Article 2—General Policies and Regulations

Part 3. Registered Organizations and Organization Fund

§ 2-311 Procedures for Organization Fund Operations

(a) Officer Signature Card—All registered organizations maintaining accounts in the Organization Fund must have current authorized signatures on file in the Office of Registered Organizations. All vouchers for withdrawal of funds from a registered organization’s account must be signed by an authorized account treasurer. Registered organizations’ account treasurers must be registered students, faculty, or staff members.

(b) There is no need for a bond to ensure honest performance by treasurers of Registered Organizations as each voucher processed is approved by the director of Registered Organizations and the treasurer of the Organization Fund for compliance with University rules and regulations.

(c) Deposits—Organizations’ account treasurer(s) shall deposit applicable funds with the Student Financial Services and Cashier Operations of the Office of Business and Financial Services, which will issue deposit slips showing the source of money deposited for entry in the registered organizations’ records.

(d) Disbursements—Registered organizations’ account treasurer(s) shall be provided with blank vouchers by the Office of Registered Organizations, which they must use to request payments on properly approved bills against the organizations. These vouchers shall be completed and presented with an accompanying invoice or receipt to the Office of Registered Organizations. That office shall (1) verify the signature; (2) make the initial approval consistent with the operations and finances of the registered organization, and the general policies and procedures of the Organization Fund; and (3) send it to University Accounting and Financial Reporting for final review and approval, including verification of the secretary’s signature by the treasurer of the Organization Fund, and transmittal to University Payables for processing and generation of the check. All checks will be mailed by the University and require up to five working days for processing. Vouchers under $1 will not be processed.

(e) Vouchers and Receipt Books—Vouchers and receipt books shall be provided by the Office of Registered Organizations. Such records, in addition to any other records of the organization’s account treasurer, may be left at the Office of Registered Organizations for safekeeping during vacation periods, or at any other time desired by the organization’s account treasurer.

(f) Petty Cash—During the year, registered organizations’ account treasurers may draw vouchers upon available funds of their respective organizations for the purpose of setting up petty cash funds for minor expenses. These funds may be administered by the registered organization’s account treasurer(s), but must be accounted for with appropriate receipts to the Office of Registered Organizations.

(g) Account Treasurer’s Handbook—The Office of Registered Organizations shall publish a handbook for financial officers.