This page summarizes useful information for affiliated groups regarding the Engineering Society’s Bank (BoE) and its internal processes.
Director of Finance:
Financial Officers:
Finance Officers:
Director of Finance:
Vice President (Finance and Administration):
EngSoc General Manager:
To access a credit card, the expense must be in an approved budget. Come to the Engineering Student Lounge in Beamish-Munro Hall Room 106 during operating hours or Executive office hours to get a credit card from the General Manager or one of the EngSoc Executives.
Operating Hours:
There is a form that must be submitted with each purchase. Find a link to the form below OR scan the QR code in the engineering student lounge.
Teams must be updating actuals to continue using the card, FOs will be checking that actuals are being updated after using the credit cards. Expenses from the credit card will automatically be deducted from your account.
Make the deposit. There are various ways to do this depending on the type of deposit.
Cheques are to be addressed to “The Engineering Society” or “Engineering Society of Queen’s University” and are to be dropped off at the Engineering Student Lounge to the ED Team member on office hours.
Money bags (cash) are to be dropped off at the Engineering Student Lounge. Label the cash bag with your group name and the amount being deposited (in dollars). Ask the ED Team member on office hours to put it in the office safe. Reach out to your FO if you require a cash bag or ask the ED Team member on office hours.
E-Transfers are to be sent to [email protected] (they will be auto deposited).
The information for an EFT/Direct Deposit/Wire Transfer can be found in the Bank of EngSoc SharePoint under banking resources.
After the deposit has been made, fill out the deposit form below. Once submitted, this form will notify the finance team of the deposit. The form will require the following information:
Name of Depositor
Account Number (4-digits)
Associated Budget Line
Amount of Money ($CAD)
Deposit Memo
Type of Deposit (cheque, EFT, E-Transfer, cash)
Once your deposit has been confirmed, you must update your actuals in the Bank of EngSoc.
Follow the below steps if you have paid an expense out of pocket and require reimbursement from the Engineering Society on behalf of your group’s account.
Note: Alcohol purchases will not be reimbursed by BoE under any circumstance.
Update the “Actuals” column in your budget with the expensed value of the purchase.
Prepare proof of purchase (receipts). Ensure personal purchases are not being made in the same transaction as purchases for your group. If you have already done so, cross out the personal items on the receipt and let your group’s FO know after submitting the reimbursement request form.
Fill out the reimbursement request form below. The form will require the following information:
Account Number (4-digits)
Group Name
Assigned Financial Officer
Payment Memo
Associated Budget Line
Your FO will be in contact with you regarding the status of your reimbursement request.
Note: Reimbursements are via cheque requisitions, this entails an expected turnaround time of 1-2 weeks (may take longer if there are issues with the request). Checks are to be picked up at the Engineering Student Lounge, from the ED Team member on office hours. You will be notified when your check is ready for pickup. Checks can be deposited into your personal bank account after pickup.
Common reasons for a reimbursement request to be denied:
Incorrectly completing the form
Unbudgeted item
Amount was not in “Actual” column of budget
Amount does not match invoice/receipt
Request was submitted multiple times
No documentation
To reserve the POS Machine (debit/credit) and/or the cashbox, fill out the form below.
The ED Team member on office hours will be able to get the cashbox and Moneris Machine for you.
You must return the cashbox and POS Machine at the end of each day (float amount won’t be reset if you are using it for multiple days, leave all cash in cashbox).
When using the cashbox, at the end of the sale, leave all the cash in the cashbox (earnings and float), the Director of Finance will allocate the money into your account.
Note: The POS Machine has fees associated with each transaction, see below:
Only one group can use the POS machine and Cashbox per day.
Update your budget “Actuals” with the associated amount.
Fill out the form linked below.
Your FO will reach out to you when the transfer has been sent. Confirm with payee to ensure that the invoice was received.
If you need to issue an invoice to receive a payment please follow the following steps:
Fill out the invoice template linked below, ensuring you include the following:
BILL TO Information
Date
Correctly formatted invoice number: [ACCOUNT#]-[YYYYMMDD]-[INSTANCE] (Instance is if you are making more than one invoice in one day. Use ‘1’ as a default)
Item descriptions, quantity, and unit price.
Don’t charge sales tax, and don’t offer a tax receipt. You cannot collect taxes.
Submit the deposit form linked below. You MUST do this so we know who to attribute the money to! Your FO will reach out to you when we receive the payment.
