Wheaton College Norton, Massachusetts
Wheaton College
Student Activities, Involvement and Leadership

Campus Life

Handling & Accessing Your Money

When allocated a budget by SGA, this money goes into your Club/Organization Fund. In order to access your Club’s fund, you will need to utilize the Link and SAIL Student Banker.

There are several ways of utilizing and accessing your Organization’s funds:

  • Reimbursement
    This is the easiest and most common way students access their group money. It is when you or another member of your group purchases items for your group with personal money and wishes to receive a reimbursement from the group's fund. Within 30 days of purchase, the Treasurer of the group must scan the original receipt then go on The Link (select your group > Finance > Create Purchase Request) to upload the document for approval. If the reimbursement is submitted after 30 days, the reimbursement must be approved by the SGA Treasurer before being processed by the Banker.
  • Contract / Invoice
    These are used for paying an individual, performer, or business. Usually the business/performer will mail/fax a contract/invoice directly to a member of your group or to a representative in the SAIL office. If they do not have a contract, contact the SAIL office for one. Your group's advisor or a representative in the SAIL office must sign contracts before they can be processed. Invoices do not need to be signed before being processed. All contracts/invoices must be submitted 14 days in advance of when you need a check to be written. The Treasurer of your group must scan the signed contract then go on The Link (select your group > Finance > Create Purchase Request) to upload the document and submit for processing.
  • Petty Cash
    If a purchase is expected to be less than $100 group Treasurers have the option to get cash from their fund beforehand. The club treasurer/financial contact must go on The Link (select your group > Finance > Create Purchase Request) to receive approval then will be asked to visit the Banker to complete a form that you will then need to bring to the Accounting Services Window in Park Hall where you will receive your cash. Once the purchase is made, any leftover Petty Cash must be returned to the Banker and all receipts will need to be scanned. Then go on The Link (select your group > Finance > Create Purchase Request) to upload the scanned receipts and submit for processing. Failure to do so will result in the inability to access your funds.
  • Transfer
    When co-sponsoring an event oftentimes groups will need to give money directly to another group or campus department. In order to make a transfer, the Club Treasurer must fill out a SGA Transfer form and bring it to the Banker.
  • Gas Reimbursement / Mileage Reimbursement
    Occasionally Clubs may want to reimburse drivers for their travels. This needs to be done based on Mileage unless a School Van or other rental vehicle was used. Once the trip has been completed, a Request for Mileage Reimbursement form must be filled out and brought to the Banker by the club’s treasurer. Mileage Reimbursements are done at a rate of 50 cents per mile. File your reimbursement paperwork to the Banker within 30 days. If the reimbursement is filed after 30 days, the reimbursement must be approved by the SGA Treasurer before being processed by the Banker.

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