Staff Authorization

When we have a need to write a check out to someone we follow a detailed process. We collect all the information from the vendor/participant who is requesting the check and make sure we have all receipts, invoices, and travel boarding passes as Back Up. We staple the back up to the check request form a with a copy of the check stub, to have the Secretary/Treasurer approve for all spending and sign a check to the requester. These requests are then kept in a vendor file. Our files stay in the office for up to 3 years.

Who has approval over how much we spend?

The Secretary/ Treasurer, the President, and an Annual budget from the Executive Board.

How is a Check prepared?

We have a check request form signed by the secretary/treasurer, and a confirmation call to the President.

We only need one of three authorized signatures to sign our checks. These persons are:
* Secretary / Treasurer
* President
* Tom Freeman - (an Accountant in town who's only services rendered to United Academics is to be an authorized signer in the event that both the president and the secretary/treasurer are not available to sign.)

Check cover receipt, a reimbursement form, and all back up is attached, is then placed in a Vendor File. A copy of each check is placed in a Check binder filed in numerical order. All voided checks are kept in the same manner.

A copy of the reimbursement form can be found by clicking here.

For 2008 our Secretary/Treasurer is Danile Walsh and our President is Carl Shepro.