Funds can be released from a Club or Organization account for an advance. To complete a cash advance a cash withdrawal form must be completed.
To be advanced funds, a statement to receive check/cash advance must be filled out. This form indicates the reason for the advance, where and how the funds are to be used, the amount of the advance that is being requested, and the date of travel or event. The form is signed indicating understanding that receipts1 or any unused funds must be returned to SURC Accounting within 7 days of the event or return from travel.
To authorize the release of fund, two Club/Organization signatories must approve the withdrawal. The cash withdrawal form will stay in the SURC Accounting office as the signatories must be verified with photo identification (Government ID or CWU Connection Card) against the signatory list held in the Club/Organization file in SURC Accounting. The individual receiving cash must provide identification as well to be verified against the name indicated on the withdrawal form.
When 7 days have passed after the event or travelers have returned from their destination, receipts must be turned in. Please attach receipts to 8.5x11 piece of paper if there are multiple receipts (do not cover information with tape, as it will cause information to fade).
Any unused funds will be re deposited into the Club or Organization account, please notify the accounting clerk the deposit is from an earlier advance for reconciliation purposes.
Clubs/Organizations that have outstanding receipts due, will not be allowed to initiate additional advances until receipts have been submitted – long term overdue receipts can result in a Club or Organization’s account being frozen.
NOTE: There is a $200.00 cash withdrawal limit per day, per Club/Organization. If the amount of advance is larger than this, a check can be cut and mailed to the individual, which requires a 3 day processing period. Check advances require the same detail and procedures as a cash advance.
1A receipt is any document that shows a charge that needs to be paid and proof of completion of the payment (e.g. credit/debit card charge, $0.00 ending balance, etc.)