Forms and Paperwork
The Treasurer's Office requires different forms to be filled out for different reasons. Below are the forms necessary for each type of payment and each type of payee. All forms and documentation must be submitted to the Treasurer's Office, Morrow 020, upon completion.
Check Request Form
Be sure to:
- Indicate the Semester during which the funding was spent (Fall 2015 or Spring 2016). This is especially important if you are accessing funding from a prior semester.
- Indicate if the funding is from your Club Budget or from the Discretionary Fund. If from the Discretionary Fund, look at a copy of the budget onine (under "Allocations and Budgets" on the left) and include the week number.
- Indicate the amount that was spent, not the amount that was allocated.
Check request forms are found here.
Here are some examples of how to fill out a check request form - although these do not show receipts/documentation, yours should!!
Please email email@example.com to explain any re-allocation before submitting a re-allocation form to Morrow 020.
Re-allocation forms must be filled out when a club requests to change the allocation of items that have already been allocated. Funds can be re-allocated only for alike items. Re-allocation forms do not serve as check request forms. If you'd like payment to be made, submit BOTH a chek request form and a re-allocation form.
For example, say your club already had a $2000 honorarium for a speaker allocated. If that speaker does not end up coming to campus and you instead wish to bring another speaker to campus who charges a $3000 fee, fill out a re-allocation form and then request the remaining $1000 from the Discretionary Fund.
Re-allocation forms can be found here.
Here's an example of how to fill out a re-allocation form.
Honorarium payment, or any payment to any person that will be counted as income (i.e. not a reimbursement and not payment of an invoice) requires three forms: a check request form, a Contract for Services, and a W-9 form. Keep in mind that some performers will require payment the night of the performance/event, and others will accept payment afterward, so plan ahead. Please choose the correct Contract for Services when downloading forms:
A Contract for Services:
Payment the night of performance:
Pay within 30 days of event:
Coach and instructor payment requires two forms: an Agreement and a W-9 form - a check request form is not necessary.
Please read: Be sure to choose the correct Agreement. If your coach/instructor wishes to be paid via Amherst College's payroll and thus be considered a Casual Employee of the College, please be sure to fill out and complete the Casual Employee Agreement. If your coach/instructor wishes to be paid as an Independent Contractor (because they have their own business, would like to submit invoices for payment, etc.), then submit an Independent Contractor Agreement.
Be sure to fill out the correct forms in their entirety! Classification as a Casual Employee allows the coach/instructor to be covered by Amherst's liability insurance, have taxes withheld from their paycheck, and contribute to a defined contribution retirement plan. Classification as an Independent Contractor requires the coach to hold their own liability insurance and to be responsible for all tax liablities at the end of the year, since taxes will not be withheld from payment.
Casual Employee Agreement:
Independent Contractor Agreement: