How Does Awarded Funding Work?
Once you’ve been awarded funding from the Green Fund, the money will be put in its own account, called a smartkey. Your Green Fund contact will let you know your smartkey number, which is a 10 digit number: 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 draw directly from this smartkey.
How Do I Spend My Awarded Funding?
You have three options for making your purchase(s):
Purchasing with a Wesleyan credit card
Paying an Individual/Organization/Business Directly
Personally 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)
Individual/business/organization you wish to purchase from
Phone numbers and/or web addresses where purchases will be made
The exact products and quantity 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, a business/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 a good or service that costs a large amount of money, you will need to have the individual/business/organization set up to be paid via check or direct deposit.
If the individual/organization/business getting paid is a Wesleyan student or employee, they are already set up in the Wesleyan financial system. If the person/organization/business an external individual/ organization/business or if they are alumni, they may or may not be in the financial system. Please check with Jen Kleindienst to verify.
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 she can create the vendor within 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)