Feedback

How to Complete the UWSA Cheque Requisition Form: A Step-by-Step Guide

The University of Windsor Students’ Alliance (UWSA) provides a Cheque Requisition Form for clubs, societies, and departments to request payments for various expenses. Whether you're handling finances for a student group or processing a payment for a UWSA department, this guide will help you accurately complete the form to ensure timely and efficient processing. Follow the steps below to fill out the Cheque Requisition Form correctly.

Step 1: Basic Information

1. Date Submitted: Enter the date you are filling out the form.
2. Date Required: Specify the date by which you need the cheque to be processed. Ensure you provide enough lead time for processing.

Step 2: Department/Club/Society Information

• Department/Club/Society: Write the name of the department, club, or society requesting the cheque. For example, "Engineering Society" or "UWSA Finance Department."
• Submitted By: Enter the name of the person submitting the request.
• Email Address: Provide your email address for any follow-up questions or confirmation of processing.

Step 3: Payment Details

Payable To: Enter the name of the individual or organization to whom the cheque should be made payable. Ensure this information is accurate, as errors may result in delays or issues with the payment.

Description of the Payment: Provide a detailed description of the purpose of the payment. This field is mandatory and should include specifics such as "Reimbursement for event supplies" or "Payment for guest speaker."

Charge Account Number(s): Write the charge account number(s) to which the payment should be allocated. If there are multiple accounts, ensure you accurately divide the amounts across the correct accounts.

HST: If applicable, include the HST (Harmonized Sales Tax) amount in the designated field. If no HST is applicable, you can leave this field blank.

Amount of Cheque: Enter the total amount of the cheque, including HST if applicable.

Backup Attached: Indicate whether you have attached supporting documents, such as original receipts or invoices, by checking "YES" or "NO." Backup documentation is typically required to validate the payment request.

Step 4: Approval

Approved By: Obtain the signature of an authorized UWSA signatory. Eligible signatories include the UWSA President, VP Finance, GM, or Finance Manager. This signature is necessary for the cheque to be processed.

Finance Department Comments: This section is for internal use by the finance department to provide any comments or additional information regarding the request.

Step 5: Club and Society Section (If Applicable)

If the request is being made by a student club or society, fill out the additional section as follows:

1. Club/Society Name: Enter the official name of the club or society making the request.
2. Club/Society Account Number: Provide the club or society’s account number.
3. Authorized Signatory 1: Obtain the name and signature of the first authorized signatory from the club or society.
4. Authorized Signatory 2: If required, obtain the name and signature of a second authorized signatory.

Step 6: Attach Receipts

Ensure that all original receipts or invoices related to the payment request are attached to the form. This documentation is critical for the approval and processing of the cheque requisition.

Step 7: Submission

Submit the completed form and all necessary attachments to the UWSA office at Room 209, CAW Student Centre, 401 Sunset Avenue, Windsor, ON, N9B 3P4. Ensure the form is submitted in a timely manner to meet the required processing date.

Troubleshooting Tips

• Ensure Accuracy: Double-check all fields for accuracy, especially the payee information and charge account numbers.
• Documentation: Always attach original receipts or invoices. Failure to do so may delay the processing of your request.
• Approval: Make sure the form is signed by an authorized UWSA signatory before submission.

FAQs

What if I don't have all the required signatures?

• Ensure you have all necessary approvals before submitting the form. Missing signatures can cause delays in processing.

Can I request a cheque without attaching receipts?

• No, original receipts or invoices are required to process the payment. Attach all relevant documentation to avoid delays.

What should I do if I need the cheque urgently?

• Indicate the urgency in the "Date Required" field and contact the UWSA finance department to inform them of the urgent request.

Conclusion