Student Organization Accounts requires treasurers to abide by the following policies.
Collection of Funds
All funds collected for your organization (dues, donations, t-shirt sales, etc.) must be deposited into your SOA account.
Whenever possible, accept checks instead of cash. Checks must be made payable to the organization. Do not accept checks payable to yourself, Indiana University or Student Organization Accounts.
Do not take cash collected and make purchases directly for your organization.
Prepare deposit slip listing all funds to be credited to your account. Include the income code to explain the source of the funds.
Deposits should be made on a timely basis and brought to the SOA Office in Poplars Building W109. Cash deposits should be made within 24 hours.
Check requests must be accompanied by proper documentation.
- A detailed invoice or statement from the merchant showing the total due and items purchased.
- A properly completed reimbursement form and all detailed receipts showing the total to be reimbursed
- A statement of service, W-9 and DV Payee Certification form (please contact SOA or refer to website for required forms) for payment of services rendered
Check requests must be submitted within three business days of purchase.
Check requests lacking required documentation will not be processed and will be returned to the treasurer for further review.
Check requests must be approved by the treasurer and by the advisor. Treasurers must ensure that the form is properly completed and all supporting documentation is attached prior to signing the request and obtaining the advisor's signature.
Allow three business days from the time the check request is received in the SOA Office for a check to be written. Allow a minimum of two weeks for Statement of Service payments to be processed.
Funds MUST be in your account to cover each check request. SOA will not write a check which will overdraw your account.
Keep the ledger in the front of your book current. Enter all check requests, deposits, organization transfers and adjustments at the time of the transaction.
Enter all adjustments into your ledger immediately upon receiving notification from the SOA Office that:
- a deposit amount has been adjusted
- a check request has been voided
- a check request amount has been changed
- a check has been returned by the bank as dishonored
- an adjustment has been made to your account
SOA Purchase Authorization Cards
The SOA Purchase Card may be used to make tax-exempt purchases with local merchants up to the maximum $500.00 limit. The Purchase Card must be presented to the merchant at the time of purchase to ensure proper identification and billing.
At the time of purchase, make sure that the SOA Purchase Card number and your organization's name are noted on the merchant receipt prior to signing for the purchase.
Each organization is responsible for all charges made on the SOA Purchase Authorization Card. THIS INCLUDES ANY CHARGES MADE ON A CARD THAT HAS BEEN LOST OR STOLEN.
If a card has been lost or stolen, contact the SOA Office immediately. While we may not be able to stop the use of the card, we will work with you to identify who ever is using the card and limit charges.
If a Purchase Card has been lost or stolen, you may request a replacement card. Complete a Purchase Card Replacement Request in the SOA Office, Poplars Building W109.
SOA funds may NEVER be used to make personal purchases or to purchase alcoholic beverages.
Organizations which use University and SOA services may not have outside bank accounts.
If a vendor notifies SOA of a delinquent bill, the treasurer will be notified. If the bill is not paid in a timely manner, SOA will reserve the right to pay the bill out of the account and notify the treasurer. The organization will be liable for any late fees incurred.
The SOA book and SOA Purchase Card MUST BE TURNED IN TO THE SOA OFFICE when a treasurer vacates the position, when requested by SOA, and/or at the end of the school year.
SOA reserves the right to shut down any account misusing funds or not complying with these policies. Needed action will be taken with Legal Council, University Audit, and/or Ethics.