Guidance & Best Practices

• Account Review Guidelines
  
  • This document provides guidance for the regular after the fact review of financial transactions charged to Dartmouth accounts using a risk-based approach. The document seeks to clarify roles, responsibilities, tools, documentation and related policies and procedures. Where applicable, additional responsibilities associated with managing sponsored funds are delineated.
• Best Practices
  
  • This document provides procedural best practices by process type and provide guidance on what forms or systems to use when processing transactions.
• Creating & Signing with an Adobe Digital ID
  • Adobe PDF Forms (such as the Sole Source or the Independent Contractor/Independent Consultant Agreement) allow for Digital ID's. This pages provides step by step guidance on how to create and sign with a Digital ID in Adobe Reader.
• Creating Nicknames for iExpense and Finance eForms
  
  • iExpense Preferences all employees to create nicknames for GL chart string and PTAEO allocations. These nicknames carry both to iExpense and Finance eForms and conveniently auto-populate the chart string or PTAEO allocation within the form.
• Direct Deposit
  
  • This document provides Dartmouth Employees step-by-step instructions for setting up Direct Deposit for Payroll, reimbursements, and other payments made by the College.
• iExpense and Expense Reporting
  
  • This document provides a step-by-step guidance on how to complete an iExpense Expense Report, as well as, the Roles and Responsibilities for each role involved in the process of expense reports.
• Guide to Completing W-9
  
  • This guide is designed provide W-9 submitters, departments, and Finance guidance on how to properly complete and verify a W-9 is completed properly. It provides key elements that must be completed for each entity type, as well as, an example of a properly completed W-9 for that entity type.
• How to Pay Students
  
  • This document provides guidance on which method of student payment is appropriate for student employees, interns, fellows, performers and others. The offices of Student Employment, the Controller, General Counsel, Accounts Payable and Human Resources have prepared this document after review of the Federal Fair Labor Standards Act.
• Meals & Entertainment Matrix
  
  • This document provides guidance on the acceptable payment method for meals and the documentation and details required for reporting.
• Procurement & Expense Presentation
  
  • This presentation provides a high-level overview and clarification of the polices and processes for purchasing and expense reporting.
• Taxable Payment Process Maps
  • The following documents provide the process maps for taxable payments related to relocation and for gifts, prizes and awards, and other unsubstantiated business expenses.
  • Taxable Payment Process – Relocation
  • Taxable Payment Process – All Other