Student General (Agency) Account 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.

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.

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)

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.