{"id":215,"date":"2025-08-19T20:14:57","date_gmt":"2025-08-19T20:14:57","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/policies\/"},"modified":"2026-03-16T15:19:08","modified_gmt":"2026-03-16T15:19:08","slug":"policies","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/policies\/","title":{"rendered":"Policies, Guidelines and Resources"},"content":{"rendered":"<h3 class=\"wp-block-heading\">Policies, Guidelines and Resources Index <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#Accounting-Policy\">Accounting<\/a> <\/li>\n\n\n\n<li><a href=\"#Contacts,Purchasing,andDiscounts\">Contacts, Purchasing and Discounts<\/a> <\/li>\n\n\n\n<li><a href=\"#MacalesterFinanceAccessandApproval\">Macalester Finance Access and Approval<\/a> <\/li>\n\n\n\n<li><a href=\"#Payments-Policy\">Payments<\/a> <\/li>\n\n\n\n<li><a href=\"#pcard\">Pcard<\/a><\/li>\n\n\n\n<li><a href=\"#taxandtaxation-policy\">Tax and Taxation<\/a> <\/li>\n\n\n\n<li><a href=\"#Travel-Policy\">Travel<\/a> <\/li>\n\n\n\n<li><a href=\"#Vendor-Payments-Policy\">Vendor Payments<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Accounting-Policy\">Accounting <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1RAasgofs0gNSYkVwWQksrkqeMTmE3EKWqyF57O6ujcs\/view\">Accounting Guide (gDoc)<\/a> (including Document Codes, Fiscal Periods, and FOAPAL and Account code syntax.) \n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/matt-walters\/\">Director of Accounting<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more-long\" href=\"https:\/\/www.macalester.edu\/business-services\/activitycodes\/\">Activity Codes<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/matt-walters\/\">Director of Accounting<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more-long\" href=\"https:\/\/docs.google.com\/document\/d\/1to-zXepy6tbpJlKE8iZs2LmDor43oP8OO8eIQrf9ny4\/view\">Finance <strong>Expense<\/strong> Account Code Descriptions (gDoc)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014<a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/lorin-mustafa\/\">Accountant<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more-long\" href=\"https:\/\/docs.google.com\/document\/d\/1Plk7EMRkS4J6CY3PrK9keGQ34qwjVYAEnEP0JhDtT6o\/view\">Finance <strong>Revenue<\/strong> Account Code Descriptions (gDoc)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014<a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/lorin-mustafa\/\">Accountant<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more-long\" href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1qM3R13gTsm7CCzGL-1z2OS7GxOLjQof4_vFtNrn5fb0\/view\">Commonly Used Account Codes (gDoc)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014<a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/lorin-mustafa\/\">Accountant<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/equipment-saledonationdisposal\/\">Equipment Sale\/Donation\/Disposal<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014<a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/tracy-arndt\/\">Senior Accountant<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong> <a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#Accounting\">Accounting Forms<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Contracts\">Contracts, Purchasing and Discounts<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/office-supplies\/\">How to Order Office Supplies<\/a> <\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/when-to-use-a-purchase-order\/\">When to use a Purchase Order<\/a><\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/purchase-order-terms-and-conditions\/\">Purchase Order Terms and Conditions<\/a><\/li>\n\n\n\n<li>Car Rental Discounts &#8211; please contact Purchasing and Accounts Payable Manager<\/li>\n\n\n\n<li><a class=\"external\" href=\"https:\/\/www.eandi.org\/\">E&amp;I Consortium Contracts<\/a> (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 &#8220;Discount\/How to Order&#8221; to see more details, contact info, and needed discount codes.) <\/li>\n\n\n\n<li><a class=\"download\" href=\"https:\/\/www.macalester.edu\/business-services\/wp-content\/uploads\/sites\/637\/2018\/08\/Staples-Advantage-Quick-Guide-2.26.2021.pdf\">Staples Advantage Quick Guide (PDF)<\/a><\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong>&nbsp;<a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#contracts\">Contracts \/ Payments Forms<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"MacalesterFinanceAccessandApproval\">Macalester Finance Access and Approval <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovals\/\">Macalester Finance Approvals Explained<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014<a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/aimee-baxter\/\">Business Services Systems Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/approver-responsibilities\/\">Approver Responsibilities<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/financeapprovaltool\/\">Finance Approval Look-Up Tool<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong> <a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#finance\">Finance Access and Approvals Forms<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Payments-Policy\">Payments <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/wp-content\/uploads\/sites\/637\/2022\/02\/Guideline-for-Student-Payments-Payroll-vs-AP-DB-edits.pdf\">Guidelines for Student Payments &#8211; via Payroll or Accounts Payable<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/staff\/#AP\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/incomingpayments\/\">Incoming Payments<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/staff\/#Accounting\">Director of Accounting<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/accepting-payments\/\">Accepting Payments<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/staff\/#Tech\">Business Services Systems Manager<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"pcard\">Pcard <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/\">Pcard Forms, Policies, Guidelines and Resources<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/maria-lagos\/\">Pcard Administrator<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong> <a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#pcard\">Pcard Forms<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"taxandtaxation-policy\">Tax and Taxation <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/wp-content\/uploads\/sites\/637\/2026\/01\/Macalester-ST3-2026.pdf\">Macalester College Minnesota Tax-Exempt Certificate (ST-3) (PDF)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/wp-content\/uploads\/sites\/637\/2026\/01\/Macalester-W-9-2026.pdf\">Macalester College W-9 (completed and signed) (PDF)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more-long\" href=\"https:\/\/docs.google.com\/document\/d\/11gF9Jlp3AMvrpc936zwTN3Hv0tsrlQpCv5u_vTlJWG4\/preview\">Taxable Prize or Award\/Gifts Policy to Macalester Students, Faculty, or Staff (gDoc)<\/a> (Including information about giving Gift Cards)<\/li>\n\n\n\n<li><a href=\"https:\/\/www.revenue.state.mn.us\/guide\/purchases-2\">State of Minnesota Tax Exempt Guidelines<\/a> (see Nonprofit Exempt Status Purchases) \n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/alicia-walk\/\">Payroll &amp; Tax Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong> <a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#tax\">Tax and Taxation Forms<\/a>\n<ul class=\"wp-block-list\">\n<li><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Travel-Policy\">Travel <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"http:\/\/www.webflyer.com\/travel\/mileage_calculator\/\">Airfare Mileage Calculator<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a> <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/docs.google.com\/document\/d\/1k7HaFXBf-OoNVGophyVhZ63Q8t39193TKj1pYQg4_6I\/preview\">Business Purpose Description (gDoc)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/currency-codes-by-country\/\">Currency Codes by Country<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"external\" href=\"https:\/\/www.bankofcanada.ca\/rates\/exchange\/currency-converter\/\">Currency Conversion Calculator<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/provost\/faculty-funding-support-2\/\">Faculty Travel and Research Funds (FTR)<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/academic-programs\/\">Academic Programs and Advising<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/reimbursable-travel-expenses\/\">Reimbursable Travel Expenses<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/business-services\/traveladvancerequest\/\">Travel Advance Request and Reporting Guidelines<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/travel-expense-documentation\/\">Travel Expense Documentation<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"https:\/\/www.macalester.edu\/grants-accounting\/policies\/\">Grant Travel Policies, Guidelines and Resources<\/a>\n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/melissa-ketter\/\">Grants Accountant<\/a> <\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?&nbsp;<\/strong><a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#travel\">Travel Forms<\/a><\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Vendor-Payments-Policy\">Vendor Payments <\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a class=\"more www\" href=\"https:\/\/www.macalester.edu\/business-services\/policies\/wire-transfer-guidelines\/\">Wire Transfer Guidelines<\/a> \n<ul class=\"wp-block-list\">\n<li>Primary Contact \u2014 <a href=\"https:\/\/www.macalester.edu\/business-services\/facultystaff\/amber-lane\/\">Purchasing and Accounts Payable Manager<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Looking for Forms?<\/strong>&nbsp;<a href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#vendor\">Vendor Payment Forms<\/a><\/li>\n<\/ul>\n\n\n<p><!-- \/wp:table --><\/p>","protected":false},"excerpt":{"rendered":"<p>Policies, Guidelines and Resources Index Accounting Contracts, Purchasing and Discounts Macalester Finance Access and Approval Payments Pcard Tax and Taxation Travel Vendor 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