General Information

• The Banking Center acts as a book-keeper
• Any money allocated to an organization through Student Senate must have an account here
• New accounts are set up through Student Senate.

The following guidelines explain the process of depositing and receiving money from your organization account with Student Services, Inc.:

• All student organizations are required to have a signature sheet on file. This must be completed each academic year. The signature sheet for the 2005-2006 academic year must be on file by September 9, 2005. Failure to complete the sheet will result in your organization’s account being frozen.
• Money may be deposited into your organization account at the Student Memorial Center Banking Area, Monday – Friday 8:00a.m. – 4:30p.m. You will receive a receipt for all monies deposited.
• To have checks written from your organization account, a form #1 and a copy of the invoice to be paid are required. Please make sure you fill out the form #1 completely.  Any form #1 submitted without a full address will NOT be processed.  The description area is very important from an auditing standpoint. A form #1 also requires two signatures; the president or the treasurer and the advisor of your organization. If the check is for a reimbursement of funds spent, the receipt must be attached to the form#1.
• The form #1 has an area on the bottom to mail or for 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.
• Checks are available on Tuesdays and Fridays after 3:00p.m. Form #1’s received on Fridays and Mondays 8:00a.m. – 4:30p.m. will be available on Tuesdays. Form #1’s received on Tuesday, Wednesday and Thursday 8:00a.m. – 4:30p.m. will be available on Fridays.
• Petty Cash may be withdrawn from Student Services, Inc. for miscellaneous purchases totaling $50.00 or less. The signature of the president or treasurer and advisor are required on the petty cash request form. The money will be deducted from your account at this time.  You will receive a petty cash receipt and a petty cash voucher when receiving petty cash.  The petty cash voucher must be used to keep track of petty cash expenses. All receipts and/or sales slips and unused funds are required to be returned with the petty cash voucher to the Student Services, Inc. banking center to clear the petty cash slip.  One petty cash slip must be cleared before another will be issued.
• If your organization has depleted all the funds deposited with Student Services, Inc., the advisor to your organization will be notified. No form #1s, or petty cash slips will be processed and no funds released until a balance is available in the organization’s account.
• A detailed statement of all financial transactions will be provided. The advisor and president or treasurer should review the statement for accuracy and report any discrepancies to the Banking Area at the Student Memorial Center.
Contact Tish Brian at extension 3262 if you have any questions.
Your cooperation is greatly appreciated.

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