Banker Guidelines 2010-2011
Student Banker Guidelines 2010-2011
Check Request/ Invoice Payments/ Direct Deposit
To pay a person or organization you need a contract or an invoice. The Student Banker needs to receive appropriate paperwork 7-14 days in advance to when you want the check. Remember to pay a person/company for a service you need a tax ID number or a social security number.
NEVER PAY A PERSON IN CASH OR WITH YOUR OWN MONEY!!!!
Reimbursements of Receipts
Receipts must be hand delivered during Student Banker office hours. Each reimbursement request should be completed by the individual being reimbursed but delivered to the Student Banker by the Treasurer/financial contact for your group. These forms are available at the Student Banker's office or to the right of these guidelines under "Important Forms."
Direct Deposit is the preferred method of reimbursement. Direct Deposits are done every Thursday. Request for reimbursement via direct deposit must be brought to the Student Banker before Thursday receive your reimbursement by the following Thursday.
If the reimbursement is under $100.00 you may get receive a cash reimbursement. Accounting Services will send you an e-mail when the cash is ready to be picked up at the Park Hall Accounting Services window. You may also receive a check reimbursement. Please allow 7-14 days for processing cash and check reimbursements.
Mileage Reimbursements
Reimbursements for gas are not accepted by the college unless the receipts are for a college rented van. The college policy is that students be reimbursed based on mileage travelled, not gas. Forms for mileage reimbursements are available both at the Student Banker's office or to the right of these guidelines under "Important Forms."
Reimbursements of Receipts more that 30 days old
In an effort to assist the SGA Treasurer, groups requesting reimbursement for expenses must turn in receipts within one month’s time. Receipts received for reimbursements that are older than one month will need approval from the SGA Treasurer to process that reimbursement. This is designed to have groups consistently utilize their accounts and keep their expenses on-track with their budget proposal/allocations from SGA. Failure to supply the SGA Treasurer with the recepits will result in those expenses not being covered.
Petty Cash Requests
Up to 2 per organization are allowed out at a time totaling no more than $100 together. Petty cash can be obtained at the Park Hall Accounting Services window (after seeing the Student Banker). To receive additional petty cash, receipts/remaining cash must be brought to the Student Banker for reconciliation. Until requests are reconciled, no additional Petty Cash Requests will be processed for the club or organization. Petty cash receipts should be returned to the Student Banker within two weeks of receiving the money.
Deposits
Complete a deposit ticket, have funds counted by at least two members for verification and enclose money. Enclose checks/cash and the top two copies of the deposit ticket into the tamper proof deposit bag and place in the drop safe. It is not necessary to see the Student Banker in order to make a deposit, however he will assist you if you wish. The bottom copy of the deposit slip should be kept for your records. The safe is located in the Balfour-Hood Campus Center near the mail slots. Please make multiple deposits during an event/fundraiser. Do not hold money in your room, all deposits should be made daily! By doing so checks could bounce or simply no longer be valid or cash could be stolen. Please don’t forget to complete a Campus Fundraising Form, available in SAIL or from the Student Banker.
Transfers
This is to transfer money between different clubs and organizations for co-sponsorship, etc. A Transfer Form must be filled out before any money will be transferred. These forms are available from the Student Banker or to the right of these guidelines under "Important Forms."
Print Request
Copies can be made for free either in the library or in Office Services. If you plan on making more than 200 copies a print request form must be filled out and signed by the Student Banker. The forms are available in Office Services. If you are planning to send a mailing through campus mail, the pieces of paper must be tri- folded.
Van Requests
These can be found at the Locksmith’s Office and need to be signed by the Student Banker. Vans are $40.00 a day plus the cost of gas. After the Student Banker signs the forms, a designated person in SAIL must also sign them.
Account Balances & Recordkeeping
Account balances and financial help for planning an activity can ordinarily be done during the Student Banker office hours. Account balances from the Student Banker will not always be up to date or available. Remember, this is your account and it is your responsibility to keep track of it, make sure to keep an up-to-date ledger with all revenue and expenses noted. Keep copies of all receipts, contracts, invoices, etc, the Student Banker cannot provide these for you. This will make your ability to fiscally manage your account much easier, and you will be on top of things for your audit.
