Club Accounting
"How To" for Club Transactions
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How can I get reimbursed?
For cash reimbursements totaling $350.00 or less, visit Club Accounting or email us and provide a completed Receipt Log and *valid receipt(s).
If a receipt is missing, please complete a Lost Receipt Statement and include proper documentation or the Club advisor's signature.
Two authorized Club signers, other than the person being reimbursed, must approve the expense via CWU email or signing in-person with photo ID.
You must pick up the cash in person. Please bring photo ID when picking up your cash reimbursement.
For reimbursements over $350.00, or if you prefer to receive a check instead of cash, payment will be issued by check. A W-9 is required for all payments over $350.00.
- Checks can be picked up at the Cashier’s Office in Barge 105 or mailed to you.
- Checks must be picked up within 10 days of being ready. After 10 days, the check will be mailed to the mailing address listed on your student account.
- Please allow 3–5 business days for processing.
- Checks are printed on Tuesdays and Thursdays.
- Please specify your preference for pickup or mailed when submitting your reimbursement.
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.
*A valid receipt must include:
- Vendor name
- Date of purchase
- Itemized costs
- Total amount
- Proof of payment
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How can I get a cash advance?
To initiate a cash advance for $350.00 or less*, stop by Club Accounting or email us and specify the amount, as well as the specific purchase intended with the cash advance.
Two authorized Club signers, different than the person picking up the funds, must approve the cash advance via CWU email or signing in-person with photo ID.
You must pick up the cash in person. Please bring photo ID when signing to pick up your cash. A Statement to Receive Club Advance form must be completed by the person picking up the funds.
*Cash advances exceeding $350.00 will be issued via check. A W-9 must be filled out by the person receiving the check. Checks can be picked up at the Cashier's Office in Barge 105 or mailed to you.
Receipts, a Receipt Log, and any remaining cash must be turned into Club Accounting within 7 days of the initial cash pick up. To discuss extending your cash advance due date, please reach out to Club Accounting.
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How can I pay a vendor?
Stop by Club Accounting or email us and provide the following:
- Invoice for goods/services. (If an invoice is not available, the vendor must complete an Invoice Voucher A-19 form.)
- W-9 completed by the vendor.
Two authorized Club signers must approve of the expense via CWU email or signing in-person with photo ID. Club Accounting will complete a check request and mail it to the vendor.
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How can I make a deposit?
- 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.
- Third-Party Payment Platforms: Venmo, Apple Pay, PayPal, and other third-party payment platforms cannot be used to make club deposits.
Cash Advance Returns: If your deposit is a return of funds from a Cash Advance, please let Club Accounting know when you bring in the deposit.
- 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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How can I pay for an on-campus room reservation?
Please contact the Scheduling Office well in advance of the event and initiate the room reservation.
The Scheduling Office will send an event estimate to Club Accounting that initiates the process of reserving funds for your Club room reservation.
A Club Estimate Agreement needs to be completed via email or in person.
Two authorized Club signers will need to approve the expense via CWU email or in-person with ID.
(Note: Upon final billing, the amount listed in the Club ledger will be adjusted to reflect the final price.)
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How can I reserve a motor pool?
Please stop by Club Accounting or contact us via email to initiate the process of reserving funds for a motor pool.
A Motor Pool Request Form and a Club Estimate Agreement must be completed and returned via email or in person.
Two authorized Club signers will need to approve the expense via CWU email or in-person with ID.
(Note: Upon final billing, the amount listed in the Club ledger will be adjusted to reflect the final price.)
Motor Pool Rates:
5 Passenger Sedans: $39 /day, and $ 0.32 /mile
8 Passenger Van: $45 /day, and $0.43 /mile
10 Passenger Van: $47 /day, and $.0.48 /mile
12 Passenger Van: $49 /day, and $.0.55 /mile - Van Safety Certificate required for the driver
Golf Cart: $20 per day- Cancellation Fee (less than 24 hrs): $30
- Excessive Cleaning Fee: $30
- Late Pickup Fee (after 4:30 p.m.): $30
Prices are subject to change.
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How can I pay for Publicity Center charges?
Please contact the Publicity Center well in advance of the event to initiate services.
Provide your estimate from the Publicity Center to initiate the process of reserving funds for the printing/publicity services. The estimate can be presented in person or sent via email.
A Club Estimate Agreement needs to be completed via email or in person.
Two authorized Club signers will need to approve the expense via CWU email or in-person with ID.
(Note: Upon final billing, the amount listed in the Club ledger will be adjusted to reflect the final price.)
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How can I pay another Club or CWU department?
Please visit the Club Accounting office or contact us via email to initiate the transfer of funds.
You will need to specify the Club or CWU department, amount of the transaction, what it is for, and payment due date. Appropriate backup documentation will need to be provided to support the transfer of funds. This could be a contract, an invoice, a detailed email, etc.
Two authorized Club signers will need to approve the expense via CWU email or in-person with ID.
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How can I approve a Club expense via email?
If you are listed as a recognized Club Signer in Club 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, 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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