SURC Accounting

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. Please email SURC Accounting to request a new form, or stop by our office.

Yes. If you are listed as a recognized Club Signer in SURC Accounting, you can approve Club transactions via email.

Correspondence must be sent from your official CWU email account. 

A clear statement with your name, the specific amount being approved/estimated, purpose of the transaction, and Club name must be provided in the body of the email. 

• Estimate Example: “I, Wellington Wildcat, approve the $50 estimate for the room reservation for Snowboarding Club.”
• Non-estimate Example: “I, Wellington Wildcat, approve the $73.58 reimbursement for “Jay Doe” purchasing meeting supplies for Knitting Club”.

Most often, SURC Accounting will reach out to you directly to approve something via email so please be diligent in checking your CWU email.

No, a Club or Organization is restricted from opening an outside bank account per the RSO/Club Handbook provided by SLICE.

Authorized Club Signers may request a listing of transactions from their Club ledger. Please contact SURC Accounting via email or stop by the office to make this request.  We are happy to help!

For a receipt to be considered valid, it must show the following:

• the vendor’s name
• when you bought the goods or used the service
• the base amount you owed for each item you paid for
• the taxes (if applicable) on that base amount
• the total amount you owed
• indication that you paid the full amount you owed

If any of these elements are missing, or if you paid a handwritten tip/gratuity, additional documentation is required.  A Lost Receipt Statement must be filled out and accompanied by a bank statement showing proof of payment or the Club advisor’s signature.

If you have lost your receipt, you can still receive a reimbursement. A Lost Receipt Statement can be accepted in place of receipts. It must be signed by your club advisor or accompanied by documentation verifying payment, such as a bank statement.

Once two Club Signers approve the expenditure and all backup documentation has been received, SURC Accounting can begin the check request process which takes about 3 business days.

After the 3 business day processing period, the check will be mailed or made available for pick up in the Cashier's office located in Barge 105.

You can pay your club dues by cash or check in the SURC Accounting office, or by debit or credit card here if that’s more convenient.

What is Gambling?

Gambling activities involve three elements:

• Chance
• Prize
• Consideration

If one of the three “gambling” elements is removed, it is no longer gambling. For example, it is not gambling if:

• Entry into a contest is free (no consideration)
• Winners are chosen based on their skill (not chance)

Approval procedures for a CWU Club/Org or Department to conduct a raffle:

• Anyone conducting a raffle on campus, needs a license from the Washington Gambling Commission (WAC 230). NOTE: Non-Profit groups may be exempt, but CWU would still need a statement from the gambling commission to prove their exemption.
• WAC 230-09-005 states that you must notify the local police in writing of the time and place of the raffle at least 10 days before selling tickets.

Clubs, Orgs, and Departments:

• Must show the flow of funds through their club/org’s budget or department’s budget.
• If the raffle includes a prize, the prize must be owned by the club or org.
  • If the item was donated to the club, a statement from the company that made the donation is necessary.
• If the raffle includes cash money, the check will be processed by SURC Accounting.

Raffle tickets must include the following information:

• Consecutive number for each ticket
• Cost of each chance
• Date/Time/Location of drawing
• Name of the organization
• Description of the prize
• State if the person needs to be present at the drawing

Selling Tickets:

• Maximum price per ticket is $100
• Tickets must be sold for the same price
• Tickets must be paid in full by cash, check or credit cards
• Tickets cannot be sold over the internet or by phone
• Minors are not allowed to purchase tickets

Determining Winners:

• Tickets from all sales must be placed into a receptacle and selected randomly to allow an equal chance of winning.

For more information please visit: https://www.wsgc.wa.gov/education/raffles

Yes! We understand that the requirements of SURC Accounting may seem a little confusing for Club members and we are here to help!  Please reach out to schedule an info session and we would be glad to meet with your Club.