All student organizations are required to have a signature sheet
on file. This must be completed each academic year. The signature sheet for the academic year must be on file by the last day of September and provided to Campus Life
. You cannot access your funds if this sheet provided.
Money may be deposited into your organization account at the Student Services Business Office (Banking Center area), Monday – Friday 8:00a.m. – 4:30p.m. A detailed listing of all financial transactions is available on GetInvolved. Any discrepancies should be reported to the Business Office immediately.
The method to have a check cut is the Form #1. Any Form #1 submitted without a full LEGAL address (legal address refers to the address as it appears on your driver’s license) will NOT be processed. A Form #1 also requires two authorized signatures per the completed and updated signature sheet; the president or the treasurer AND the advisor of your organization. If you are the payee, you may not sign the Form 1. If the check is for a reimbursement of funds spent, the original receipt(s) must be attached to the Form #1 as well as proof of payment.
To pay invoices from an organization account, a Form #1 with the original invoice(s) to be paid is required. Please make sure that the Form #1 is completed in its entirety.
‘Services rendered’ is considered income. The Form #1 with the original invoice, agreement or contract, along with the payee’s signed W-9 must be submitted. A W-9 is required. Income is reported to the IRS and the payee will receive a 1099 tax form in January the following year.
If you have made a purchase for your organization and need to be reimbursed, submit a completed Form #1 with all of the original receipts attached and proof of payment. If you have used a credit card, you will need documentation that shows the credit card has been charged (paid in full). Best practice is to include a copy of your credit card, Amazon or PayPal statement when making on-line purchases (be sure that your name appears on the statement). Do not submit statements that are marked “pending transaction” you must wait until the transaction has been posted to your account.
Auditing protocol requires that all receipts for food purchases are itemized. Along with the completed Form #1, please attach the itemized food receipts.
The Form #1 has an area at the bottom to mail or pick-up. Any Form #1 that does not have a preference will be mailed. Checks that are marked for pick-up will be held for two weeks from issue date. They will be mailed after the two week time period.
The Form #1 has an area at the bottom to also indicate if the funds for the check are deducted from the Allocated or Fundraised account. If not indicated, funds will automatically be disbursed from the Fundraised Account.
Checks are available on Tuesdays and Thursdays after 3:00p.m. Form #1′s received on Thursdays, Fridays, and Mondays until 3:00p.m. will be available on Tuesdays. Form #1′s received on Mondays after 3:00p.m., Tuesdays, and Wednesdays before 3:00p.m. will be available on Thursdays after 3:00p.m.
Any organization that requests a Stop Payment will incur a $40.00 charge to their account if the Stop Payment request is within 45 days of original check date. To void a check, you must turn the original check into the Business Office. There is no fee to void a check.
A detailed history of all financial transactions can be accessed on GetInvolved. Once you have received status as a recognized organization by Student Government Association, we will create an account for your organization.
If your organization has depleted all the funds deposited with Student Services, Inc., the SGA Director of Finance as well as your advisor will be notified. No Form #1’s will be processed, and no funds can be released until a positive balance is available in the organization’s account. Please be diligent in checking your account balance in GetInvolved regularly.