Whether your chartered group has been around forever or is just getting started, there are many things to learn about paying your organization expenses. This page is here to help. Scroll down or click the links below to learn more about:
Handling payments within the university financial environment requires preparation. There are standardized processes and timelines that must be followed, so it’s important to plan ahead for group expenses:
The easiest and quickest method of paying student organization expenses is the Declining Balance Card (DB card). Students should use this method to make payments whenever possible.
To become a user of the DB Card program, students must login to Sakai to complete a 20-30 minute online training and assessment. If you have questions about DB card training, contact firstname.lastname@example.org.
Once trained, students are able to submit a funding request related to their SAF or DCF allocation.
The advantages of using the DB card include:
For more information about the DB card, contact email@example.com.
Many vendors provide an invoice as a means of requesting payment. Any invoices received by your student organization should be prepared for payment by adding a complete business purpose, the appropriate budget codes and your advisor and/or officers’ approval signatures.
Payees who have never been paid by WFU or who haven’t been paid in the past year will probably need to submit a W-9 form along with the invoice. You can learn more about W-9 forms in the green sidebar called “Forms”.
Please note that it can take over 45 days for payment of an invoice after we’ve sent it to WFU Financial Services; therefore invoices should be turned in for payment as soon as possible after you receive them.
An acceptable invoice must display the word “INVOICE” somewhere on the document.
In addition, an invoice will typically include elements such as:
To request payment by check for performers and speakers; vendors providing a written agreement instead of an invoice; or a student or staff member in need of reimbursement, please submit an Expenditure Voucher Form (example and instructions pictured to the right) with appropriate backup documentation, which could include one or more of the following:
Prepare your Expenditure voucher (check request) for payment by filling in all the payment details in the pictured example, including budget codes and a complete business purpose, then send via campus mail to Accounts Payable.
Who can be paid through this form?
WFU employees, students and external payees that do not have a standard invoice, such as one-time speakers.
When should I use this form?
What should NOT go on this form?
What if my vendor agreement includes delivering a check in person at the time services are rendered?
In this case you’ll need to check “Hold for Pickup” on the Expenditure Voucher. Also include a name and email address for the person who should be contacted when the check is ready. If all required documentation has been provided, AP staff will make the check available by the service date specified in your contract. Checks can be picked up at the Cashier’s Window in Reynolda Hall 107.
Reimbursements for amounts under $50 are not paid by check. Instead, once you’ve completed your Expenditure Voucher and obtained the needed approval signatures, you’ll be able to visit the Cashier’s Window in Reynolda Hall 107 to receive a cash reimbursement.
This is a federal form that is required for all external payees in the WFU payment system. It collects information such as the business/proprietor’s name, business address, type of business, tax ID numbers and immigration status. If your payee has never been paid by WFU, download this form and have them complete and email or fax it back to you. Even if the payee has been paid by WFU before, enough time may have elapsed that an updated form may be required. It’s best to observe the rule “when in doubt, ask for it!”
Its name is mysterious but it has many purposes! This form is used to request a payment by check whenever your payee does not provide an invoice. A good example would be when you’re paying a performer or speaker. Another common use is to request a reimbursement in those rare instances when you might spend personal funds. The Expenditure voucher must always be accompanied by “backup” documentation that details the terms of payment as well as a W-9, if needed, and any other applicable forms.
All university expenditures require an approval signature. For expenses under $100, 2 student organization officers may sign, but for higher amounts, your advisor will need to provide an approval signature or email approval, along with an approval from one of your officers. This form documents who is allowed to provide financial approval for your group. It should be updated anytime your group changes advisor or officers. If you’re not sure who is authorized to approve expenses for your group, contact firstname.lastname@example.org.
When paying expenses with a Declining Balance card or by submitting a check request, you must include backup documentation such as original receipts, contracts or email confirmations, as well as a W-9, when applicable.
To be accepted by Accounts Payable, your backup should detail the items or services being purchased and show the amounts paid for sales tax, tips, and other fees. Contracts should specify terms such as the engagement date, location, and payment terms.
Not all receipts given by vendors meet the requirements for an acceptable receipt. If you submit a receipt that doesn’t include required elements, you’ll be asked to follow up with the vendor until acceptable documentation has been provided. You can save yourself a lot of time and energy by reviewing your receipts at the point of purchase to make sure they include all needed details.
Some student organizations may need to make payments to university groups and departments such as:
To charge these these types of expenses to your SBAC or Agency fund, the appropriate budget code must be provided to the department when you submit your work orders or reservation requests. For assistance with work orders, please contact the Office of Student Engagement.