it on your own and getting reimbursed (see reimbursement procedures below). Travel Requisition forms are outside
the biz office.
Hotel – you can charge a hotel stay for a speaker/guest directly to you PTAEO by filling out a Request For Services Form. You first call the hotel and confirm a nightly rate and the date of the stay (but don’t make a reservation). Then, put this information in the Request for Services Form, deliver the form to the biz office, and the biz office will make the reservation and charge it to your PTAEO. Request For Services Forms are outside the biz office.
Catering – you can charge catering to your PTAEO in two ways.
1. Yale Catering – Yale has a catering service, but like the Yale Travel, it can be a bit more expensive than other providers. For Yale Catering, fill out a Yale Catering Service Form, which can be found outside the biz office.
2. Outside Catering – If you want outside catering, contact the business office and give them the details of your order, your treasurer name, you SIG name, and your PTAEO. Place your order with the outside catering business and tell them to bill the FES biz office by calling 432-5104. The biz office will charge the order to your PTAEO.
Copies – you can link your PTAEO to the copy machine system so that copies are charged directly to your account. To set this up, go to the following website:
https://www-vending.its.yale.edu/pm/print.html
Then, click the link that says “department charge” in the left hand bar, scroll to the bottom, and follow the link that says Click Here to Assign Print Cost Centers. If you have trouble, you can contact FES facilities, Sage 3E or 432-2090.
GETTING REIMBURSED
Here are the ways that the SIG/project treasurer, other members of the SIG, and outside guests can get reimbursed for expenses. Remember that while the above methods of charging directly to your PTAEO include ways to make copies, order pizza, arrange for hotels, etc., you can also do all of these things by spending the money yourself and then going through the following procedures to get reimbursed.
Yale-Affiliated Person – for students and others affiliated with the school (faculty/staff), you can get reimbursed for expenses in one of two ways: get a check cut to you, or, if you have spent less than $80, you can get reimbursed in cash.
1. Employee Reimbursement Form – the employee reimbursement form is used by students, faculty and staff for reimbursements. The most important part of this form is to include all original receipts. Fill this form out, including the PTAEO, and have it signed by the treasurer, and if the treasurer is not the person getting reimbursed, then also by the reimbursee. This form is outside the biz office.
2. Petty Cash Form – if you spend less than $80, you can get reimbursed in cash by filling out the petty cash form. Once again, you must get this form signed by the treasurer and you must attach original receipts. This form is in the FES biz office.
3. Non-Yale Person Reimbursement – reimbursing someone from the US not affiliated with the school (any guest lecturer, visiting scholar, etc.) is a bit more tricky, but not at all impossible. In short, you fill out a Check Request and a Vendor Setup Form. Reimbursing someone from outside the country is definitely harder, though also not impossible. Dawn Finaldi in the business office can walk you through these processes if
you need to take this route.
KEY CONTACT INFO
Contacts in FES Business Office:
PTAEO/SIG account balance questions
Dawn Finaldi
2nd Floor, Sage Hall
dawn.finaldi@yale.edu
432-5148
general questions:
Business Office, 2nd floor, Sage Hall
fes.business@yale.edu
Teena Marie Griggs
432-2345
SAC Funding Contact Info:
Kate Neville
kathryn.neville@yale.edu
Angie Rutherford
angela.rutherford@yale.edu
Congratulations on your funding allocation! This document describes procedures available to you for spending the money that has been allocated to your Student Interest Group (SIG), project, or event by the Student Affairs Committee (SAC). This document does not give guidelines for what you spend your money on. Rather, included here is information on the PTAEO number, how to charge directly to your PTAEO, and how to get reimbursed.
Note that for most spending, there’s some kind of form you have to fill out. These forms can be found either on the desk/cabinet outside the business office or in the business office, Sage Hall 2nd floor. As you review this document and begin to spend your funds, please keep in mind these two overarching things:
1. You are responsible for tracking your SIG budget and not spending beyond your allocated amount.
2. Always keep track of your original receipts (this is critical for almost all of the funding procedures described below).
PTAEO #
A Project-Task-Award-Expenditure-Organization (PTAEO) number is assigned to every distinct “project” at the university that needs its own budget. This number, unique to your SIG or project, is what you use on forms and in correspondence with the FES business office to make sure the money that you spend gets deducted from your account. You are
only given the Project, Task, Award, and Organization components of the number, so the number you will use should be 21 digits long. The expenditure” part of the PTAEO is used in administrative procedures, and is something you don’t have to worry about. Your PTAEO should look something like this:
Project : 1234567
Task : 00
Award : 1234AB
Expenditure : [blank]
Organization : 123456
All of the forms that you will use to put in requests for services (catering, travel, etc.) or reimbursements will ask for your PTAEO in the format of the above table.
CHARGING DIRECTLY TO YOUR PTAEO
Pizza Card – you can use the pizza card (a credit card in the FES business office) to charge pizza and dinner purchases to your PTAEO. There are a couple ways to do this.
1. Ordering Pizza – Contact the business office in advance of your order (can be the day of the order, but biz office closes at 4:30) and give them the name of your treasurer and the PTAEO. Then, order the pizza and tell the pizza place to bill the biz office by calling 432-5104. After your event, have your treasurer fill out and sign a pizza card form in the biz office. Be sure to attach to the form the original receipt you get from the delivery.
2. Restaurant Dinners – Contact the biz office and tell them you want to reserve a pizza card. Pick up the card and take it out to the restaurant. After the dinner, return the card and have your treasurer fill out and sign a pizza card form, attaching an itemized receipt to the form.
Travel – the only way to charge travel directly to your PTAEO is to arrange travelthrough Yale Travel Services with a Travel Requisition Form. This is not recommended because it’s almost always more expensive than doing it on your own and getting reimbursed (see reimbursement procedures below). Travel Requisition forms are outside
the biz office.
Hotel – you can charge a hotel stay for a speaker/guest directly to you PTAEO by filling out a Request For Services Form. You first call the hotel and confirm a nightly rate and the date of the stay (but don’t make a reservation). Then, put this information in the Request for Services Form, deliver the form to the biz office, and the biz office will make the reservation and charge it to your PTAEO. Request For Services Forms are outside the biz office.
Catering – you can charge catering to your PTAEO in two ways.
1. Yale Catering – Yale has a catering service, but like the Yale Travel, it can be a bit more expensive than other providers. For Yale Catering, fill out a Yale Catering Service Form, which can be found outside the biz office.
2. Outside Catering – If you want outside catering, contact the business office and give them the details of your order, your treasurer name, you SIG name, and your PTAEO. Place your order with the outside catering business and tell them to bill the FES biz office by calling 432-5104. The biz office will charge the order to your PTAEO.
Copies – you can link your PTAEO to the copy machine system so that copies are charged directly to your account. To set this up, go to the following website:
https://www-vending.its.yale.edu/pm/print.html
Then, click the link that says “department charge” in the left hand bar, scroll to the bottom, and follow the link that says Click Here to Assign Print Cost Centers. If you have trouble, you can contact FES facilities, Sage 3E or 432-2090.
GETTING REIMBURSED
Here are the ways that the SIG/project treasurer, other members of the SIG, and outside guests can get reimbursed for expenses. Remember that while the above methods of charging directly to your PTAEO include ways to make copies, order pizza, arrange for hotels, etc., you can also do all of these things by spending the money yourself and then going through the following procedures to get reimbursed.
Yale-Affiliated Person – for students and others affiliated with the school (faculty/staff), you can get reimbursed for expenses in one of two ways: get a check cut to you, or, if you have spent less than $80, you can get reimbursed in cash.
1. Employee Reimbursement Form – the employee reimbursement form is used by students, faculty and staff for reimbursements. The most important part of this form is to include all original receipts. Fill this form out, including the PTAEO, and have it signed by the treasurer, and if the treasurer is not the person getting reimbursed, then also by the reimbursee. This form is outside the biz office.
2. Petty Cash Form – if you spend less than $80, you can get reimbursed in cash by filling out the petty cash form. Once again, you must get this form signed by the treasurer and you must attach original receipts. This form is in the FES biz office.
3. Non-Yale Person Reimbursement – reimbursing someone from the US not affiliated with the school (any guest lecturer, visiting scholar, etc.) is a bit more tricky, but not at all impossible. In short, you fill out a Check Request and a Vendor Setup Form. Reimbursing someone from outside the country is definitely harder, though also not impossible. Dawn Finaldi in the business office can walk you through these processes if
you need to take this route.
KEY CONTACT INFO
Contacts in FES Business Office:
PTAEO/SIG account balance questions
Dawn Finaldi
2nd Floor, Sage Hall
dawn.finaldi@yale.edu
432-5148
general questions:
Business Office, 2nd floor, Sage Hall
fes.business@yale.edu
Teena Marie Griggs
432-2345
SAC Funding Contact Info:
Kate Neville
kathryn.neville@yale.edu
Angie Rutherford
angela.rutherford@yale.edu
