Club Advisor Manual - Wake Technical Community College

Before leaving, the deposit slip should be checked to verify
that the funds were deposited into the correct account.
Advisors must handle all deposits and funds for the club.
Students are not allowed to collect or handle funds on behalf
of the club.
2. Requesting Club Funds
A. Expenditure Authorization Request Form (WTCC 58)
1. Advisors should complete an Expenditure Authorization
Request – Form 58 in its entirety for the purchase of
goods and services. Advisors are responsible for checking
club account balances to ensure availability of requested
funds. The date and time for which the request needs to
be completed should be noted in the Remarks section.
Requests should be initiated as much in advance as
possible to allow the Accounting Office adequate time to
process the check by the requested date.
2. The Office of Student Activities will check for correct
preparation of the request and verify fund availability
before forwarding through the approval process.
3. Additional approvals must be secured from the Dean of
Students, Senior Vice-President of Student Services, and
the Chief Business Officer.
B. Special Funds Invoice (WTCC form 138)
1. Special Funds Invoice may only be used when the event
has been fully approved in advance.
2. Requests for expenditures not requiring purchase
orders (i.e. goods and services) such as organizational
scholarships, awards, and monetary door prize awards
must be processed on a Special Fund Invoice Form.
3. This form also used when a change box is required for
organizational collection activities. A request should be
processed on a Special Fund Invoice (WTCC form 138)
at least one week before change is needed. The funds
will be released only to the advisor or the Director of
Student Activities. The Special Fund Invoice (WTCC form
138) is used when advisors request reimbursements for
out-of-pocket purchases (out-of-pocket purchases cannot
exceed $150 per transaction.
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