Treasurers’ Guidelines

  1. The project treasurer must be a student of the sponsoring college and coordinates all finances for a CPA project.  The project Proposer may also serve as treasurer. Both the Project Proposer and the Project Treasurer are responsible for providing an accurate and thorough accounting of all CPA Fund expenditures.

  2. The treasurer should not expend or commit funds before meeting with the Head of College’s Senior Administrative Assistant of the sponsoring college to review financial procedures.

  3. Whenever possible, payment for expenses associated with the project budget should be coordinated through the Head of College’s Senior Administrative Assistant (or the Operations Manager) and charged directly using university purchasing cards or other acceptable billing procedures; this will eliminate the need for students to expend their own funds and wait for reimbursement and it allows use of the University’s tax-exempt status for tax-free payment.

  4. Students should use their own funds to purchase items for CPA projects only when it is not possible to follow guideline #3.

  5. Acquisition of new props and costumes exceeding $50 must be approved by the Head of College’s Office before purchase.

  6. Original receipts for reimbursement should be submitted in a timely fashion and attached to a copy of the CPA Reimbursement Form.  Expenditures should be reconciled with the submitted budget.  The reimbursement schedule for the 2017-2018 academic year is as follows:

    • Funds awarded in September 2017 for the Fall 2017 semester must be expended and submitted for reimbursement by Friday, December 15, 2017
    • Funds awarded in January 2017 for the Spring 2018 semester must be expended and submitted for reimbursement by Friday, May 4, 2018

    Receipts submitted after these deadlines will not be reimbursed.  No carryover to the next academic year is permitted since Yale’s fiscal year ends on June 30.

  7. Admission may not be charged for CPA-sponsored projects.

  8. Total publicity costs may not exceed $200.

  9. If a CPA recipient uses a vendor who does not have an established contractual agreement with the University, all university purchasing guidelines apply.  The Purchasing Guidelines are located online here.  For further information please contact the Head of College’s Senior Administrative Assistant.

  10. By submitting receipts and invoices the Proposer and Treasurer attest that these represent legitimate expenditures for this project only.