Financial Information Help for Societies and Associations
Welcome to the Financial help page for Academic Societies and Associations
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Before an account is opened we must receive approval from: |
Associations - Association Coordinator Student Representation Coordinator Phone 496-2588 |
| Academic Societies - Academic Office 210 Kimball Building Phone 496-1140 |
The advisor is responsible for the financial well being of the organization.
Only individuals authorized to the account can sign petty cash vouchers, check requests, or hand checks. (See authorize officers below)
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Ways to Spend Money |
| 1. Petty Cash Reimbursement - Bring receipt(s) to Cashiers and fill out a petty cash reimbursement form. |
| 2. Check Request - Bring check request and receipts to the Accounting Office. Checks are printed each morning at 10:00. |
| 3. Department hand checks can be used on a limited basis for a specific purpose. Pick up at the Accounting Office. |
| 4. Purchase cards can be obtained where needed. |
| Do not use club checks. The account has been closed. |
Collecting Dues
If you collect dues from members please use the following form: Society/Association Dues Form Be sure to get signatures.
Online Statement
Your organization has been assigned a 10 digit account number. You will not receive a monthly statement through the mail. Access is available anytime on the web. To access go to https://web.byui.edu/glereports/glerptsmain.asp . Or you can go through the BYU-I home page by going to Employees - Frequent Links - Accounting Office - General Ledger Financial Report. You will see:
Choose the appropriate account by clicking on the number. You will then see the financial report for that account. It will show revenue items, expense items and the Net Income/Loss. Also it will show any balance from prior years and an ending balance.
You can add other expense category codes if you would like to segregate the expenses more. Contact the Accounting Office to add these.
To view a specific month change month and click Go.
To add authorized individuals click on the Authorization button and see Authorize Officers below.
| Brigham Young University - Idaho | Page - 1 |
| Date - 5/4/2006 16:03:09 | RESTRICTED FINANCIAL REPORT |
| March 31, 2006 |
| 8XXX-XX ACCOUNT NAME | |
| Prior Yr | Prior | Account | Account | Current | Current |
| Month | Y-T-D | Number | Description | Month | Y-T-D |
| REVENUE: | |||||
| 0 | 0 | 8301-01-1600 | DUES | 175 | 0 |
| 0 | 0 | 8301-01-2104 | SCHOOL SUPPORT REVENUE | 0 | 0 |
| 0 | 0 | TOTAL REVENUE | 175 | 175 | |
| --------------------- | --------------------- | --------------------- | --------------------- | ||
| EXPENSES: | |||||
| 0 | 0 | 8301-01-7000 | OTHER EXPENSES | 0 | 0 |
| --------------------- | --------------------- | --------------------- | --------------------- | ||
| 0 | 0 | NET INCOME/LOSS(-) | 175 | 175 | |
| --------------------- | --------------------- | --------------------- | --------------------- | ||
| 0 | 0 | ENDING BALANCE AVAILABLE | 175 | 175 | |
| ============== | ============== | ============== | ============== | ||
| 0 | 0 | CHECK FIGURES | 175 | 175 | |
Authorize officers to the account to spend or view the account statement.
To add an individual type I-number in employee field. Leave position blank. If you leave the On and Off campus fields blank they have unlimited spending authority. You can place a dollar amount to limit spending or not allow individual to spend money by entering a "0" in both fields. In the Rpt Authorization choose "Can look". Then click update button.
Te remove individual delete I-number and click Update button.