Organization Policies

SETTING UP AN ACCOUNT

The sponsor, which must be a faculty or staff member, sends a memo requesting a new account. The account must also be approved by the Controller. The Accounting Services office assigns the account number.

The signature sheet for new accounts is given to the sponsor at the time the account is approved by the Controller. The sponsor of each club will be contacted once a year to verify that they are still the sponsor for that organization. If not, they will need to pass on the new sponsor's name at that time. The sponsor MUST sign the signature sheet and officer signatures are optional. Then the sheet must be returned to Ashley Brandt at campus box 4021.

When the signature sheet is returned with all the required approvals, the account is set up in the accounting database by Accounting Services.

USING AN ACCOUNT

CHECKS & CASH

Checks should be made payable to the student organization. Checks should be endorsed with the name of the student organization on the back.

Total your cash and checks on the deposit slip. When you have the deposit ready, take it to Cashiering Services.

If you need a copy of the deposit form, please contact Ashley Brandt or the Cashiers Office.

MAKING DEPOSITS

Deposits should be delivered directly to the Cashiers Window in Plumb Hall (Office 104). Campus mail SHOULD NOT BE USED to send deposits to Cashiering Services. A completed deposit slip should accompany the funds.

After the Cashier's Office has processed the deposit, a deposit receipt will be emailed to the contact person on file for the organization. Please review the receipt to verify the accuracy of the information from the deposit. If you have any discrepancies, please contact the Cashiers office.

Anything sold for fundraising is subject to sales tax. For assistance with calculating sales tax please contact Ashley Brandt at abrandt2@emporia.edu.

REQUESTING CHECKS

The sponsor signature is required for the check requisition to be processed. If a current signature sheet is not on file, the checks will not be processed. An invoice and/or sales receipts must be attached or an explanation of request must be written on the requisition. Payments to an individual must be accompanied by an E-Number and valid address. Payments made to an individual may be subject to federal and state payroll tax assessments and may be reportable on a Form 1099. If a vendor does not have an E-Number on file with ESU, the organization requesting the check is responsible for obtaining the W9 from the vendor.

Please turn in Check Requisitions with proper documentation and receipts, to Plumb Hall 103M.

If the check requisition is given to Accounting Services by 9 AM, the check will be ready after 4 PM the same day. The check can be picked up at Cashiering Services.

Please keep in mind that a check will not be processed if there are not sufficient funds in the organization account. Please contact Ashley Brandt if you need a current balance of your organization’s account.

SPECIAL HANDLING

Accounting Services needs to be contacted for special handling that is needed. Checks that are lost or remain uncashed need to be cancelled. The sponsor needs to contact Ashley Brandt at extension 5137 to authorize that cancellation. If a check is no longer needed or the check is a duplicate payment, the original check along with a memo signed by the sponsor needs to be sent to Ashley Brandt at campus box 4021 detailing the action to be taken.

Deposits that are made to the wrong account or incorrect amounts should be reported to Ashley Brandt at campus box 4021 or extension 5137. Deposits that should have included sales tax, but the sales tax was left off, need to be corrected. The sponsor should provide a signed memo or email to authorize the correction.

REQUESTING ACCOUNT INFORMATION

Account information can be requested by the sponsor or an officer of the student organization.

You must know the account number to obtain information about the account or the balance in the account.

Requests for information can be made by phone, by memo or in person.