Table of Contents

1. Quick Start Guide
2. Benefits of Recognition
3. Recognition Process
4. Funding Allocations
5. Managing Your Funds

Quick Start Guide

Here is a quick explanation of how to create and receive recognition for a student group, request funding, payment, or reimbursement, reserve a venue, and request a contract for an honorarium.

1. To register your student group, go to your student portfolio and click on “My Home Page.” Under WSA news, you will see a link called “WSA Group Registration.” Click on the link and follow the instructions on the top of the page.
2. To apply for funding through the SBC, you must meet with the SBC. They meet on Mondays at the WSA office between 4:15 and 6:15. Your group representative must fill out an Allocation Request Form prior to meeting with the SBC.
3. Or to seek alternative funding, your group must refer to an academic or administrative department within the University, but outside of the WSA. You must have the department complete the electronic Department Contribution form. You can either direct them to the WSA website or provide the following link: http://www.wesleyan.edu/wsa/contributionform.html
4. If applicable, be sure to reserve your venue through the Student Activities Office at least 3 days before your event or sooner. Contact Student Activities directly for further details.
5. To be reimbursed for expenses incurred by your student group you must complete a Financial Request Form, attach the original receipt and/or documentation to it, and submit all paperwork to the WSA Office. Please place paperwork in the “Completed Financial Request Forms” box.
6. To request payment for an honorarium, complete a Financial Request Form and Contract Template. Submit both documents to the WSA Office or the Student Activities Office. An official Wesleyan Contract will be processed after both forms are submitted and mailed out to the artist by the Wesleyan Student Assembly Administrator or Student Activities Director. Once the signed contract has been returned, the paperwork will be processed for payment.Or to request payment for a vendor, rental facility, etc. submit original invoice along with a Financial Request Form to WSA Office.

Benefits of Official Recognition

There are many benefits to being officially recognized by the Wesleyan Student Assembly’s Community Outreach Committee (COCo). The following is a list of resources student group leaders will have available to them after recognition in addition to access to SBC funding. They are designed to increase each group’s ability to stay organized, maintain records from previous years, and stay in touch with the broader Wesleyan community.

1. The WSA Office: Workspace, Storage for Documents and Equipment.
   • Office Space: This year the WSA is allowing student groups to apply for office space. Student groups may store equipment in these spaces and make use of existing equipment. To apply, please fill out the Student Office Space Request Form and turn it in to the WSA Administrator.
   • Current Documents and Accounts: Each WSA student group has a file in the WSA where their major records and accounting bills are held. While these documents are primarily under the care of the WSA Administrator and staff, student group leaders should be aware that they have free access to these files and are welcome to add documents to their files. Ask the WSA Administrator (Lisa Hendrix) or her staff about seeing your file.
   • Archives and Records: In addition, most previously established groups have at least some documents still on file at the WSA Office. These files are archived and kept in a separate set of folders; these archives are also readily available to student group leaders. Again, student group leaders are welcome to add any documents they may have to these archives. Please ask the WSA Office Coordinator about seeing your archived files.
   • Storage: All student groups are permitted to store objects related to their group’s function in the WSA Office building. Please ask the WSA Administrator about storage space.
   • PLEASE NOTE: WSA RECOGNITION DOES NOT GUARANTEE ACCESS TO ATHLETIC FIELDS. REQUESTS FOR THE USE OF ATHLETIC FIELDS SHOULD BE MADE TO PHYSICAL EDUCATION DEPARTMENT.
2. Online Tools
   • Splash Pages: Splash Pages are online information pages for each student group. There will be a link from the WSA website to all Splash Pages. On these pages, student group contact information and mission statement will be listed, in addition to the regular dates, times and locations of student group meetings. It will also have a link to group websites, Lyris list serves (see below), and a calendar of all the events groups have posted on the Wesleyan Events Calendar (see below). In its first year of operations, Splash Page management will be run through COCo and the WSA Office. Therefore, if there are any changes you would like to make to your Splash Page, you must contact the WSA Administrator or a COCo member.
   • Lyris List serve: The Splash Page will also provide access to Lyris list serve so that group communications may be stored in one place. Through the Lyris list serve, students may also send and save documents online. Lyris e-mails and attachments will be saved and archived from year to year, so that student groups may have access to the Lyris e-mails and files from previous years. All of these can be accessed through the Splash Page. If you use a different list serve we highly encourage you to switch to Lyris. This is the only list serve sponsored by Wesleyan and the only one in which all e-mails will be saved and archived on a centralized Wesleyan database.
   • Wesleyan Events Calendar: An easy way to publicize a student group event is to post it on the Wesleyan Events Calendar, which can be found on-line. To do this, go to www.wesleyan.edu/wesevents. Once you find yourself at the website, log-in using your Wesleyan e-mail username and password. Once you are logged on you will be asked to provide information regarding your event and then you are set! Your group Splash Page will also display a custom events Calendar featuring ONLY events sponsored by your group.
   • PLEASE NOTE: The Splash Page system is automated to recognize event sponsors that have a WSA Splash Page and will display any events sponsored by that student group on the group’s Splash Page. Because this is an automated system, the student group must use the same exact name that appears on its Splash Page for its sponsor name; if not, the computer will not recognize the two names – the sponsor name and the Splash Page name – which should be the SAME, as one in the same group. For example, if a group calls itself Wesleyan Debate on its Splash Page but enters “WesDebate” or “Herbert Hoover Debate Team” as the sponsor name when it sponsors an event, the computer will not display the event on the Wesleyan Debate Splash Page. Please make sure you use your group name as your sponsor name when you post an event. If you need to change the group name on your splash page, please contact the WSA Office Coordinator.
3. Mailing, Telephone and Fax
   • Mail Boxes and Mailing Addresses: You may use the WSA Office as a shipping address. Furthermore, you may request a mail box at the WSA office for your student group. Please talk to the WSA Administrator about this.
   • Posters/Xeroxing: For group business/publicity, a small-quantity (50 pages) of Xeroxing is FREE at the WSA during office hours.
   • Telephone: Since the WSA office is open from 9:00 a.m. to 9:00 p.m., calls for group business can easily be made on WSA phones. There is no charge to your group for this service. If your group has a Wesleyan extension, you will be charged for all toll calls made from that phone. Personal calls are strictly forbidden.
   • Fax: The WSA office has a fax machine for use by student group officers for group activities only. There is no charge to your group for this use. Student groups may receive faxes at (860) 685-2411. If you are using the fax for personal reason, it will cost $1 dollar per page for local calls and $2 dollars per page for international faxes. We only accept cash.
4. Ordering Office Supplies
   • Office Supplies: Office supplies can be ordered through the WSA office and billed to your account. The University’s vendor has a full line of supplies at approximately a 35% discount! Allow two or more days for delivery. Rush orders (one day’s notice) can be supplied by a local vendor at a 15% discount.
5. Times Readership Program
   • Wesleyan’s large subscription to The New York Times entitles us to a speaker service from the Times. If you are interested in bringing in a speaker from the New York Times, please contact a COCo member.

Staff

There is one full-time administrator and several student workers who provide services for WSA committee members and student group leaders. We are here to assistant students, staff and visitors with any administrative or financial concerns that involve student body issues or student group events. Also, we provide assistance with student group registration, budget allocations, and administrative services.

WSA Administrative Office

The WSA Administrative Office is located at 45 Wyllys Avenue, room 104. Its open from 9:00 am to 6:00 pm Monday thru Friday during the academic year. It has a reception area where students and visitors are greeted, a workroom were they can organize their ads and other administrative needs, a conference room that sits up to 8 comfortably, a copier which is capable of printing and faxing, and the administrator’s office.

Student Group Offices

The Student Group Office building is located at 190 High Street. It’s open from 12 noon to 12 midnight and consists of 8 offices, 1 meeting room, 1 painting workspace, and 1 storage room. It also houses the University Organizing Center and the Queer Resource Center. If you are not familiar with the campus the building is located beside Eclectic House or across the street for Alpha Delta Phi House. All student group leaders are allowed to apply for space at the facility and may be required to share a space with one or more student organizations. For general information about WSA facility uses contact us at (860) 685-2410.

Registration Process

Every year, student group leaders must register their group or club with the Community Outreach Committee of the WSA by completing an electronic registration form. This process is commonly referred to as “recognition.” Students must click on the “Register a Student Group” link on the WSA homepage listed under “Student Groups” which will take them to the “WSA Tools and Applications” page in their e-Portfolios.. Then they should review and follow the registration instructions at the top of the page. Groups that have been registered in the past will be able to click on their respective group link and edit their information. New student groups will have to click the “Add” button at the top of the page and complete the group information page. After you submit this form, COCo will review your submission and either approve or deny your recognition based on its compliance with the WSA’s recognition criteria (see below).

Student leaders must provide a mission statement, a list of officers and the names, titles, email addresses, phone numbers, and Wesleyan box numbers of these individuals and/or advisor(s), along with meeting times and locations, a URL for the home page, a Lyris list, and an updated constitution, if applicable. Also, a Financial Contact and group contact person must be listed. Please choose these individuals carefully because they will be accountable for the group’s finances, technical support, and the relaying of any announcements, policies or event information that are sent to them by a staff or committee member of the WSA to the other group members. See definitions of these positions below.

• Financial Contact Person — will be responsible for the student group’s SBC and Income accounts. Only one person can be assigned for this role and they must be a currently enrolled undergraduate student.
• Group Contact Person will be the technical support contact for the group and will be responsible for relaying any general announcements to student group members that are forwarded from the WSA Office Coordinator or WSA committee members.

After your new group has been recognized by the Community Outreach Committee, two account numbers will be assigned to your organization within 3 to 5 business days if your group is newly established. If your group has been registered in the past it will retain its old account number and will automatically be assigned an income account number. After you have registered your group and obtained account numbers, you can apply for funding through the Student Budget Committee.

Registration Criteria

1. The Community Outreach Committee will not recognize any group that violates the Wesleyan Student Assembly’s non-discriminatory clause, which is as follows: “The Wesleyan Student Assembly shall not discriminate against anyone on the basis of race, color, creed, religion, age, national or ethnic origin, sex, sexual orientation, veteran status, disability, marital status, gender identity or gender expression in the execution of its responsibilities under this constitution or in the administration of its policies and programs.”
   • However, a group in seeming violation of the clause may be recognized if the exclusion of certain persons is central to the purpose and functioning of the organization.
2. The group must work toward enhancing the greater Wesleyan community by promoting discussion rather than exclusion and antagonism in its events and activities as determined by the Chair of the Community Outreach Committee and the President of the Wesleyan Student Assembly.
3. Failure to comply with the criteria throughout the year may result in a revocation of recognition status.

Funding Allocations

The WSA’s Student Budget Committee (SBC) allocates funds to recognized student groups at Wesleyan. Numerous policies, criteria and procedures are set to ensure than funds are being fairly allocated. The SBC assists student groups and handles questions regarding the allocation process. The SBC works closely with WSA administrators and Student Activities staff to oversee the successful completion of events and experiences that occur in the Wesleyan community.

SBC funding comes from the annual Student Activities Fee, which is included as part of tuition costs. Student Groups that would like to come in to request funds from the SBC must already be registered as an official active student group by COCo and must designate a financial contact.

Requesting funds from the SBC

1. Create a funding request form. Click on the “Request SBC Funding” link on the WSA homepage (listed under “Student Groups”) and log in to be taken to “WSA Tools and Applications” in your E-portfolio. There you will find the SBC Allocations tab, where you can choose to create or update a request form.
   1. Note any amounts entered under “Additional Sources of Funding” or “Predicted Income”
   2. Click “SUBMIT to SBC” in green, when you are finished detailing your request.
   3. You can send the SBC an email further detailing the request at sbc@lyris.wesleyan.eduif needed.
2. Sign up for a time slot to meet with the SBC on the sign-up sheet in the WSA office.
   1. The sign-up sheet will be available every Monday morning.
   2. Meetings are held ever Monday at 4:15pm in Usdan 104.

Preparing for an SBC meeting

1. Look for alternate sources of funding from departments, organizations, or program funds.
   1. Consider using money from your group’s income account.
2. Make sure that your event or date of payment is at least two weeks away.
3. Read the SBC Contract.

Gaining maximum funding for your student group

1. Open your event to as many people as possible and advertise within the Wesleyan community.
2. Ensure that the request relates to the group’s mission statement and goals.
3. Note that the SBC does not fund
   1. Groups unrecognized by COCo.
   2. Events that violate University Policy.
   3. Food or Drink unless it directly relates to the cultural purpose of the event.
   4. Donations, gifts, or prizes.
   5. Program House events that are not open to the greater community.
   6. Honorariums or expenses for current faculty.
   7. Trips that occur over breaks.
   8. Alcoholic beverages, spirits, tobacco products, controlled or illegal substances.
   9. Facility or maintenance upgrades.

Accessing the SBC’s decision and your funds

1. To find the results of the request and the SBC’s decision, go to “View Submitted Request Form” on the same SBC Allocations tab and look under Request Information.
2. If the SBC deferred your request, you can still apply for money at later time.
3. Go to the WSA office to utilize your funds. Receive reimbursements upon presenting valid receipts, write a check using your SBC funds, or use the WSA credit card for large sums.

Questions for the SBC

If you have any questions, contact the SBC representative that oversees your club category.

SBC Member	E-mail	Group Category
Aubrey Hamilton ‘12	ahamilton@wesleyan.edu	Activism
Adam Fishman ‘12	aefishman@wesleyan.edu	Identity
Pat Lee ‘09	plee01@wesleyan.edu	Independent Projects/Other
Candace Buckner ‘09	cbuckner@wesleyan.edu	Music/Performance
Chris Goy (Chair) ‘09	rgoy@wesleyan.edu	Program House
Jared Keller ‘09	jbkeller@wesleyan.edu	Publications
Charles Kurose ‘10	ckurose@wesleyan.edu	Sports

If you would like to contact all committee members, you can email the SBC at sbc@lyris.wesleyan.edu.

Access Additional SBC Forms

Managing Your Funds

Now that your student group has been recognized by COCo, your group now has the ability to request funding through SBC (or an alternative source) and to manage its funds through the WSA Office. We are here to provide you with competent assistance, in order to help you reach your group’s goals and to offer you administrative and financial support. One of our primary responsibilities is to assist you with financial transactions, which consists of reimbursements, payments, credit card charges, wire transfers and so much more. We can provide you with general financial information which will help you to understand the WSA financial process. We can also provide you with information regarding the procedures to obtain your group’s funds. Please review the information provided in each of the following sections.

General Financial Information

Electronic Dollars

The SBC budget is managed through an electronic system. Money is moved between accounts electronically, so we do not deal with actual dollars. For example, if you request money from SBC and they approve your request, the SBC will submit a list of financial requests to the WSA Administrator who then enters the data into a budget management system. The information is then uploaded into the WSA Financial Reporting System. As a result, actual cash is never handled.

How are funds maintained?

Once you have established a student organization two account numbers are automatically assigned to your group. Your funds are maintained through these accounts. Your Group Account Numbers can be used to charge bills, reserve any Wesleyan facility, make a payment to vendors and honoraria, and rent University audiovisual equipment, in addition to a gamut of other services here at Wesleyan. While you should guard your budget number carefully, the WSA Administrator or her administrative team can provide you your group’s account numbers if they have been misplaced.

What is an Account Number?

An account number is six digits. It allows student groups the ability to review their income and expenses. Your student organization will be assigned an 866xxx SBC account number and an 877xxx Income account number. The first three digits will identify your group as a member of the WSA. The last three digits identify the name of the student group and are the same on both accounts. If your group has been registered in the past it will retain its old account number and will automatically be assigned an Income account number. You can access your accounts by using the WSA Financial Reporting System. Instructions on how to view your group accounts is explained below.

What is an Object Code?

An object code is four digits. It is used to categorize income and expenses by type. Object codes should be used for generic expense classifications, e.g. supplies (2101), membership dues (2250), travel (4509), etc. Although there are hundreds of object codes available, the WSA Office uses approximately 24 object codes. You can find a list of object codes on the Allocation Request Form and descriptions of selected object codes on the Allocation Request Form Instructions sheet. Both forms can be found on the WSA website or in the WSA main office.

How Funds Are Financially Managed

All student group leaders should be aware of how money is generated into and spent out of their group accounts.

1. Income: Student Organizations receive money in four ways:
   1. Your SBC Budget Request is accepted. The approved amount is transferred as electronic money into your student group’s 866xxx SBC account under the specific object codes for which it was approved.
   2. You have income from the previous year (aka. a “carryforward”).
   3. Each summer the SBC will decide and normally allow the balance of a student group’s 877xxx INCOME account from the previous year to be used (as money under the object code 2004) by the group the following year.
   4. You generate income during the school year. This income is reflected in the student group’s 877xxx INCOME account under object code 0360 after the group’s treasurer submits a Deposit Form to the WSA office.
2. Expenses: When a student group spends money, its expenses will always be charged to the specific object code that best reflects the nature of the expense.
   • If the expense is funded by an SBC Budget Request then the expense should be charged to the student group’s 866xxx SBC account under the object code for which an Allocation Request Form was approved.
   • If the expense is funded by current year or prior year income then the expense should be charged to the student organization’s 877xxx INCOME account under the object code which best reflects the nature of the expense.
   • If the expense is funded by another department within Wesleyan then the expense should be charged directly to that department’s account number. Money should not be charged to the student group’s account for later reimbursement from said University department.
   • It is possible that one particular invoice or expense may need to be split across any or all three scenarios above.

Department Contribution

You can request funds through alternative sources (other than the SBC, for example) by contacting and requesting support from other departments on campus. Click on the following link to get information regarding alternative sources of funding. Place link to PDF file here. After you review the information, contact the department that will most likely support your request and ask them to complete the WSA’s Department Contribution Form.

This electronic form is to be used when student group leaders request funds from academic or administrative departments to support an event and/or activity. You can either direct them to the WSA website or provide the following link:

http://www.wesleyan.edu/wsa/contributionform.html

It is important that you provide the department with the following information when you make your request so that they can properly complete the form.

Required information that student should provide departments:

• Student Group Name:
• Student Group Account Number:
• Event Name:
• Event Start Date:
• Event End Date:
• Student Name:
• Student Email Address:
• Student Phone:

The expenses incurred by your event will normally be paid directly by the department from their account and will not be transferred into your group’s Income account. The WSA Administrator will handle all financial transactions and can provide a spreadsheet for you to review the contributions your group has received.

WSA Financial Reporting System

The WSA Financial Reporting System is an electronic accounting system that keeps track of your student group’s finances online. In order to access the Financial Reporting System you must be officially recognized by COCo. Your group should also assign one currently enrolled student member as the Financial Contact person; this person will be able to access your student group’s account(s) through the student portfolio system by following the instructions below.

1. Log into your student portfolio
2. Select “My Student Portfolio”
3. Under “Tools & Links” select “WSA Financial Reports”
4. A screen similar to the following will appear. Select the report you want to review by clicking on one of the links.
   

   SBC Funded Accounts
   	Account/Object Code Summary
   	Transaction Detail
   Income Accounts
   	Transaction Detail

5. Click “Run Reports”
6. Note: If you are the financial contact person for more than one group, you must key in a six digit account number in the “Account Number” field. Then click Run Reports.

WSA Forms

The WSA Office has a variety of forms to assist student group leaders with acquiring funds for payment and/or reimbursements. These forms are separate from SBC forms and can be found on this page under Forms.

Financial Procedures

Financial Requests for Student/Staff

In order to request reimbursements or payments, you must fill out a Financial Request Form. This authorizes us to take money out of your group’s account in the form of a check. You must then submit an original ITEMIZED RECEIPT or INVOICE or else the request cannot be processed. It must also be signed by the authorized representative (aka. the Financial Contact) for your group. Before submitting the form, please ensure that the requested amount of money is available in your 866 or 877 accounts, which your group’s Financial Contact can do via his/her e-portfolio. Or verify that you actually received alternative funds from a department contribution; you can do this by contacting the WSA Administrator. Please, if you are being reimbursed as a student, it would be beneficial to account payable office if they could just mail your payment to your campus mailbox.

The financial request form and receipts/invoices must be submitted on or before noon on WEDNESDAY in order to have a check available normally within 7 business days. Holidays will affect the check run, so if you submit your form on or around a holiday you will receive a check normally within 14 days. If the form is not filled out properly or submitted with the necessary receipts/invoices, your reimbursement and/or payment will be delayed.

Also, never pay an individual or 3rd party vendor with cash or a personal check. In cooperation with the IRS, students and employees are not allowed to pay an individual or company that is not Incorporated for services or rental fees. Because this is an IRS policy, which must be adhered to by the University, we will not be able to reimburse you in this case.

Financial Requests for Honorarium

If you need a check for a speaker or performer, you will need to provide the original copy of a contract, the home address(es), and either the social security number(s) of the person(s) being paid or the federal ID number of the organization the person(s) are working with. This is in compliance with IRS regulations pertaining to Wesleyan as a non-profit organization. We cannot process a check without this information. Please submit your request at least four to six weeks before it is needed.

Financial requests cannot be submitted for student bands, DJs or speakers. They must be paid through student payroll on a white time sheet (i.e. each band member’s name, Wes ID number, and amount paid must be submitted before or after the event). Faculty and Staff must also be paid on timesheets (available at the WSA Office). You can obtain timesheets from the WSA Administrator. Never pay an individual or 3rd party vendor with cash or a personal check. Students and employees are not allowed to pay individuals or a company that is not Incorporated for services rendered or rental fees. This is an IRS policy that must be adhered to by the University, in which case we will not be able to reimburse you.

Financial Request for Travel Expenses

In order to request reimbursement for travel expenses you must fill out a Financial Request Form, which authorizes us to take money out of your group account. You must attach a printed copy of the Mapquest directions (including the total mileage) to the Financial Request Form, or the request will not be processed. It must also be signed by the authorized representative for your group (the Financial Contact or Treasurer). Before submitting the form, please ensure that the requested amount of money is available in your 866 or 877 accounts, or verify that you actually received alternative funds from a department contribution by contacting the WSA Administrator.

Never pay an individual or 3rd party vendor with cash or a personal check. Students and employees are not allowed to pay individuals or a company that is not Incorporated for services rendered or rental fees. This is an IRS policy that must be adhered to by the University, in which case we will not be able to reimburse you.

Wesleyan Contract

If you need a Wesleyan Contract drawn up for your honorarium, please complete the Contract Information Form and submit the Financial Request Form to the WSA Administrator or Student Activities Director. Both forms are available on the WSA website or in WSA main office. If you are hiring individuals who fit at least one of the following criteria, we will need them to provide the following information. See below.

• U.S. citizen: must provide a Social Security Number and home address from which federal taxes are received.
• Permanent Resident: must complete a W-9 form and provide a copy of their Resident Alien/Green Card and social security number.
• Non U.S Citizens: must complete a Foreign National Information Form (FNIF) and submit a copy of their passport and visa.
• Note: The WSA Administrator or Student Activities Director will provide the proper forms, assuming that they produce a Wesleyan contract for your honorarium. Please schedule an appointment with either the WSA Administrator or the Student Activities Director at least four to six weeks before your event.

Cash/Check Deposits

All of your student group’s income must be deposited into its group account, even if the group plans to spend the money soon after. It is to the group’s advantage to deposit money into their account – the acquisition of income through fundraising and other independent means shows the SBC that your group has made efforts to raise money outside of relying on SBC allocations.

You should complete a deposit slip and bring any deposits to the WSA office. Please expect to spend 10 to 15 minutes in the WSA office so you can be present while the deposit is counted by the WSA Administrator or his/her office staff. DEPOSITS MUST BE DONE MONDAY THROUGH FRIDAY BETWEEN 9 AM AND 4 PM — AT NO TIME SHOULD CASH OR CHECKS BE LEFT UNDER THE WSA OFFICE DOOR, NOR SHOULD CASH BE KEPT IN YOUR ROOM!

After the designated hours, cash can be taken to the Public Safety office for temporary deposit in a safe. The supervisor in charge will place the deposit into a bank bag; lock the bag and give you the key. You must bring the key to the WSA Administrator the next day, so s/he can retrieve the funds to make the official deposit during WSA office hours. YOU WILL BE HELD PERSONALLY RESPONSIBLE FOR ANY CASH OR CHECKS LOST BECAUSE YOU DID NOT FOLLOW THESE PROCEDURES. IF YOU LOSE THE KEY, YOU WILL BE CHARGED $10 DOLLAR FEE TO REPLACE IT.

Purchase Orders

A purchase order is a form that acts as a legal promise between a student group and a vendor or company that promises payment. These can make your student group’s life a lot easier because they are accepted by vendors and companies like cash. Purchase orders are required by many film, sound and lighting companies. To obtain a form, see the WSA administrator at the WSA Office, and s/he can help you fill it out. Then you should submit a copy of the purchase order to the vendor/company, and they will normally forward you a bill at a later date. Don’t forget to complete a Financial Request Form once you receive the bill.

Bills

All bills must be mailed directly to the Wesleyan Student Assembly (190 High Street, Middletown, CT 06459). Please include your group’s name, the contact person and telephone/cell phone number on the bill/invoice. A Financial Request Form must be submitted with the bill/invoice in order to be processed. DO NOT ask stores to send bills to you at your campus address.

Direct Billing

Certain expenses are “hidden” (i.e. your group will be billed without your explicit request). Such billing is referred to as “interdepartmental charges” and is carried out by Public Safety, the Audio Visual Department, and Wes Station (for postage), as well as Physical Plant and the CFA staff when you use their services. They perform an electronic financial transaction that can automatically debit your group account. We ask that a group treasurer, referred to as the Financial Contact, review the group’s accounts periodically because expenses can be charged to your group, of which you may not be aware.

Transfer Requests

All types of transfers must be signed by the authorized group representative (the Financial Contact) and approved by the SBC. You must complete the Transfer Request form; place it in the SBC mailbox, and notify your SBC contact person that you are making a transfer request to move funds. Please note that this does not guarantee that your transfer request will be approved. When transfers take place, no actual check or cash is transferred. It will take the WSA Office 2 to 3 business days to process an approved request. The amounts are just credited/debited to and from accounts electronically. Forms for transfer requests are available at the WSA Office or on the WSA website.

There are three kinds of transfers you can make:

1. Between WSA groups;
2. Between a WSA group and another university department or office;
3. Within your group, from one sub-account to another.

WSA Credit Card

Student groups have access to the WSA commercial credit card. They must have money in their 866xxx or 877xxx account or must verify that they have acquired alternative sources of funding through the department contribution process before making use of the credit card. Verifications of contributions can be made by contacting the WSA administrator. Please contact the WSA Administrator to make an appointment to use the commercial credit card at least 24 hours ahead of time. It will take approximately 15 to 30 minutes depending on the transaction, so please allow time in your schedule for this type of appointment.