[SA] [ST] Hints on Arisia Expenses

[SciFiFanBoston at aol.com]

What a great and timely email!  Thank you Treasurer Donald for making  this 
information so clear and noting the availability and the locations of the  
documents.  
I really appreciate this kind of friendly reminder,-Mary D.
 
In a message dated 12/30/2007 12:45:37 P.M. Eastern Standard Time,  
Donald.Eastlake at motorola.com writes:

Hi,

Here are some hints on Arisia  Expenses:

Sales Tax
Arisia is exempt from  Massachusetts sales tax, tax exemption
#043-031-143. If you are buying  something for Arisia, you are expected
to make reasonable efforts to avoid  paying sales tax. Sales tax will not
be reimbursed without a good reason  why you had to pay it. A copy of the
certificate you may have to fill out  for vendors is at
http://arisia.org/corp/st-5-01.pdf.
(Someone could  also want a copy of our Tax Exemption Certificate which
is at  http://arisia.org/corp/St2.pdf.) 
Some vendors require a  registration process before they will
make sales without charging sales  tax. This process has already been
completed for Staples where you need to  tell them before the sale is
rung up that it is tax exempt and give them  the number 978-474-1095. If
you go through a sales tax exemption  registration process and set up an
account with a new vendor, send a  message with the details to
con-treasurer at arisia.org so other people buying  from that vendor will
not have to duplicate your effort.

Expense  Reporting
The Arisia expense report form is  at
http://arisia.org/corp/expense.pdf. Copies will also be available in  Ops
at the convention. Generally, expense forms will have to be approved  by
your supervisor or area head; however, it is generally not a good  idea
to leave a completed expense form with a harried upper level  staff
person. It is best to take it to Ops where there will be a mail box  for
Treasury.
You need to check with your area head that  funds are available
in the budget for your expense. Otherwise, we may just  thank you for you
donation. :-)

Thanks,
Donald Eastlake 3rd
Arisia '08  Treasurer

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