Business Office Forms & Instructions for Student Organization Financial Transactions - Signing Rights, Funds, and Payments

Sep 19, 2026

Guidance for student organization leaders on completing Business Office financial forms and instructions for common transactions. Provides a signing-authority workflow explaining who may access Business & Finance accounts, signature requirements, update timing after officer appointments, and rules for Senate-regulated organizations. Includes contact information and a structured table of contents covering signing-rights forms, requesting and documenting funds, bill payment processes, check and cash requests, reimbursements, deposits, tax-exempt documentation, and accounts payable registration.

LanguageEnglish

CategoryLetters

FormatPDF

Pages14

Reading Time5 min

AccessFree to download

Table of Contents

Student Club Organization signing rights

Requesting funds from the Business Office

Check request

Cash request

Reimbursement

Explanation of Club Deposit of money

Explanation of University tax-exempt status

Explanation of Business Office Accounts Payable Registration Form

Gifts, Prizes, Awards

Signing Authority Contracts

Request New /Change Fund Number Request

Instructions for Signing Rights to Business & Finance Accounts

Overview

To Complete the Form

Signing Rights to Business & Finance Account

Requesting Funds from the Business Office

Guidelines and FOAP requirements

Business Office One Saxon Drive Alfred, NY 14802 607.871.2128 Fax: 607.871.2119 [fullerm@alfred.edu](fullerm@alfred.edu) Dear Student Organization Leader, Congratulations on your new position! To make your first and subsequent trips to the Business Office easier we have compiled a package of forms you will need to perform various financial transactions at the Business Office and step-by-step instructions for when to use them and how to fill them out. We hope that this will make navigating the financial end of your leadership position easier. We are always available to help. Do not hesitate to stop in or call with questions. The Business Office hours are 9am – 4pm, Monday – Friday. All of the enclosed forms can be found by visiting the Business Office Web page [https://my.alfred.edu/business-office/](https://my.alfred.edu/business-office/) “Go To” Forms & Documents, click online forms. We hope you find this information helpful. Sincerely, The Business Office staff BUSINESS OFFICE CONTACTS: | Title | Contact | Email | Extension | | --- | --- | --- | --- | | Interim Controller | Amanda Azzi | [ruscitto@alfred.edu](ruscitto@alfred.edu) | 2325 | | Asst. Controller | Lisa Patrick | [porterlm@alfred.edu](porterlm@alfred.edu) | 2168 | | Bookkeeper | Marty Fuller | [fullerm@alfred.edu](fullerm@alfred.edu) | 2770 | | B&F Support Clerk | Mercedes
D’Amato | [damato@alfred.edu](damato@alfred.edu) | 2963 | | Accounts Payable A – M & Administration Assistant | Trina Cook | [cookt@alfred.edu](cookt@alfred.edu) | 2525 | | Accounts Payable N-Z | Sheila Decker | [deckers@alfred.edu](deckers@alfred.edu) | 2107 | | Sr. Accountant / Tax Specialist | Jason Warner | [warner@alfred.edu](warner@alfred.edu) | 2771 | Business Office One Saxon Drive Alfred, NY 14802 607.871.2128 Fax: 607.871.2119 [fullerm@alfred.edu](fullerm@alfred.edu) TABLE OF CONTENTS (Page in which information to be found) Instructions Student Club Organization signing rights 3 Copy of the Student Club Organization signing rights form 3 Requesting funds from the Business Office 4 How to get a bill paid from the Business Office 4 Check request 4-5 Cash request 5 Reimbursement 6 Copy of Check / Cash request 6 Explanation of Club Deposit of money 7 Copy of Deposit Slip 7 Explanation of University tax-exempt status 7-8 Copy of NYS tax exempt certificate 8 Explanation of Business Office Accounts Payable Registration Form 8 Copy of Business Office Accounts Payable Registration Form 8-10 Gifts, Prizes, Awards 10 Copy of the Gift / Prize/Award Form 11 Signing Authority Contracts 12 Copy of Request for Contract Form 12 Request New /Change Fund Number Request 13 Copy of New/Change Fund Number Request Form 13 Business Office One Saxon Drive Alfred, NY 14802 607.871.2128 Fax: 607.871.2119 [fullerm@alfred.edu](fullerm@alfred.edu) Instructions for Signing Rights to Business & Finance Accounts Overview – This form is used to tell the Business Office who is allowed to access your Business and Finance accounts. In essence, who controls your money? Without this form, the Business Office has no authorization to perform any transactions for you or your club. This form must be filled out and turned in as quickly as possible after Officers are appointed or at least once a year in the fall and should be updated whenever changes are made. All financial requests to the Business Office must have two signatures. All Student Senate funded regulated organizations must get both of the Senate officer’s approval on all transactions. The Student Senate advisor can approve transactions in the summer months. To Complete the Form: Fill in the Name of your Organization and the Fund ID number. If you do not have the fund ID number, the Business Office will have this information. List the Name & Title of each individual followed by the individuals’ signature and the Start and End date for this authorization (including your advi

FAQs

What is the purpose of the Signing Rights to Business & Finance Accounts form?

It identifies which individuals are authorized to access Business & Finance accounts and perform transactions for a student organization. Without it, the Business Office has no authorization to act for the organization.

How many signatures are required for financial requests to the Business Office?

All financial requests must have two signatures. Student Senate funded regulated organizations also require Senate officer approval, and the advisor may sign without an additional officer signature during specified periods.

What is required when requesting funds from the Business Office?

Requests must include proper documentation, meet the two-signature rule, and include the FOAP to be charged (Fund, Organization, Account, and Program numbers).

Sep 19, 2026

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