Treasurer Training

1. Signature Cards
Each organization must turn a signature card in order to determine who has access to the group's fund. The individuals listed on the signature card are the only individuals who may withdraw funds from the accounts. Each card must have at least two signatures, the treasurer, another officer, usually the president and on occasion, the advisor. This form may be changed at any time during the year when a change in officers has occurred. Please keep your signature card current.


2. Making Withdrawals
In order to make a withdrawal from your student account you must use a Student Organization Withdrawal Voucher. This form can be used to obtain petty cash for authorized purchases and services. A student organization can obtain up to $200.00 a day for such services. Receipts from advance withdrawals must be returned no later then 48 hours after the withdrawal has been made.
You may use your personal finances for purchases and receive reimbursement from your student account provided a receipt is submitted and the purchase was approved by the officers listed on the signature card. Only those listed on the signature card will be able to withdraw funds, they will be responsible for securing reimbursement for all others in the organization. Please remember that student account funds cannot be used to reimburse for tax or pay for the purchase of alcohol. Student groups can obtain from the Office of Student Activities a Tax-Exempt Form to use when making purchases. A signature from Student Activities is required for all withdrawals from student accounts. Accounts will be checked prior to withdrawals to ensure that student groups are not drawing on negative balances.


3. Making Deposits
In order to make a deposit into your student account you must use a Cash Remittance Voucher Form, these can be obtained from the Office of Student Activities. Anyone can make a deposit into the group's account and approval from Student Activities is not necessary. Use this form as an accounting tool for your organization, be as detailed as possible when filling it out so that you can keep track of where your income is coming from. Break down the deposit into cash and checks and run a tape using a calculator attaching the tape to the back of the form. Please stamp all checks for deposit only, there is a stamp available in the Office of Student Activities for your use. Take the form and your deposit to the Bursar's Office to make the deposit and always keep a copy of the form for your records. See Attached Sample.


4. Bake/Confectionery Food Sales
The sale of food on campus by any university-affiliated group other than the official campus dining service is ordinarily limited to bake/confectionery sales. A bake/confectionery sale is defined as the sale of items that will not spoil in the absence of refrigeration. Bake/confectionery sale items include cookies, brownies, popcorn balls, cake with nonperishable icing, muffins, bread, rolls, pretzels, donuts, caramel or candy-covered apples, and fudge. All items for bake/confectionery sales must be wrapped in individual portions before being brought to campus. Persons wrapping items should take care that hands are extremely clean before handling food. Food may be wrapped in any substance that will permit the food to be seen by the buyer and keep the food free from contamination. No food license is required to sell confectionery items on campus by registered student organizations. Badgering passers-by for sales or otherwise promoting the sales of items in an overly aggressive manner is not permitted. The sale of any other food item on campus requires approval from the Office of Student Activities and Dining Services.


5. Requesting a Check
If a student group needs to make a purchase that exceeds $200.00, wants to pay for services totaling over $200.00 or an individual needs to be reimbursed over $200.00 a check request must be made by submitting a Departmental Purchase Order to WSU Accounts Payable Department. The average processing time for a check request is 5 - 7 business days. Please note that checks are available to be picked up on Monday, Wednesday, or Friday only so please plan well in advance! The proper documentation to obtain a check must be presented when making a check request. Examples of the proper documentation include items such as: receipts, copies of cancelled checks, invoices, order forms or credit card bills. Checks will not be processed without the proper documentation. If the payment is for services to be rendered such as workshop leaders or entertainers, please ask the payee for a statement that shows their name, address, social security number and a description of the services to be performed.


6. Departmental Purchase Orders - DPO
Student groups can use a Departmental Purchase Order or DPO in order to eliminate the withdrawal of funds from their account. A DPO can be taken to most local merchants, you should call prior to placing your order to ensure that they will accept the DPO. This form can be obtained from the Office of Student Activities and requires a Student Activities signature. After you submit the DPO to the vendor, they will send a statement of invoice to our office and we will process it for payment using funds in your student account.


7. 1100 Forms
To be used when departments or organizations are transferring funds from one university account to another. This form is often used for programs that are jointly sponsored by various departments or organizations.


8. Monthly FAS Report
The monthly FAS report is similar to a bank statement outlining your spending and deposits for a month. These reports can be found in the Office of Student Activities and are available around the second week of the month. Negative balances will be reported to each organization and to the group's advisor, this status may result in a loss of registration privileges. Please note that this is an expense report therefore deposits are followed by negative signs.