Club Accounting
General Questions and Answers
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How can we add a Club Signer to the signature sheet?
To add an individual to the signatory list, a brand new Signature Sheet be completed and emailed to the Club Accounting office. A new list is created to ensure that all signatures listed are approved by the Club/Organization.
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Can Club transactions be authorized by Club Signers via email?
Yes. If you are listed as a recognized Club Signer on the club's account, you can approve Club transactions via CWU email.
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, Club Accounting will reach out to you directly to approve something via email so please be diligent in checking your CWU email.
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Can Clubs or Organizations open an outside banking account to conduct financial activity?
No, a Club or Organization is restricted from opening an outside bank account per the RSO/Club Handbook provided by SLICE.
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Can my club use Venmo, Apple Pay, PayPal or similar platforms?
No! Clubs are not permitted to use third-party payments (Venmo, PayPal, or similar platforms). Clubs must use the CWU-approved payment platform for all debit and credit card payments.
Note: Clubs are responsible for any payment disputes. -
How does a Club receive a listing of transactions from their Club Ledger?
Authorized Club Signers may request a listing of transactions from their Club ledger. Please contact Club Accounting via CWU email or stop by the office to make this request. We are happy to help!
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What is a receipt by Club Accounting standards?
A valid receipt must include:
- Vendor name
- Date of purchase
- Itemized costs
- Total amount
- Proof of payment
Missing receipts:
- Complete a Lost Receipt Statement
- Provide proof of payment (bank statement or advisor signature)
Domino's receipts: Must show a $0.00 balance owed. Check your email for the paid receipt.
Amazon receipts: Click here for instructions on how to download/print your Amazon receipt.
Reimbursement requests must be submitted within 60 days of the purchase date or by June 15, whichever comes first. Requests submitted after this deadline may not be eligible for reimbursement.
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I lost my receipt. Can I still be reimbursed?
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.
Reimbursement requests must be submitted within 60 days of the purchase date or by June 15, whichever comes first. Requests submitted after this deadline may not be eligible for reimbursement. -
How long will it take for a check to be available?
Once two Club Signers approve the expenditure and all backup documentation has been received, Club 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.
Checks must be picked up within 30 days. -
How can I pay my club dues?
You can pay your club dues by:
- Cash or Check: Stop by Club Accounting to make your deposit. Please complete a deposit slip and bring it with you.
- Debit or Credit Card: Deposits can be made through the CWU-approved payment platform. Payments made through this platform are automatically deposited into the club’s account. Be sure to include your club name and deposit description when submitting your payment.
Note: The Club is responsible for any credit card transaction disputes.
- Cash or Check: Stop by Club Accounting to make your deposit. Please complete a deposit slip and bring it with you.
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Gambling and Fundraising Guidelines
WHAT IS GAMBLING?
An activity may be considered gambling when it includes all three of the following:
- Chance: The winner is chosen by luck or random selection.
- Prize: The winner receives something of value.
- Payment: Participants must pay or give something of value to take part.
If one of these three elements is removed, the activity may not be considered gambling.
Examples
- Prize + Chance + Payment: May be considered gambling and may require approval or a license.
- Prize + Chance + No Payment: A free drawing may be allowed, depending on how it is conducted.
- Prize + Payment + No Chance: A skill-based contest may be allowed because the winner is chosen based on skill rather than chance.
When planning a fundraising activity, please contact Club Accounting before collecting money or advertising the event if you are unsure whether the activity is considered gambling.
RAFFLES
A raffle is a gambling activity in which tickets are sold and prizes are awarded by chance.
Not all raffles require a license. Washington has specific rules for licensed and unlicensed raffles, including requirements for who may conduct a raffle, ticket sales, prizes, recordkeeping, and notifying local law enforcement.
Before Conducting a Raffle
CWU Clubs/Organizations and Departments must contact Club Accounting before planning or conducting a raffle. Additional requirements may apply depending on the type of raffle and the organization conducting it.
Raffle Tickets
Raffle tickets must include:
- Consecutive numbers or other identifying numbers, letters, or symbols that do not repeat
- Cost of each ticket
- Date, time, and location of the drawing
- Name of the organization
- Description of the prize(s)
- Whether the winner must be present to win
Washington generally limits the price of a raffle ticket to $100, although different limits may apply to certain types of raffles.
Selling Raffle Tickets
- Tickets must be sold for the same price.
- Tickets must be paid for in full by cash, check, or credit card.
- Tickets cannot be sold over the internet or by telephone.
- Individuals must be 18 years or older to purchase raffle tickets.
- Only eligible members of the organization may sell tickets, subject to applicable Washington rules.
Determining the Winner
All sold ticket stubs must be placed into a container and selected randomly so that each ticket has an equal chance of winning.
AUCTIONS
Live and silent auctions are not considered gambling because the winner is determined by the highest bidder rather than by chance. Auctions do not require a gambling license.
If an auction is combined with a raffle or another activity involving chance, the raffle or chance-based portion may be subject to Washington gambling rules.
Alcohol
If alcohol is included in an auction or fundraising event, additional requirements may apply. Please contact the Washington State Liquor and Cannabis Board before including alcohol in a fundraising activity.
WHEN IN DOUBT, ASK FIRST
If you are unsure whether your fundraising activity involves gambling, please contact Club Accounting before the event is planned or money is collected.
For more information, visit the Washington State Gambling Commission
https://wsgc.wa.gov/rules-enforcement/educational-materials-and-printable-handouts/raffles
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