This page summarizes useful information for affiliated groups regarding the Engineering Society’s Bank (BoE) and its internal processes.
Director of Finance
Adam McKinley, [email protected]
Financial Officers
Charlotte Rasmussen, [email protected])
Oliver Morrow, [email protected])
Matei Nitu, [email protected])
Julia Zigelstein, [email protected])
VP Finance & Administration
Avery McFadden, [email protected]
General Manager
Jay Young, [email protected]
Operating Hours
Monday to Thursday 9:30 a.m.–5:30 p.m.
Friday 9:30 a.m.–12:30 p.m.
1. Update budget actuals to reflect the deposit amount. This is necessary to confirm and document the deposit in your budget. If applicable, upload any relevant documentation to the BoE SharePoint in the folder “Documentation > Deposits” following the naming convention: $*Amount* – *Budget Line* – *Memo/Description*.
2. Make the deposit. There are various ways to do this depending on the type of deposit.
a. Cheques are to be addressed to “The Engineering Society” or “Engineering Society of Queen’s University” and are to be dropped off at the Engineering Student Lounge to the ED Team member on office hours.
b. Money bags (cash) are to be dropped off at the Engineering Student Lounge. Label the cash bag with your group name and the amount being deposited (in dollars). Ask the ED Team member on office hours to put it in the office safe. Reach out to your FO if you require a cash bag or ask the ED Team member on office hours.
c. E-Transfers are to be sent to [email protected] (they will be auto deposited).
d. Reach out to your FO if you require information for an EFT.
3. After the deposit has been made, fill out the deposit form: https://forms.office.com/r/JW6dmW3aXn. Once submitted, this form will notify the finance team of the deposit. The form will require the following information:
a. Name of Depositor
b. Account Number (4-digits)
c. Associated Budget Line
d. Amount of Money ($CAD)
e. Deposit Memo
f. Type of Deposit (cheque, EFT, E-Transfer, cash)
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.
1. Update the “Actuals” column in your budget with the expensed value of the purchase.
– BoE > ACTUALS “Group Name” 2024-2024 Budget
2. Upload proof of purchase (receipts) to your BoE “Documentation” folder, following the proper naming convention: create a folder with each member’s name that is submitting reimbursements. Inside each folder the naming convention for the receipts should be: “($*Exact Amount*) – *Budget Line #* – *Payment Memo*”, for example: “($86.90) – 00897 – Pizza for team”. 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.
3. Fill out the reimbursement request form: https://forms.office.com/r/RhQU96BEyE. 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
1. To reserve the POS Machine (debit/credit) and/or the cashbox, fill out the form: https://forms.office.com/pages/responsepage.aspx?id=eCPPiRaKW0S_qx14hTcxIVUeRKJchwtFt33Nfh16AqVURDVFQjZOS1VWN0pTV1NDOFBVQ1dPSlhHWS4u.
2. The ED Team member on office hours will be able to get the cashbox and Moneris Machine for you.
3. 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).
4. 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.
5. When using the POS machine, at the end of each day you must print an EOD report (take a picture). The EOD report is to be uploaded to your documentation folder on the BOE SharePoint and returned with the machine (or in the cashbox if you are using both). To print this report, follow these instructions:
a. Tap the three lines in the top left corner of the screen and select “Reports”
b. Tap “End of Day” on the bottom right of the screen
c. Tap the three dots in the top right of the screen and select print
Note: The POS Machine has fees associated with each transaction, see below:
-Debit: $1/Transaction
-Credit: 2%/Transaction
Only one group can use the POS machine and Cashbox per day.
1. Update your budget “Actuals” with the associated amount.
2. Upload the invoice documentation to your BoE “Documentation > Invoices” folder, following the proper naming convention:
-The naming convention should be “($*Exact Amount*) – *Budget Line #* – *Payment Memo*”. Example: “($86.90) – 00897 – Pizza for team”
3. Contact your Financial Officer with the subject “Invoice Request – *Group Name*”, and with the following information:
– Name of Payee
– Address for Transfer
– Amount of Money ($)
– Payment Memo
– Budget Line
Your FO will reach out to you when the transfer has been sent. Confirm with payee to ensure that the invoice was received.
