Listed below are answers to some of SOA's most frequently asked questions. If you find your question is not answered here, please ask us!
Bookkeeping Procedures
If a check that I deposited is returned from the bank, what happens next?
The bank automatically deducts that amount from our account, so in turn we deduct that from your account and we will send the returned check to you for collection. There is no charge from the bank for a returned check.
Why should I keep a running ledger in my SOA book?
The only way to know your current balance is to keep a running ledger.
Will you write a check out of my account if the organization does not have enough funds in the account to cover the check?
No, you must have the funds in the account to cover the check.
What if I do not have enough funds in my account to pay a vendor?
We will not write a check that puts your account in a negative balance. We will notify the treasurer that funds need to be deposited before we write the check.
Check Requests
How do I reimburse a group member who has spent money out of his/her own pocket?
The person being reimbursed needs to fill out a reimbursement form and attach all receipts. Submit the reimbursement form and receipts to the organization treasurer. The treasurer will then fill out a check request and attach reimbursement form and receipts and mail or bring to Franklin Hall 002. A check will be generated if address is given within 3 business days.
How do I pay a vendor for a purchase my organization has made?
The treasurer must submit a check request along with invoice or receipt to Franklin Hall 002.
How do I pay someone when they perform a service for my organization (i.e. lecturer/speaker, dancer/singer, and band or DJ services)?
All services are paid through the IU Payroll Department. These services cannot be paid until all required documentation has been submitted to SOA along with a check request. See Instructions for Completing Statement of Service Request for details.
What do I do if my organization needs money to spend on an out-of-town trip?
The treasurer must submit a check request for an Advance Check. Please allow three (3) business days for the check to be written. An Advance Check allows you to get a check payable to the member elected to be responsible for the money. Upon the completion of the trip/purchase, all receipts and any leftover money must be turned into SOA in Franklin Hall within five (5) business days.
My treasurer is out of town and our organization needs to make a payment to a vendor, what can we do?
Get the Advisor to e-mail us their approval and you will work through our office to get vendor paid.
My Advisor is out of town and our organization needs to make a payment to a vendor, what can we do?
Get the Advisor to e-mail us their approval and we will process the check request(s).
What documentation is needed if I need to pay national or state dues?
On the check request, please list the number of people for whom you are paying and the amount being paid for each person.
How do I put money into another SOA organization?
The treasurer needs to fill out a check request made payable to the name of the group and bring/mail it to the office. A notification will be sent to the treasurer of the organization receiving the money.
If the wrong amount is entered on the check request, what happens?
The correction will be made in the SOA office and a notice will be sent to the treasurer.
How do I pay my club sports coach or official?
Payment to a coach or official has to go through the IU Payroll Department. These services cannot be paid until all required documentation has been submitted to SOA along with a check request. See Instructions for Completing Statement of Service Request for details.
What happens if receipts are not turned in for a reimbursement to an individual?
The reimbursement will not be processed. We will notify the treasurer that we must have receipts before we will write the check.
Deposits
How do I make a deposit into my SOA account?
Fill out a deposit slip and bring to Franklin Hall 002.
Does your office make change when making a deposit?
No, we only take in the deposits; we do not have cash on hand.
May anyone besides the treasurer deposit money into the account?
Yes, anyone can deposit money in the account.
When can I use funds that I just deposited into my account?
At the time of the deposit, the funds were credited directly into your account. You may use the funds immediately.
General Policies
How does my organization become an SOA account?
You must first be recognized as an organization by the Office of Student Organizations and Leadership Development. See sao.indiana.edu/register.html for information on how to register a new group. Then get started with SOA!
May we have an outside bank account and an SOA account?
No, you must choose one or the other. Remember that the SOA account provides University benefits.
My treasurer is out of town and our organization needs to make a payment to a vendor, what can we do?
Get the Advisor to e-mail us their approval and you will work through our office to get the vendor paid.
My Advisor is out of town and our organization needs to make a payment to a vendor, what can we do?
Get the advisor to e-mail us their approval and we will process the check request(s).
If I stop being the treasurer, can I give the SOA book to the new treasurer?
No, the book must be turned into the SOA Office for audit and the new treasurer must be trained.
What if I do not have enough funds in my account to pay a vendor?
We will not write a check out of your account that puts your account in a negative balance. We will notify the treasurer that funds need to be deposited before we write the check.
Is the SOA Purchase Card used the same as a credit card?
No, this is just an agreement with local merchants that they will let you charge with them. You must complete a check request to pay the merchant.
What happens if I lose the SOA Purchase Card?
The treasurer must come into the SOA office and fill out a form to let us know the card was lost and a new card will be issued.
May I purchase alcohol with the SOA Purchase Card?
No, it is a University policy that you cannot purchase alcohol with these funds.
Does SOA have a 501 (c) (3) number indicating Not-for-Profit Status?
Not at this time.
Will I talk to a person on the phone if I call between 8:00 a.m. and 9:00 a.m. and 4:00 p.m. and 5:00 p.m.?
Yes, we answer the phone. If during these hours you have to leave a message, someone will get back to you within 24 hours.
Does SOA give us any start up funds?
No, you have to come up with your own funding.
What happens if I am disputing a bill or invoice from a vendor?
Please contact our office and let us know that this is happening, so we will not continue to send out notices.
What forms do I have to file when my organization is traveling out of town and someone is driving their own vehicle for the organization?
Travel information is available in the reference section of this site.
My organization plans to rent a vehicle from Enterprise Rent-A-Car, what do I need to do?
Please see (link to Risk Management) and (link to Enterprise).
Our student group received funding from IUSA AID, how do we receive those funds?
Those funds will be deposited into your SOA account.
How do I apply for financial support from an IU department?
Fill out the application for department support form and turn it in to the department from which you are asking support. See the reference section for instructions for requesting (or awarding) departmental aid.
SOA Purchase Card
What vendors accept the SOA Purchase card?
See the Vendor List.
To whom may I loan the SOA Purchase card?
That is up to the treasurer, but when loaning the card out the SOA Purchase Card Statement of Responsibility and the SOA Card Register of Issue must be signed.
Should I let a vendor know before the purchase that this is an SOA Purchase?
Yes, it is always good to let the vendor know before the transaction that this is an SOA Purchase. Each vendor has a little different procedure when writing up the charge.
How do I purchase something from a vendor not on the vendor list?
The treasurer must fill out a check request for an advance check made payable to the vendor and attach invoice/bill and mail or bring to Franklin Hall 002. A check will then be mailed to the vendor.
May our organization have more than one SOA Purchase Card?
No, only in extreme situations do we give out more than one card.
Who is responsible for handling the SOA Purchase Card?
The treasurer assumes personal responsibility.
Treasurer Training
How do I sign up for SOA treasurer training?
Refer to the announcement section of this web site to see a list of training dates available. Send an e-mail to iusoa@indiana.edu or call 855-8517 to sign up for a class.
We have co-treasurers, can we both be trained?
We encourage both of you to be trained. However, our system will only recognize one of you as the treasurer. That person will be signing the check requests.
Our group is a club sports account. How do I get my SOA treasurer's book?
You must first be active with Student Recreational Sports; then the treasurer signs up for training with SOA. Refer to the announcement section of this web site to see a list of training dates available. Send an e-mail to iusoa@indiana.edu or call 855-8517 to sign up for a class.
What happens if I miss my treasurer training appointment?
Please contact us by e-mail or phone and let us know before the training and re-schedule a new training time with us.
What happens if I cannot be treasurer in the middle of the school year?
You must turn in the SOA book to our office to be audited. If a new treasurer is selected he/she must attend a training session.
How do I update my address and/or phone number on the Treasurer/Advisor Signature Form?
You will need to e-mail us at iusoa@indiana.edu and let us know your new information.
