Deposits & Reimbursements
Deposits & Reimbursements
Proper handling of club funds is essential to maintaining accurate financial records and compliance with college policies and procedures. All deposits and expenditure must be processed through approved financial processes.
How to Make a Club Deposit
- Visit One Stop Student Services
One Stop Student Services is located at the Nampa Campus CapEd Student Success Center.
- Complete a Deposit Form
Clubs are required to include the club’s cost center number on this form. Cost center number can be requested by contacting the Office of Student Engagement at clubs@cwi.edu. If the club is depositing checks from an approved fundraiser, the club must write the club’s cost center number on the back of the check in the upper right corner.
Note: If your club is using a cash box for the fundraiser provided by the Business Office, the process for depositing funds is different. Please refer to Fundraiser Sales & Payment Guidelines for that specific process.
- Verification of Deposit
One Stop Student Services will count the money being deposited with the club representative to verify that the deposit is accurate and to create checks and balances. Deposits will not be accepted if the club does not have their cost center number on the Deposit Form nor on every check being deposited.
- Receipt of Deposit
After the money has been counted and the Deposit Form is accurate, One Stop Student Services will sign off on the Deposit Form. The club representative will be provided with a copy of the form for the club records to record within the club’s budget tracking.
- Send a Copy of Receipt to Student Engagement
After receiving a copy of the deposit form from One Stop Student Services, clubs are required to send a copy of the form to the Office of Student Engagement at clubs@cwi.edu.
Reimbursements
All purchases must be made through the Office of Student Engagement. Reimbursements will not be processed unless the purchase has been approved in advance through Student Engagement.