Funding Guide | Return to Main Student Groups Page | Budgets Student groups submit budget proposals to the Student Budget Committee (SBC) in September of each school year. Even if your group is not applying for money, a budget form, mission statement, and list of members must be submitted. If a budget request is not submitted in September, you may still start a group and request an initial allocation any Monday, throughout the academic year at one of the SBC weekly meetings in the WSA office. Initial allocations are usually settled by the beginning of October. Both the proposals and final budgets consist of itemized object codes (food and drink, transportation, A/V equipment, etc.) from which all transactions take place. If, at any time after this, you would like to see a copy of your budget, the fund distribution that was approved, or what has been spent so far, the WSA administrator to look this up for you. Your Group Budget Number can be used for charging bills from several local businesses and from the post office (Wes Station). It is also needed to reserve any facility or audiovisual equipment at Wesleyan. Though you should guard your budget number carefully, the WSA administrator at the WSA Office can remind you of it in case it is misplaced. You will also be assigned an SBC contact person, who will be available if you have any questions about your budget, or the meaning of life. Deposits to Your Group Account Financial Requests Bills Purchase Orders Transfer Requests Student Payroll Sheets & Faculty and Outside Performers’ Payroll Cash/Check Deposits Profits/Revenue Fund Raising Outside Accounts Direct Billing Financial Requests: All expenses from your account are reimbursements or honorariums and are paid with checks. Financial requests must be submitted with an ITEMIZED RECEIPT or the request cannot be processed. If you need a check, pick up a financial request form at the WSA Office. The form must be submitted on or before noon on WEDNESDAY in order to have a check available the following Friday. It has to be signed by the authorized representative for your group. If this is a check for a speaker or performer, you will need to provide 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 the check without this information. Please submit your request at least a week before it is needed. Again, financial requests are submitted before noon on WEDNESDAYS and come back the following Friday. Before holiday weekends, requests are due before noon on Tuesday or Wednesday. If a check is needed before a Friday be sure to submit your request two weeks in advance. Note: Financial requests cannot be submitted for student bands, D.J.s 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). Never pay them in cash or with a personal check. We will not be able to reimburse you. Bills:All bills must be mailed directly to the Wesleyan Student Assembly, 190 High Street, Middletown, CT 06459. DO NOT ask stores to send bills to you at your campus address. Purchase Orders: These can make your life a lot easier because they are accepted like cash. A purchase order is a form that constitutes a legal promise for WSA groups to pay. They 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. Using purchase orders, as well as the student payroll sheets, can take the place of filling out a check request form. Transfer Requests: There are three kinds of transfers you can make: Between WSA groups Between a WSA group and another university department or office; Within your group, from one sub-account to another. All types of transfers must be signed by an authorized group representative and approved by the SBC. When transfers take place, no actual check or cash is transferred. The amounts are just credited/debited to and from accounts. Forms for transfer requests are available at the WSA Office. Student Payroll Sheets & Faculty and Outside Performers’ Payroll: All students employed by your group for any purpose (including student bands/D.J.s) must be paid through student payroll. These must be submitted to the WSA office on Friday before the end of the pay period and must be signed by both the student worker and the WSA administrator. Using student payroll sheets, as well as purchase orders, can take the place of filling out a check request form. Never pay a faculty or staff member or outside performers with cash or a personal check. The Controller’s Office will NOT reimburse you for the expense. Special payroll forms are available at the WSA Office. If the person refuses to perform without a cash payment, please speak to the worker at the WSA Office. Cash/Check Deposits:All revenue, anticipated and unanticipated, must be deposited into your account, even if you plan on spending it soon after. It is to your advantage to do so, because it shows the SBC that your group actually has a larger functioning budget. Cash and checks for deposit should be brought to the WSA administrator. THIS MUST BE DONE DURING WSA OFFICE HOURS—AT NO TIME SHOULD CASH OR CHECKS BE PUT UNDER THE WSA OFFICE DOOR, NOR SHOULD CASH BE KEPT IN YOUR ROOM!After office hours, cash can be taken to the Public Safety office for temporary deposit in a safe. Ask the supervisor in charge to count the money and give you a receipt. You can then retrieve the money during WSA office hours and have it deposited. YOU WILL BE HELD PERSONALLY RESPONSIBLE FOR ANY CASH OR CHECKS LOST BECAUSE YOU DID NOT FOLLOW THESE PROCEDURES. Profits/Revenue: All profits (excess funds at the end of the year) are the property of the WSA. The WSA retains the authority to use those profits at its discretion. Any attempt to conceal these funds or failure to deposit revenue is a breach of your contract with the SBC. Under certain circumstances you can set up a PROFIT ACCOUNT, which will carry over to the next year. Fund-Raising: Money can be made or lost with a fundraiser. Please consult the WSA Office for suggestions. New opportunities are available working with University Relations on various projects such as mailings and phone-a-thons. Contact the Director of the Annual Fund at x3161. Outside Accounts: No group can maintain any outside bank accounts without specific SBC permission. If your group has an outside account, you must provide the WSA with written notice and monthly copies of your bank statement. Your entire allocation may be revoked otherwise. Direct Billing: Certain expenses are "hidden" (i.e. your group will be billed without your explicit request). Such billing is done by Public Safety, the Audio Visual Department and Wes Station (for postage) as well as Physical Plant and CFA staff when you use their services. They notify North College and the WSA debits your account. We ask that a group treasurer visit the WSA periodically because there are often expenses charged to a group, of which you may not be aware. If you have any questions, contact the WSA Administrator. 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