SURC Accounting

For cash reimbursements totaling $350.00 or less, visit SURC 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 signing to pick up your cash reimbursement.

For reimbursements over $350.00, or if you prefer a check instead of cash, payment will be issued by check. Checks can be picked up at the Cashier's Office in Barge 105 or mailed to you. Please specify your preference when submitting your reimbursement.

*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.

To initiate a cash advance for $350.00 or less*, stop by SURC 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 SURC Accounting within 7 days of the initial cash pick up. To discuss extending your cash advance due date, please reach out to SURC Accounting.

Stop by SURC 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.  SURC Accounting will complete a check request and mail it to the vendor.

Stop by SURC Accounting with cash or check to complete a deposit slip.  
While electronic platforms like Venmo or PayPal can’t be used for deposits, debit or credit card payments can be made here.

If the deposit is from a Cash Advance, please specify when returning to SURC Accounting.

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 SURC 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.)

Please stop by SURC 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 for 2025-2026:
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

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.)

Please visit the SURC 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. 

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.