How Does Awarded Funding Work?
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Where’s My Money?
Once you’ve been awarded funding from the Green Fund, the money will be put in its own account, called a smartkey. Our Financial Manager will let you know your 10-digit smartkey number (ex: 112- 1113-_ _ _).
In most cases, the last 3 digits of your Green Fund smartkey will be the same as any associated SBC or income smartkeys you already have, unless this is a one-time project. You will not be able to withdraw directly from this smartkey, but can access it through the channels below.
You can check to see how much money is in this smartkey (as well as any money for SBC or income accounts) if you are your group’s financial contact in OrgSync. This only applies to student groups, not one-time project funding.
How Do I Spend My Awarded Funding?
You have three options for making your purchase(s):
Paying with a Wesleyan credit card
Paying an individual, organization, or business directly
Personal reimbursement for your purchase
Regardless of which option you pursue, you will need to know your smartkey number.
Note: Wesleyan is a tax-exempt institution, so you do not need to pay tax on most purchases (you do have to pay tax on any meals or lodging). Contact Jen Kleindienst to get a copy of Wesleyan’s tax exempt form, which you can show in a store or to a vendor to make a tax exempt purchase.
Wesleyan Credit Card (1st Choice)
To use a Wesleyan credit card, contact Jen Kleindienst. You will need to know the following information:
How much money you have in your smartkey (check in OrgSync if a student group or ask Jen Kleindienst)
The individual/business/organization you wish to purchase from
Phone numbers and/or web addresses where purchases will be made
The exact products and quantities you wish to buy
The approximate cost of the purchase
Where/to whom you would like the purchase delivered
If your email address is used in the purchase transaction, you will need to email Jen all invoices and/or receipts related to your purchase.
Paying an Individual/Organization/Business Directly (2nd Choice)
If you have purchased something from an individual, business, or organization that does not accept credit card payments, a business that frequently works with Wesleyan (ex: Paladin Press, Ballek’s Nursery), are paying a speaker honorarium, or are paying for an item or service that costs a large amount of money, you will need to have the recipient set up to be paid via check or direct deposit.
If the recipient being paid is a Wesleyan student or employee, they are already set up in the Wesleyan financial system. If the recipient is an alumni or an external individual/organization/business, they may not be in the financial system — please verify with Jen Kleindienst.
If the individual/organization/business is not in Wesleyan’s financial system, they will need to fill out a W-9 tax form (W-8 if is a foreign party). Most businesses/organizations will have these already. In addition, they will need to provide the following information to Jen Kleindienst so that she can add the vendor into the financial system:
Business name and/or individual name (whichever is applicable)
Address (street, city, state, country, ZIP code)
Contact phone number
If the individual/organization/business wishes to be paid electronically, they must fill out Wesleyan’s W-9 form (slightly different from standard form) and submit a voided check (scanned is fine).
For all direct individual/organization/business payments, please request an invoice from the individual/business/organization (email is fine; no need for something “official” if it isn’t available – the information can be on a Word document or Excel spreadsheet).The invoice will need to include the following:
Date of event/purchase
Name of person/organization to be reimbursed (should match what is on the forms above)
Address of person to be reimbursed (should also match)
What was purchased (ex: honorarium for xx speaking events, etc.)
Cost of what was purchased/amount of honorarium
Total (if more than one thing was charged)