Affiliated Camps' payments and deposits are paid on Miscellaneous Payments in Workday, if a requisition has been put in, it will have to be sent back.
- Put “affiliated camp” in description and use "Affiliated Payment" as Request Category and RE-Regular for Handling Code, EFT payments are preferred
- Attach an invoice for that specific amount (Can be an email)
- All camps should be in the system as “payees”- work with name if not found as in use abbreviations or shorten name in order to try to find. If cannot be found, check with Jesse Buxton before creating a new one as some may be under a different name. (Camp Ohio is under Agricultural Extension Camps)
- Possible Spend Categories: SC10726 meeting facilities rental
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It is preferred to pay all affiliated camp payments through Workday Misc Payment and no longer through local checking. A check can be sent to columbus for deposit to your FD111 to cover the portion of the MP with registrations taken to local checking
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MPs can be split with multiple lines from multiple sources (FD111 for local checking, FD111 for nelnet, FD500/FD510 for "camperships")
NON-Affiliated camps have to be on a Purchase Order (or potentially PCard). Cannot be paid with local checking or Misc Payment. Contracts should be submitted with requisition, completed before camp.
Other Considerations:
- Prefer that camps pay staff (nurse, entertainment, etc.) and include those costs in their invoices. This will eliminate the possiblity of multiple Purchase Orders and should not use Gift Cards/honoraria in lieu of payment for services like these.
- For camp food, use Student Group Meals
AFFILIATED CAMPS:
- Canter's Cave 4-H Camp
- 4-H Camp Clifton
- 4-H CampConger
- 4-H Camp Graham
- Hervida 4-H Camp
- Indian Hills 4-H Camp (In Workday as Miami County 4-H Clubs Camp, Inc.)
- Kelley's Island 4-H Camp
- Camp Ohio Youth Education Center (In Workday as Agricultural Extension Camps)
- Camp Palmer
- Camp Piedmont
- Tar Hollow 4-H Camp (In Workday as Ross-Hocking Extension Camp Association Inc)
- Camp Whitewood
BCI Reimbursements for Camp Volunteers:
To reimburse BCI expenses: BCI Background Check Reimbursements [IE: Camp Counselors]- use same process as 4-H Volunteers (Create Expense Report for Non-Worker) -just use the County Worktags instead of State 4-H Worktags.