General Financial Information
- Electronic Dollars
The Student Activities Fee (SAF) is managed through an electronic system. Money is moved between Smartkeys electronically, so we do not deal with actual dollars.
For example, if your student group requests money from the Student Budget Committee (SBC) and your request is approved, the SBC will submit a list of financial requests electronically to the WSA Administrator, who then enters the data into a budget management system. The information is then uploaded into OrgSync, which all financial contacts (treasurers) have full access to if their group is active.
- How are funds maintained?
Once you have registered a student organization and it becomes active, three Smartkey Numbers are automatically assigned to your group.
Your funds are maintained through these Smartkeys Numbers, which can be used to charge bills, reserve most Wesleyan facilities, rent University audiovisual equipment, make a payment to vendors and honoraria, in addition to a gamut of other services here at Wesleyan. While you should guard your Smartkey number carefully, the WSA Administrator or the administrative team will be able to provide your group's Smartkey numbers, if they have been misplaced.
- What is a Smartkey Number?
A Smartkey Number is a ten-digit account number used by the University to keep track of financial transactions. Your student organization is identified by the Smartkey number and is utilized to record all expenses and revenue, so your group can keep track of your expenditures.
The ten digits are broken into three parts: fund identifier, department identifier, and group identifier.
- The first three digits indicate the source of funds. There are three sources of funds: SBC, Income and Department.
- The following four digits refer to the Department. It indicates that your student organization is part of the WSA administrative department.
- The last three digits are the assigned group numbers used to identify the student organization 's name.
Once your student group is registered and active, it will automatically be assigned three Smartkey numbers: the SBC, Income and Department Smartkey Numbers. Note: The Student Budget Committee (SBC) shares the same smartkey with the Concert Committee (CC).
- Three Types of Smartkeys
Student organizations are automatically assigned three types of Smartkeys: SBC, Income and Department. All student groups can receive money from three primary sources. They can request an SBC allocation for SAF funds; they can generate revenue, which is automatically put into an Income Smartkey or obtain funds from an administrative or academic department, which are put into the Department Smartkey. Each Smartkey starts with a different 3-digit prefix, 4-digit department number and a three digit group number which identifies the organization. For example, if the student group, Wesleyan Flower is assigned the group number "123", the Smartkey Numbers will be as follows.
Department Smartkey: 1001113123
SBC Smartkey: 1101113123
Income Smartkey: 1111113123
The Department Smartkey prefix is 100, the SBC Smartkey prefix is 110 and the Income Smartkey prefix is 111. Note: the last seven digits are always the same.
- What is an Account Code?
An account code is five digits. It is used to categorize income and expenses by type. Account codes are used for generic expense classifications such as supplies, membership dues, travel, etc.
Although there are hundreds of account codes available, the WSA Administrative Office uses approximately 30 account codes. You can find a list of account codes on the back of the Financial Request Form or the online. Both forms can be found on WSA Office website or in the office located in Usdan 104. Below is the list of the most commonly used WSA account codes.
- Account Code List
Account Code Description
Food and Drink
Athletic Training Supplies
Athletic Entry Fees
Equipment Rental (for outside equipment only)
Capital Item: $1000-5000
Capital Item: Greater than $5000
Capital Item: Less than $1000
Box Office Ticketing
- How Funds are Managed
Financial Contact Responsibilities
All student groups have a treasurer or financial contact that will oversee all financial transactions for the group. They are responsible for managing the group 's finances and should know what events are being sponsored by the organization, what items are needed for each event, and which member of the group is responsible for various events and/or activities.
The following is a list of the primary responsibilities of the financial contact:
- Review the student group financial data through the Checkbook link in OrgSync.
- Keep track of the external and interdepartmental expenses.
- Complete and sign all financial request forms and timesheets for the group.
- Adhere to all notices regarding deadlines, policy and procedures, and other important information. Relay all pertinent material to members in their group.
- How Funds are Obtained or Generated
Student Organizations receive money in three ways:
SBC or CC Budget Requests
You can submit a SBC or CC Budget Request through your student portfolio. Once it's approved, the amount is transferred as electronic dollars into your student group's 1101113xxx SBC or CC Smartkey under specific account codes.
You can have income from the previous year, commonly known as a "carry forward," transferred into the new fiscal year Income Smartkey. *Normally the University allows the balance of a student group's 1111113xxx INCOME Smartkey from the previous year to be used by the group the following year. It's placed in account code 72004.
Your student organization can generate income during the current school year. This income is reflected in the student group's 1111113xxx INCOME Smartkey under account code 70360 after the group's treasurer submits a Deposit Form to the WSA Administrative Office. Account codes in Income Smartkeys all begin with the number seven. For example, if you are making a deposit, the account code would be 70360.
Campus Department Funding
You can ask a chair or department head of an administrative or academic department to co-sponsor your event during the current school year.
- How Expenses are Charged to Smartkeys
When a student group spends money, its expenses will always be charged to the specific Smartkey code that best reflects the nature of the expense.
If the expense is funded by an SBC or CC Budget Request then the expense should be charged to the student group's 1101113xxx SBC or CC Smartkey under the account 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 1111113xxx INCOME Smartkey under the account code which best reflects the nature of the expense.
If the expense is funded by another department within Wesleyan then the department will transfer funds into the group's 1001113xxx DEPARTMENT Smartkey and the expense should be charged directly to the group 's department Smartkey.
*Note: It is possible that one particular invoice or expense may need to be split across any or all three Smartkeys listed above.
- Department Contributions
You can request funds through alternative sources (other than the SBC or CC) by contacting and requesting support from other departments on campus. Contact the department that will most likely support your request and ask them complete an open docs journal transfer to your Department-funded Smartkey.
It is important that you provide the department with the following information when you make your request, so that they can properly complete the online journal.
Required information that student should provide departments:
- Name of Student Group:
- Student Group Smartkey Number:
- Name of Event:
- Purpose of Event:
- Event Start Date:
- Event End Date:
- Student Name:
- Student Email Address:
- Student Cellphone:
The OrgSync System is an electronic group management system that keeps track of your members, events and student group finances online. In order to access the Checkbook your group must be officially registered by the Community Committee (COCo).
Your group should also assign one currently enrolled undergraduate as the Financial Contact person; this person will be able to access your student group's Smartkey(s) through the e-portfolio system by following the instructions below.
1. Log into your student portfolio
2. Select "My Student Portfolio"
3. Go to "Student Life"
4. Select "OrgSync"
5. Select the "Treasury" link, then select "Checkbooks"
6. Review your budget allocations here
- Financial Forms
The WSA Office has a variety of forms to assist student group leaders with acquiring funds for payment and/or reimbursements. You can acquire the forms online by clicking this link or by picking up a hardcopy from the WSA Administrative