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SURC Accounting

General Q&A

Index:

Outside bank accounts for Clubs and Organizations.
Only one signatory is on the Ellensburg Campus.
How to obtain transactional data from the Club Account?
What does SURC Accounting consider a receipt?
How long does it take for a check to be mailed?
What if the vendor does not provide a receipt?
How to pay for a personal service (or other payments to an individual)?
Lost receipts (how to resolve the situation and its impact).
How to add someone to a signatory list.

 

Q: Can Clubs or Organization open an outside banking account to conduct financial activity?
A: No, a Club or Organization is restricted from opening an outside bank account per the Club Handbook and the SURC Accounting signatory form.

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Q: Only one Club member is on campus, can a Club or Organization still complete a cash withdrawal or pay for an expense?
A: During the regular school year (Fall, Winter, and Spring) two signatures are required on all cash withdrawals, advances, and expense forms. During the summer months, we understand the difficulty in having club members leave campus; only during Summer quarter do we allow e-mail responses from an authorized Central Washington University e-mail address as the second signature, one physical signature is still required.

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Q: How does a Club receive a listing of transactions from their account from SURC Accounting?
A: Only an individual who appears on the signatory list may request a listing of transactions from their account. 

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Q: What is a receipt by SURC Accounting standards?
A: A receipt is any document that details what is being charged as well as indicating that the payment for the charge has been received. Without both of these pieces of information, a document is not a receipt by SURC Accounting standards. There may be supplemental documentation that can be turned in to help make sure all parts of the transaction are accounted for. Please contact SURC Accounting for more information if you have any questions.

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Q: How long will it take for a check to be sent out?
A: Once two signatories sign off for the expenditure and all backup documentation has been received, SURC Accounting can begin the check request process which takes roughly 3 days. After the 3 day processing period the check will be sent.

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Q: What if the vendor does not provide a receipt?
A: If the vendor does not provide a receipt, SURC Accounting still requires documentation of the payment. In the event that payment is to a business, the invoice (or A-19 and flier/advertisement) should be turned in to SURC Accounting as backup. If the payment is for a personal service or an individual working for themselves, a W9 will most likely be required in addition to the invoice (or A-19 and flier/advertisement). If there is any question on what backup will be accepted, please contact SURC Accounting.

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Q: How to pay for a personal services (or other payments to an individual)?
A: In order to process payment to an individual (for a personal service OR goods) the individual's tax information must be properly obtained (which requires a completed W-9) in addition to an A-19/Invoice. Please have the University process payment for these types of transactions to ensure proper documentation is in place. Please attach a flier/advertisement of the event for additional backup.

Original paperwork must be received by SURC Accounting prior to being sent to Accounts Payable to begin processing payment.

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Q: What to do if you have lost your receipt?
A:
If you have lost your receipt, you can still receive a reimbursement, however, this could penalize your Club/Organization and result in eventual suspension of advances. A lost receipt form can be completed. It must be signed by your advisor and turned into SURC Accounting. Two lost receipts within 1 academic quarter will result in suspension of advances for a period of 11 weeks.

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Q: How to add someone to the signatory list?
A:
To add an individual to the signatory list, a brand new list must be completed and turned in to the SURC Accounting office. A new list is created to ensure that all signatures listed are approved by the Club/Organization.

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