PURCHASING
70.18
Revised 1-05
CUB Accounting Office
335-2273
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CUB ACCOUNTING OFFICE
The CUB Accounting Office monitors Faculty, Student and Alumni (FS&A) accounts maintained by University organizations.
FS&A accounts are administered through the University's accounting system in program 17C.
Signature Cards
In order to disperse funds to an FS&A account holder, the CUB Accounting Office must have a signature card on file with the names and signatures of the individuals responsible for the account.
Registered student organizations obtain signature cards from Campus Involvement. All other FS&A account holders obtain signature cards from the CUB Accounting Office (room 133). All account holders submit completed signature cards to the CUB Accounting Office.
The signature card is valid for one academic year and expires on July 31st each year. A current signature card must be on file before the CUB Accounting Office processes any transactions.
The card must be signed by the organization's advisor and two officers (such as the president and treasurer). An organization which has a midyear change in advisors or officers must update the signature card.
PURCHASES AND TRANSFERS (WSU VENDORS)
Purchases from University Service Centers
An organization uses an Interdepartmental Requisition and Invoice (IRI) to make purchases from University service centers. The organization must include the following information on the IRI:
- Description of the services being provided,
- Dollar amount, and
- Name of the vendor department.
Obtain supplies of the form from the CUB Accounting Office in the Compton Union Building, Room 133. See 70.05 for form completion instructions.
Transfers Between FS&A Accounts
For transactions between FS&A accounts, the CUB Accounting Office transfers the requested amount from one FS&A account to another FS&A account, in lieu of preparing a check.
To request a transfer, an FS&A account holder submits a completed IRI form to the CUB Accounting Office. The organization must include the following information on the IRI:
- Description of the services being provided or a justification supporting the transfer,
- Dollar amount, and
- Name and project number of the recipient account in the Vendor Department field.
Form Completion
Organizations follow the procedures in 70.05 and above to complete the IRI with the following approval and routing differences:
Organization Approval
A minimum of two signatures is required.
A student officer indicates approval by signing the form.
An organization advisor must always approve the expenditure.
Routing
The organization retains the pink copy and routes the balance of the form to the CUB Accounting Office for approval.
The CUB Accounting Office:
- Reviews the form for completion,
- Verifies the signatures against the signature card on file, and
- Verifies the organization's account balance to ensure funds are available.
After approval, the CUB Accounting Office routes the white and yellow copies to the vendor department.
The CUB Accounting Office retains a copy.
Vendor Department
The vendor department indicates items/services provided to the organization and costs per item on the form.
The vendor department retains a copy and forwards the white and yellow copies to the IRI desk, Controller's Office, for processing.
The vendor department provides the requested items or services to the organization.
PURCHASES FROM INDIVIDUALS AND NON-WSU VENDORS
An organization completes a Request for Check Issuance form to authorize the CUB Accounting Office to withdraw funds from the organization's account and issue a check to a non-WSU vendor or an individual claimant.
Obtain supplies of the form from the CUB Accounting Office.
Form Completion
NOTE: Complete all blanks on the Request for Check Issuance form. The CUB Accounting Office returns incomplete forms to the organization advisor.
Account Name
Enter the name of the requesting organization.
Account Number
Enter the eight-digit budget/project number of the account supporting the expenditure.
Vendor Or Claimant
Enter the address of the vendor or claimant. (This address is required even when the check is picked up.)
For payments to individuals, enter the claimant's WSU ID number or social security number.
Approved For Payment
A minimum of two signatures is required.
A student officer indicates approval by signing the form.
An organization advisor must always approve the expenditure.
NOTE: An individual who is approving a check request must not be the person to whom the check is payable.
Check Handling
Indicate how the CUB Accounting Office is to handle the check.
The CUB Accounting Office either mails the check to the claimant or holds the check for pickup.
Invoice
Enter the requested invoice number under Invoice # on the form. An invoice, receipt, or other documentation that clearly establishes the payment as a valid expense must be attached to the form submitted to the CUB Accounting Office.
Descriptive Information
Complete all fields including Description, Quantity, Unit, Unit Price, and Amount. Enter the total cost of all items.
Attachments
Clearly mark any documents that should go to the vendor, i.e., statement stub, by writing "MAIL ENCLOSURE" on each document. Attach these documents to the upper-left corner of the form.
Routing
The organization retains the pink copy and routes the remainder of the form to the CUB Accounting Office.
Approval
The CUB Accounting Office:
- Reviews the form for completion,
- Verifies the signatures against the signature card on file, and
- Verifies the organization's account balance to ensure funds are available.
After approving the check issuance, the CUB Accounting Office enters the request into the online Purchasing/Accounts Payable/Receiving Application (PAPR) and schedules the check issuance.
The CUB Accounting Office forwards the original request form and the supporting documentation to Accounts Payable in the Controller's Office.
The Controller's Office retains the white original and the supporting documents.
Check Distribution
The Controller's Office mails the check when "Mail to Claimant" is indicated under Check Handling on the request form.
When "Hold for Pickup" is indicated under Check Handling on the request form, the CUB Accounting Office holds the check for pickup. An individual must claim his or her check. Each claimant must present a valid photo ID.
If an individual is unable to claim her or his own check, he or she may appoint a designee. The designee must present a signed document from the individual to whom the check is payable, authorizing the designee to pick up the check. The designee must also present a valid photo ID.
ACCOUNT MANAGEMENT
Interest Distribution Policy
Accounts with balances greater than $7,500 on the last day of the month receive interest income for that month. The monthly interest rate earned by WSU's pooled investment fund determines the earned interest rate. Earned interest is deposited to each qualifying account on the 25th day of the following month.
Administrative Fee Policy
The CUB Accounting Office charges an annual administrative fee of $75 for each account maintaining a balance of $7,500 or more during the academic year (August through May). The CUB Accounting Office charges this fee on June 30 and notifies each account advisor.