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Student General (Agency) Account Information
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Student General (Agency) Account Information
General Information:
The Business Office acts as custodian of the funds for the student general accounts.
Student General Deposit Tickets and Student General Fund-Disbursement Vouchers
can be picked up at the Business Office.
Cashier Window hours: Monday–Friday 10:00 am - 2:00 pm * Cutoff to drop off disbursement vouchers is Thursday at 12:30 pm for checks to be available on Friday.
The student organizations are responsible to notify Students Affairs of any changes in officers or advisor.
Making Deposits:
Complete a
Student General Deposit Ticket
and present the deposit to one of the cashiers at the Business Office windows.
Include a description of the deposit on the ticket.
Example: Fundraiser, dues, etc.
Checks must have the organizations account number written on the back.
Checks should be payable to
Westminster College
and NOT to the organization.
Deposits containing large amounts of coin must be wrapped ahead of time. The cashiers will provide the wrappers upon request.
Requesting Checks:
Complete a
Student General Fund – Disbursement Voucher
.
This form must be completed in its entirety
The
Disbursement Voucher
must include the organization’s name, the payee, the complete address for the payee
AND
the social security or tax ID number for the payee.
The social security or tax ID number are
not
necessary when requesting reimbursement for a current Westminster College student or advisor.
The signature of the organization’s treasurer
AND
the advisor are required on the
Disbursement Voucher
. If the payee is the treasurer, the president and advisor must sign the voucher. If the payee is the advisor, the treasurer and the Associate Dean must sign the voucher.
Check requests must be received by 12:30 p.m. on Thursday in the Business Office for same week processing.
Checks can be picked up the following day, Friday, after 12:00 p.m.
Checks are
not
mailed and must be picked up by the president, the treasurer, or the advisor.
Proper identification is required.
A student general check payable to an individual can be picked up by that individual.
Proper identification is required.
*It is the responsibility of the president or treasurer to notify the individual about the check
Anyone picking up checks is required to sign for them.
A W9 must be complete for vendors with paid amounts over $600 in one given year (unless a W9 is already on file with the college for the vendor)
Account Details:
The account spendable balance can be accessed online by the advisor through their
My.Westminster
under the
Finances
tab, choose
Calculate Agency Fund Balance
,enter
only
the department number (5 digits). This will generate a report showing the organization and the available balance.
Detailed account transactions can also be accessed by the advisor through their
My.Westminster
under the
Finances
tab, choose
Lookup GL Account Information
,choose
Partial Account
, enter
07
for the
fund
and enter the
department
number (5 digits), choose the year and the
beginning and ending period
, choose
Go
,click on the
bold numbers
to view the detail.
The advisor is responsible for providing this information to the treasurer. The Business Office does
not
print statements.