FAQ

• Can anyone, other than the treasurer, sign for our organization's transactions?
• How soon can I receive a check after submitting the request voucher?
• I have made purchases for an organization with my own money and now I would like to be reimbursed. What do I do?
• My organization is preparing to make a deposit from a recent fundraiser and I purchased supplies for the event. Can I take my reimbursement from the collected funds?
• My organization needs to pay a bill and we can not find our advisor to sign the request form. How can we get this bill paid?
• I just received a check in the mail that had been deposited into my organization's account and was returned for insufficient funds. What do I do with it now?
• I am the treasurer for my organization and I need to obtain a reimbursement check for myself. Do I sign the Payment Request Voucher myself?
• My organization would like to have an account through another bank. Is this permitted?

Q: Can anyone, other than the treasurer, sign for our organization's transactions?

A: Any member of the organization can sign a Deposit Form. A Payment Request Voucher must be signed by the advisor and the treasurer or president. However, we recommend that the treasurer handle the banking tasks since they are responsible for the organizations financial records.

Q: How soon can I receive a check after submitting the request voucher?

A: Checks will be made available on the following business day - plan ahead.

Q: I have made purchases for an organization with my own money and now I would like to be reimbursed. What do I do?

A: Contact the officers in your organization and request that they submit a Payment Request Voucher. All reimbursements are to be made following this procedure.

Q: My organization is preparing to make a deposit from a recent fundraiser and I purchased supplies for the event. Can I take my reimbursement from the collected funds?

A: NO. All receipts from events must be deposited to the organizations account. Reimbursements can be made by submitting a Payment Request Voucher.

Q: My organization needs to pay a bill and we can not find our advisor to sign the request form. How can we get this bill paid?

A: You need to know when your advisor is going to be available so that you don't get into this situation. You may want to prepare Payment Request Vouchers in advance for regular payments, i.e. cable, water, etc.. Sometimes special arrangements can be made (see SOFS), but don't count on it. You need to plan ahead!

Q: I just received a check in the mail that had been deposited into my organization's account and was returned for insufficient funds. What do I do with it now?

A: This is a decision for the organization to make. SOFS will not assist in collections for bad checks or bad debts owed to your organization.

Q: I am the treasurer for my organization and I need to obtain a reimbursement check for myself. Do I sign the Payment Request Voucher myself?

A: For internal control purposes, a person should not approve a payment to themself. Therefore, if the treasurer of an organization is to receive a payment from that organization, the Payment Request Voucher must be signed by the president and the advisor. If the president is to receive payment, the request must be signed by the treasurer and the advisor. If a payment is being made to an advisor, the request must be signed by the president, treasurer, and the advisor.

If an organization has more than one advisor and payment is being made to one of the advisors, the request can be signed by the advisor who is not receiving the payment and by either the president or the treasurer.

Q: My organization would like to have an account through another bank. Is this permitted?

A: No. All student organization accounts must be kept at SOFS.