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Withdrawing Funds From Student Organization Accounts

Registered Student Organization Account

On Campus Student Organization Accounts: Any Registered Student Organization will receive information for an on-campus account two to three weeks after their organization is approved and reviewed. Account balances can be checked by emailing [email protected].

All registered student organizations must have a student organization account with the University in order to receive funds from the OCU Student Government Association. Each Registered Student Organization’s president, treasurer and advisor should be allowed to manage financial transactions on behalf of the organization.

Accessing Student Organization Funds

Student organizations have two methods for using the funds available in their on-campus student organization account.

Petty Cash for amounts up to $250: Financial designee’s of an organization may obtain petty cash for up to $250 per day.

  1. Petty Cash Vouchers are available on Engage or in the Office of Student Engagement, Room 114 of the Tom and Brenda McDaniel University Center. All Petty Cash forms must be signed by your on-campus advisor or a member of the Office of Student Engagement.
  2. Completed petty cash vouchers can be turned into Student Financial Services, located in room 340 of the Administration Building.
  3. All receipts (must be itemized) and unused funds for purchases made with petty cash must be turned in to Student Financial Services within one week of receiving the petty cash. If Itemized receipts are not returned, then the amount of petty cash will be charged to the student or organization that received the cash.

Reimbursement: Students who make purchases using personal funds on behalf of a Registered Student Organization may be reimbursed.

  1. Students must verify they have the funds available in their account prior to spending. Email [email protected] to verify. This process may take up to five business days.
  2. Students must have itemized receipts and complete a Petty Cash Voucher form. The Petty Cash Voucher forms are available on Engage or in the Office of Student Engagement, Room 114 of the Tom and Brenda McDaniel University Center. All Petty Cash forms must be signed by your on-campus advisor or a member of the Office of Student Engagement.
  3. Once the itemized receipt(s) and Petty Cash form are submitted, the student will be reimbursed with a check from the student organization’s account or via direct deposit to their personal checking account if the account information is on file with the University.
  4. Reimbursements typically require at least two weeks for processing.

Purchases over $250:

  1. Student organizations may on occasion need to make purchases over $250. Before you agree to a purchase you must have verified your on campus account balance and have your advisor’s approval to move forward with the purchase. Invoices will not be approved to be paid if your organization does not have sufficient funds.
  2. In order to approve and pay the invoice, it must be directly emailed or mailed to accounts payable.

Inactive Student Organization Funds

Funds held in organization accounts where the student organization has been inactive for four or more semesters may be transferred for other uses to benefit the student body at the discretion of the Vice President for Student Affairs and Dean of Students.