MinCo Accounts Information

Funds and Department IDs

  1. 110 fund(“Checking Account”)– All MinCo groups have a 110 account. Your purchasing card charges are taken from this account. You may use this for specific events that are generally open to the entire campus, or specifically for leadership development of your group members. Events for which the 110 account should be used may include:
  2. Lectures
  3. Dinners
  4. Performances
  5. Conferences
  6. This account is also used for events that are cosponsored with another group or department, such as MinCo, CSC or an academic or administrative department.
  7. Cannot be used for alcohol, drugs or tobacco
  8. Cannot be used for personal use
  1. 400 fund (“Savings Account”) – You may only deposit earnings through fundraisers or ticket sales into this account. How you choose to spend the money you raise is up to you. This account does not go back to zero at the end of the year. The money rolls over from one year to the next.

To Request Heritage Funds

122 fund (“Heritage Event fund”) –The 122 fund accounts and all the transactions are handled by the Center for Social Change.

  1. Write up and turn in a 1-page proposal at least 15 days prior to your Heritage Week or Month that includes:
  2. Description of Event/Program/Speaker
  3. Explanation of why this is a worthy/interesting event for campus
  4. List of Collaborators
  5. Your budget:
  6. Itemized total projected costs
  7. How requested funds will be used.
  8. Please be in contact with your point person about the proposal
  9. Email it to them when you’re finished.
  10. Your point will present it to the Staff of the Center for approval.
  11. You will be notified whether or not your proposal is accepted, and how much money the CSC is willing to provide.
  12. Money will be transferred into your account at that time.

Treasurer’s Instructions – Purchasing Cards

Purchasing Card Policy

Each MinCo group is allowed two purchasing cards. A purchasing card allows your group to acquire the goods and services needed for events, and eliminates the need for out of pocket expenses. In order to use a purchasing card you must attend one of the SmartData training sessions taught by a CSC staff member.

How does a Purchasing Card Work?

To the end user, or purchaser, the Purchasing Card works just like a credit card. The Williams Purchasing Card is a MasterCard Corporate Purchasing Card supplied by Bank of America. Any expenses charged to your card will be deducted from your group’s 110 account.

On a monthly basis, all MinCo cardholdersmust reconcile their card purchases to a monthly statement from the bank, have their point person sign the reconciliation forms, and forward the documentation to the Controller's Office for review and archival storage.

Cardholder Procedures

  • Application needs to be filled out for every candidate with the appropriate department manager as well as the Controller's Office approval.
  • Cardholder reviews and retains policy and procedure information.
  • Cardholder reviews and signs cardholder agreement.
  • Within the first week of each month a statement will arrive from Bank of America directly to the cardholder.
  • Cardholders need to return monthly statements and the IRS Documentation of Business Expense form with receipts, invoices, packing slips (with proper signatures as to who received the good or service) within 15 working days back to the Controller's Office.
  • If there is a discrepancy in the charge or charges it is the responsibility of the cardholder or their staff to make the initial dispute. It is also up to the cardholder to see that all credits are appropriately recorded in a timely manner.
  • The purchasing card can be terminated at any time for any reason by the Controller's Office. If you are terminated, retire or leave Williams College the card must be turned in immediately to the Controller's Office.

Controller's Office Procedures

  • The first day of each month the bank is paid and the credit limit is refreshed.
  • All charges need to be retrieved from Bank of America and posted in the FRS system.
  • The individual cardholder statements should be received within 15 days of the month’s end. They should be checked for accuracy and proper reporting guidelines.

Recommended Uses for the Purchasing Card

The following is a short list of examples of items that can be bought with a Purchasing Card:

  • Small local or on account purchases (i.e. MCClelland's Office Supply, Hot Tomato's)
  • Items ordered from catalogs or on the Internet
  • Charges at local restaurants
  • Travel expenses
  • Each Williams Purchasing Card has a specified limit set by the Controller's Office.

The card should be kept in a safe place. If the card is lost or stolen please notify Bank of America - Customer Service immediately at 1-888-449-2273.

Smart Data On-Line System Instructions – Recording Your Expenses

Smart Data login Instructions:

  1. Go to the SmartData login page ( and enter your information using the User ID and Password provided to you by the Controller’s Office. (Later you can then change it to the User ID and Password of your choice.)

2. Click on “AccountSummary”

3. Enter the date range you need to reconcile. Your bank statements will run from the 28th of the month to the 27th of the next month.

4. Next click on the windowpane to bring up your account number

5. Fill in as detailed a description as possible in the “Expense Description” box.

6. If you need to charge the item to a different group or department you just need to change the number in the “Fund” and “Department ID” boxes to the other account. If not, just leave the account numbers as they are.

7. Remember to click “Apply” to save your work!

*For online instructions go to:

Smart Data On-Line System Instructions - Reconciling your purchasing card

Because your p’card is essentially a credit card, you will receive a Bank Statement in the mail and will need to reconcile the Bank Statement with the information in Smart Data.

In order to do a purchasing card reconciliation, you will need:

  1. Bank Statement
  2. Smart Data Expense Report
  3. Receipts for all transactions (please see Appendix D for details)

1. To start, login to the Smart Data online system:

2. Then click on “Reports”


3. Next click on “Run Reports”

4. Choose the “Expense Report” option.

5. The next page will look like this:

*Online Instructions on how to print your reconciliation report:

Treasurer’s Instructions – Reimbursement Form

To receive reimbursement for specific items:

  1. Fill outReimbursement Form from Accounts Payable.
  2. Please then tape the appropriate receipts to an 8×11 sheet of paper.
  3. Paper-clip this sheet to the voucher request form and have your Point Person sign it.

Treasurer’s Instructions – Journal Entry Formfor Transferring Funds

  1. The “PSAccount” numbers can be found by going to the Controller’s Websiteand clicking on “Account Listing” on the left side of the page. We’ve also included a list of PSAccount numbers in the Appendix of this binder.
  2. The “Fund”is either your 400, 100 or 122. The “Dept ID”is the 7-digit number that corresponds with the fund you’re using.
  • Debit: Group taking money out of account.
  • Credit: Group transferring money into account.
  1. Describe the debit and credit.
  2. Put your name under “requested by,” sign it, and date it.
  3. Have your Point Person sign the form and then bring it to the Controller’s Office in Hopkins Hall.

Cash Treasurer’s Instructions –Cash Deposit Form

Use for Deposits from ticket/t-shirt sales, fundraisers, etc:

  1. Put the form in an envelope with cash &/or checks.
  2. The PSAccount # is 571340. The “Fund” is either your 400, 100 or 122, the Dept ID is the 7 digit number that corresponds with the fund you’re using.
  3. Sign the form and bring it to the Controller’s Office in Hopkins Hall.

VOUCHER DEADLINES

for MinCo Groups to the Center

For reimbursements/invoices you need to have the vouchers to the Controller’s Office by

Tuesdays @ noon

Checks are cut on Wednesdays.

P’Card Documentation Checklist

(Things to include when submitting vouchers, or reconciling your pcard)

  1. Original receipts
  2. Detailed receipts from restaurants (showing food purchased) & attendees
  3. Detailed receipts from retail stores (showing items purchased)
  4. Detailed receipts from hotels (listing charges)
  5. Detailed receipts for online purchases (ie Amazon.com)
  6. Credit card statements cannot be used as receipts

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