Withdrawal Procedures

PROCESS FOR WITHDRAWING FUNDS FROM A WOU FOUNDATION ACCOUNT

All WOU Foundation fund withdrawals are processed through one of two forms: The Withdrawal Form or the Credit Card Purchase Request. Payments processed via check should be requested through the Withdrawal Form. Payments processed via credit card should be requested through the Credit Card Purchase Request Form. Both forms require approval of the fund authority. This would be the department head, division chair, program coach, athletic director, club advisor, etc. If the payee is a WOU employee, their supervisor’s approval is required if they are not already the fund authority.

All new vendors/payees will need to have a W9 submitted to the Foundation. Please send W9s through Gmail confidential mode to Noah Carrillo at Carrillon@wou.edu; for a tutorial, please watch this video. W9s will only ever need to be submitted once for a vendor/payee. If you are unsure if a W9 has been submitted before, please contact Noah Carrillo at Carrillon@wou.edu.

Pay Invoice Directly:

To pay an individual or company for goods/services directly, submit a Withdrawal Form and attach an invoice or bill for support.

Personal Reimbursement

Make the purchase yourself then submit a Withdrawal Form attaching a receipt, invoice, or bill as support.

Reimburse a University Index:

You may make your purchase(s) using state money and then, using the Withdrawal Form, ask that money be transferred to reimburse the WOU index used to make the purchase. Additionally, you may have the money transferred to the WOU index before making a purchase. All foundation deposit to WOU indexes will be coded to account code 03651.

Cash Advance of Funds:

You may request a cash advance of funds using the Withdrawal Form. You will be required to submit receipts totaling the amount of the withdrawal and/or return all cash not used. Cash advance requests MUST be received one week in advance of date cash is needed in order to allow for processing and getting cash from the bank.

Use a WOU Foundation Credit Card to make your purchase:

Your item may be purchased using a Foundation credit card and the amount of the purchase will be deducted from your Foundation account at the end of the credit card billing cycle. Submit a CC Purchase Request Form and include any information required to contact the vendor (URL, phone number, etc.).

Transfer Between Foundation Accounts:

If you would like to move funds from one Foundation account to another, then you can use the Fund-to-Fund Transfer Form. This is a simplified version of the Withdrawal Form that makes it easier to process this specific type of transaction.

Please contact the foundation accounts payable at 8-9324 for assistance.