What is an Agency Account?
Agency accounts are those accounts established by the University for Non-University entities, such as fraternities and sororities, other student groups, faculty and staff projects, and outside organizations or activities. The activities of these entities directly or indirectly provide services or benefits to the University community. All budget and financial transactions, including receipts, encumbrances, and expenditures, are reflected in the accounting records for each Agency.
Student organizations registered with the Student Government Association (SGA), which also receive SGA grant money, are required to have an agency account for tracking purposes.
Although the instructions contained on this site are addressed to organization Treasurers, they should be carefully reviewed by the other Officers and by the Advisors who also have a responsibility to ensure accountability through frequent inspection and verification of financial records.
Opening an Agency Account
- Student Organization Agency Accounts are created by submitting a New Agency Account Form. The form requires the signatures of the Advisor and a Student Activities and Organizations representative.
- All other Agency account requests should be directed to ISU-Finance_Budget@indstate.edu.
The Controller’s Office will assign each Agency account a unique alphanumeric code, known as an INDEX. An index is between four and six characters long and is usually a part, or abbreviation, of the name of the account. This will be the Agency "account number" and will be needed on all Purchases Orders, Agency Vouchers, Intramural Vouchers, Travel Authorizations, and deposits. Know your INDEX!
Cash Ledger Book
The Office of the Controller recommends the use of a Cash Ledger Book for maintaining account records.
All Agency account transactions should be recorded in the Cash Ledger Book.
- Deposits: Record the deposit amount in the "Deposits/Credits" column and the receipt number in the "Document No." column.
- Disbursements: Record the disbursement amount in the "Withdrawals/Debits" column and the invoice number in the "Document No." column.
A ledger other than the Cash Ledger Book, may be used, but it is recommended to use the same accounting format.
End of the Year Audit
The Office of the Controller collects Agency Account financial records at the end of each spring semester for an audit. The Budget Coordinator will perform this audit.
The following items are requested at the time of audit:
- Cash Ledger Book worksheets
- Petty Cash records
- Agency & Intramural Vouchers
- Cashier receipts
All outstanding bills need to be paid before the audit. All petty cash accounts and Agency Purchase Orders must be closed BEFORE the end of the spring semester. Submitting the audit materials is also very convenient for storing an organization's records over the summer break. In the fall, the new treasurer can pick up the records at the Controller's Office.
All funds raised and/or received by or for an Agency must be deposited at the Office of the Controller. All funds collected must be submitted as soon as possible. Collecting funds and disbursing straight from those funds is inappropriate and doesn’t allow for tracking of expenditures.
The collection of funds using any type of credit card swiping device attached to a tablet or smart phone is prohibited.
Making a Deposit
Deposits are made at the cashier window in the Office of the Controller, located in the first floor of Parsons Hall.
- The Agency account Index and an account code must be provided. The account code 56304 should be used for deposits for Agency accounts.
- If depositing checks, it is necessary to write the Index and the account code of 56304 on the back of each check.
- The cashier will produce a receipt for each deposit made. This receipt will have the date and receipt number that should be recorded in the Cash Ledger Book.
All disbursements from an Agency account must be processed through the Office of the Controller.
- Direct Billing: ISU has agreements with certain vendors to allow an Agency to directly bill an item to the University. This means that an Agency Purchase Order may be submitted to these Vendors for merchandise or services and the vendors will send a bill directly to the Office of the Controller. In this case, the Agency does not need to submit an Agency Voucher for payment. See "Direct Billing" below for more information.
- Agency Voucher: An Agency Voucher is used to remit payment by issuing a check to a vendor or individual for reimbursement. See "Agency Voucher" below for more information.
- Petty Cash: A petty cash fund is a sum of money withdrawn from an Agency account and kept in the Petty Cash Custodian’s possession for minor expenditures. If an organization is required to make a number of small payments, a petty cash fund may be more convenient than individual vouchers. The Petty Cash Custodian should be the Treasurer, President, or the Advisor of the organization. See "Petty Cash" below for more information regarding petty cash funds.
- Transfer of Funds to Another Agency: If agreements have been made between two Agency accounts that wish to transfer funds from one account to another, please contact the Budget Coordinator for assistance.
ISU has agreements with certain vendors to allow an Agency to directly bill merchandise or services to the University. This means that an Agency can make purchases from the vendor, and the vendor will bill the Office of the Controller directly. The Office of the Controller will reference the index provided on the bill to charge an Agency’s account. Some vendors will require an Agency Purchase order to do this. See "Agency Purchase Order" below for more information about this form.
Vendors that currently allow direct billing include:
- Sodexo: University food service provider (catering)
- Ricoh: On-Campus location only
- Recognition Plus
- Wooden Graphic Fineline Printing
*Require Agency Purchase Order.
An Agency Voucher is used to remit payment by issuing a check to a vendor or individual for reimbursement. The completed and signed Agency Voucher is presented to the Office of the Controller with the vendor’s invoice or original receipts for payment. Processing time to produce a check once an Agency Voucher has been submitted is typically 3-5 days. Incomplete or incorrect vouchers will be returned to the Advisor for correction before payment will be made.
Some vendors will allow the purchase of merchandise or services without payment up front. In those cases, an approved Agency Purchase order would be submitted to the vendor at the time of purchase. The vendor would then provide an invoice, which would be paid using an Agency Voucher. See the Frequently Used Vendors list for information about vendors that will allow purchases with an Agency Purchase Order.
Line-by-line instructions for completing the Agency Voucher can be found by hovering over each field.
Agency Vouchers to Pay Individuals for Services Rendered: When an Agency Voucher is used to pay an individual for services rendered a completed W-9 Form must be obtained from the individual to comply with IRS regulations. It should be attached to the Agency Voucher before payment can be issued. Payments to individuals currently employed by Indiana State University should be submitted using a One Time Only Form.
Agency Purchase Order
The Agency Purchase Order is used for purchases from vendors with direct billing agreements or to purchase merchandise or services from vendors that require a PO if payment is not made up front. This form is completed BEFORE a purchase is made. Detailed directions for processing Agency Purchase Orders are below:
- Complete the form by following the instructions found on the form. The instructions are found by hovering over each form field.
- Print the three copies by changing the print settings to "Entire Workbook," and bring all three signed copies to the Budget Coordinator in the Office of the Controller for numbering and approval. The Office of the Controller retains a copy, the Treasurer retains a copy, and a copy is given to the vendor in lieu of payment.
- At the time of purchase, provide the vendor with their copy of the PO. If it is a direct billing situation, the vendor will bill the Office of the Controller directly. Otherwise, the vendor will provide an invoice, and an Agency Voucher will need to be processed to pay the vendor.
- Keep a record of approved Agency Purchase Orders and numbers.
- If the Agency Purchase Order will not be used, you must return the two copies (Original Vendor and Organization copy) to the Budget Coordinator. This is the only way it can be cancelled.
Vendors will only accept approved Agency Purchase Orders.
Purchase of Food/Drink
The purchase of food/drink or related items for an Agency event or meeting requires the submission of a Hospitality Form. If an Agency is using catering services through Sodexo, the Hospitality Approval Process should be followed as well.
Purchase of ISU Logo Items
Student organizations can design their own shirts and logo items through the Barnes and Noble Bookstore in conjunction with Club Colors. These items will be billed directly to the University. Simply follow the steps to place your orders:
- Complete an Agency Purchase Order and bring it to the Budget Coordinator in the Office of the Controller for approval and numbering.
- Once your Agency Purchase Order has been approved by the Budget Coordinator the organization is able to place an order with Club Colors by contacting Yaryna (Yaya) Demska, Collegiate Brand Advisor at either 847-744-6061 (ext. 108), cell 773-653-0678 or firstname.lastname@example.org. Attach the artwork to the email.
- When ordering with Club Colors, provide the following:
- Shipping address will be the address of the Student Organization. It must include the Organization's name, address, and a contact name of the person ordering the item.
- The billing address will be the Office of the Controller: 200 N 7th Street, Terre Haute, IN 47809 and email address ISU-Finance_Budget@indstate.edu.
- Give Club Colors the assigned Agency Purchase Order number, phone number, and email address.
A petty cash fund is a sum of money withdrawn from an Agency account and kept in the Petty Cash Custodian’s possession for minor expenditures. If an organization is required to make a number of small payments, a petty cash fund may be more convenient than individual vouchers. The Petty Cash Custodian should be the Treasurer, President, or the Advisor of the organization.
- An organization can only have one Petty Cash open at a time.
- An individual can only have one Petty Cash open at a time, even if they are involved in more than one organization.
- The custodian must keep original detailed receipts on how the Petty Cash has been spent.
To Establish Petty Cash
- Prepare an Agency Voucher with the custodian as payee with "To open Petty Cash" in the description section of the voucher. The amount of petty cash requested must be reasonable and cannot exceed the funds available in the Agency account.
- Attach a Petty Cash Request form to the Agency Voucher. The individual requesting the petty cash is considered the Custodian and is personally responsible for the Petty Cash fund.
- A separate ledger sheet may be completed to help keep track of how the Petty Cash is being spent. Original receipts plus cash on hand must equal the original amount of petty cash at all times. Funds collected from dues or other sources should never be added to the petty cash fund.
To Reimburse Petty Cash
- If petty cash is running low, it can be reimbursed to its original level, through out the Fall and Spring semester. This is done by preparing an Agency Voucher, payable to the Custodian, with the explanation of "To Reimburse Petty Cash". Original receipts for expense incurred should be attached.
To Close Out Petty Cash
- Meet with the budget Coordinator in the Office of the Controller for assistance in closing out the Petty Cash fund.
- You will need to bring all original detailed receipts and remaining cash when coming to the Controller's Office to close your fund.
- The Budget Coordinator will help the organization in depositing leftover cash and completing all required paperwork.
If an Agency account will be funding travel, a Chrome River Pre-Approval will be required prior to making travel arrangements. Agency travel could include traveling for conferences, workshops, etc. You will need to contact your advisor to help create the Pre-Approval. Reimbursements for travel expenses will not be made if a Chrome River Pre-Approval has not been fully approved in Chrome River prior to the start of the trip. For assistance in completing Chrome River Pre-Approvals, contact the Travel Department at x3541 or x3542.
- Agency Change of Information
- Agency Voucher
- Agency Purchase Order
- Club Colors
- Hospitality Approval Process
Agency Budget Coordinator