Policies, Guidelines and Resources

Policies, Guidelines and Resources Index

• Accounting
• Contacts, Purchasing and Discounts
• Macalester Finance Access and Approval
• Payments
• Pcard
• Tax and Taxation
• Travel
• Vendor Payments

Accounting

• Accounting Guide (gDoc) (including Document Codes, Fiscal Periods, and FOAPAL and Account code syntax.)
  • Primary Contact — Director of Accounting
• Activity Codes
  • Primary Contact — Director of Accounting
• Finance Expense Account Code Descriptions (gDoc)
  • Primary Contact —Accountant
• Finance Revenue Account Code Descriptions (gDoc)
  • Primary Contact —Accountant
• Commonly Used Account Codes (gDoc)
  • Primary Contact —Accountant
• Equipment Sale/Donation/Disposal
  • Primary Contact —Senior Accountant
• Looking for Forms? Accounting Forms

Contracts, Purchasing and Discounts

• How to Order Office Supplies
• Standard Engagement Contracts Planning Checklist
• When to use a Purchase Order
• Purchase Order Terms and Conditions
• Car Rental Discounts – please contact Purchasing and Accounts Payable Manager
• E&I Consortium Contracts (without logging in, any site visitor can use the navigation pane in the lower left corner to select a vendor and view an overview of the contract. Within the overview window, click on “Discount/How to Order” to see more details, contact info, and needed discount codes.)
• Staples Advantage Quick Guide (PDF)
• Looking for Forms? Contracts / Payments Forms
  • Primary Contact — Purchasing and Accounts Payable Manager

Macalester Finance Access and Approval

• Macalester Finance Approvals Explained
  • Primary Contact —Business Services Systems Manager
• Approver Responsibilities
  • Primary Contact — Purchasing and Accounts Payable Manager
• Finance Approval Look-Up Tool
  • Primary Contact — Purchasing and Accounts Payable Manager
• Looking for Forms? Finance Access and Approvals Forms

Payments

• Guidelines for Student Payments – via Payroll or Accounts Payable
  • Primary Contact — Purchasing and Accounts Payable Manager
• Incoming Payments
  • Primary Contact — Director of Accounting
• Accepting Payments
  • Primary Contact — Business Services Systems Manager

Pcard

• Pcard Forms, Policies, Guidelines and Resources
  • Primary Contact — Pcard Administrator
• Looking for Forms? Pcard Forms

Tax and Taxation

• Macalester College Minnesota Tax-Exempt Certificate (ST-3) (PDF)
  • Primary Contact — Purchasing and Accounts Payable Manager
• Macalester College W-9 (completed and signed) (PDF)
  • Primary Contact — Purchasing and Accounts Payable Manager
• Taxable Prize or Award/Gifts Policy to Macalester Students, Faculty, or Staff (gDoc) (Including information about giving Gift Cards)
• State of Minnesota Tax Exempt Guidelines (see Nonprofit Exempt Status Purchases)
  • Primary Contact — Payroll & Tax Manager
• Looking for Forms? Tax and Taxation Forms

Travel

• Airfare Mileage Calculator
  • Primary Contact — Purchasing and Accounts Payable Manager
• Business Purpose Description (gDoc)
  • Primary Contact — Purchasing and Accounts Payable Manager
• Currency Codes by Country
  • Primary Contact — Purchasing and Accounts Payable Manager
• Currency Conversion Calculator
  • Primary Contact — Purchasing and Accounts Payable Manager
• Faculty Travel and Research Funds (FTR)
  • Primary Contact — Academic Programs and Advising
• Reimbursable Travel Expenses
  • Primary Contact — Purchasing and Accounts Payable Manager
• Travel Advance Request and Reporting Guidelines
  • Primary Contact — Purchasing and Accounts Payable Manager
• Travel Expense Documentation
  • Primary Contact — Purchasing and Accounts Payable Manager
• Grant Travel Policies, Guidelines and Resources
  • Primary Contact — Grants Accountant
• Looking for Forms? Travel Forms

Vendor Payments

• Wire Transfer Guidelines
  • Primary Contact — Purchasing and Accounts Payable Manager
• Looking for Forms? Vendor Payment Forms