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Student organization cannot have accounts at financial institutions outside the university (US Bank, Paypal, etc.). All money belonging to an organization must be housed in an account within the University.

Financial Accounts

 refers to your financial accounts as Accounts, but across the rest of the University these are called Indexes.

Financial accounts are used to transact using university services as well as with outside vendors through Workday. Student organizations may request to have a financial account set up by filling out the request form. To be qualified for an account, your organization must have an advisor listed on the Hub, and a minimum of 10 members.

Transaction History

Student organization financial transactions are located on the Hub and updated twice weekly.

View your organizations transaction history by going to the Finance tab on the Hub, and selecting Accounts. Select Transactions to view all the transaction history for this index, and select each Trans # to view transaction details.

Purchasing Goods or Services

In order to pay for goods & services or make any reimbursements, Student organization treasurers must submit payment requests through the Workday system.

All requests are made by filling out the appropriate form in Workday, and this is the only way for student organizations to spend their money.

Training

Student Organizations are to use Workday in order to process all transactions. There are only two individuals who have access to transact within Workday, the Treasurer and the Advisor of the Organization. In order for the treasurer and advisor to be set up in Workday, they must first be added to the HUB, and treasurers must go through a mandatory Treasurer Training.

During Treasurer Training you will learn how to use Workday, make deposits, request purchasing cards, and complete journal entry transfers. Reference this training any time you are making purchases, deposits, or transfers for your organization.

Traveling

If your organization is going to travel, you can request a Student Org Multi-Use Card to cover travel expenses (gas, hotel rooms, parking, tolls, etc.). You will receive the funds on a Bank of America declining balance purchasing card.

To request a card, the organization’s Treasurer will go to Workday and fill out the Student Org Multi-Use Card form. You must request the card at least 7 days prior to the date you are leaving.

You must collect and turn in ALL receipts with the card within 7 days after your travel is complete.

Transferring Expenses

Journal entries are used when an expense needs to be transferred from one account/index to the another. This can also be used if your organization is paying another organization for services. Instructions are available if you need help filling out this form.

Journal Entry Form (XLSX)