The WellsOne Expense Manager (WOEM) is the online system used for Reimbursements for Student Clubs and Organizations.
REIMBURSEMENT Process for Student Clubs and Orgs:
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Please NOTE that the User Agreement (DocuSign) has been upgraded specifically for Student Senate Clubs and Organizations. An Easy Quick Guide is available with instructions, down below.
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Please be sure to watch the student training videos so that you can also familiarize yourself with the WOEM system, down below.
Important Information to know:
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Primary Approver for Student Clubs and Orgs is Evelynda Santos at evs411@lehigh.edu.
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Secondary Approver is Brooke Novotnak at brn223@lehigh.edu.
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When prompted: Select the CCER OUT OF POCKET and select NO CASH ADVANCE or enter $0
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When Prompted to Reimbursement For: Click the name of your club from the drop down box
Financial Procedures - Student Clubs & Organizations
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You will receive two secure emails directly from Wells Fargo
Emails will contain the company ID, user name and a temporary password (you can change your temporary password). You will need to use that information to log into the WOEM system.
Before signing on to the system, please be sure to have your personal bank information handy (routing number and account number). http://go.lehigh.edu/onecard -
You can sign on into the system and enter your Cash Expense (s) for reimbursement. Click training video here! Click Step by step here!
You will enter the date, the category, the amount, the description (please also add the club name in the description box), etc. -
When filling out the request form, it is suggested that the primary approver for clubs and Orgs be the person responsible for the index number - they must be financial manager or authorized signer on that index number.
For Student Senate recognized Clubs and Orgs the Primary Approver and Authorized Signer is Evelynda Santos at evs411@lehigh.edu. The secondary Approver is Brooke Novotnak at brn223@lehigh.edu.
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The student, will complete their transactions on a weekly basis by logging back into the WOEM System to: Ensure the descriptions are accurate and correct (see examples HERE)
Uploading your receipts -
If the approval does not happen that week, the transaction (s) will roll to the following week.
You will then get reimbursed via direct deposit into your personal bank account you've entered into the system a few days later. If you have any questions, please email inose@lehigh.edu
Below are bulleted items for reconciling your transactions. Some things to note before that:
1. You must enter your personal banking information into the new system.
• Enter your Wells Fargo credentials as you normally do
• Click WellsOne Expense Manager
• On the top right-hand side, click on your name
• Click Personal Settings
• Under the person image on the left, click Reimbursement Account
• Enter your routing number and account number
• Check the account type (either checking or savings)
• Check the “I Accept”
• Click Save
2. To Add a Cash Expense (Formerly OOP)
• Click on Expenses
• Click the blue Add button on the left
• Click Cash Expense
• Enter a brief description for your transaction
• Select the date of the transaction (Note: Must be after 11/2/2022. If the transaction occurred prior to 11/2, please note that in the Business Purpose/Description)
i. Also note, as per the policy regarding reimbursements, transactions are required to be entered within 30 days of the purchase
• Do NOT enter your transaction amount here
• Click Next
• Select from one of the following: Air Travel, Lodging, Meals/Entertainment, Office, Transportation
• Enter the amount in the appropriate field (ex: if needing to be reimbursed for a meal, enter the amount in the Meal – Entertainment field, enter the number of employees)
• Click next
• The amount will be transferred to the transaction page
• Select the GL Code: For Business Meal/Mtg (73430), for Educational Supplies (72020), if unsure please use Miscellaneous (73440)
• Select the Lehigh ID of your Primary Approver (EVS411ST) for Student Senate Recognized Clubs and Orgs. (You can click favorite and then select to save you steps in the future)
• Select the index (This is your club account and can be found in you Club's page in LINC on the Finance Tab, you can click favorite and then select to save you steps in the future)
• Enter your Business Purpose
• If the transaction is $25 or greater, click Link Receipt on the top right
i. For mileage, please use mapquest or similar website, pdf the miles and attach is your receipt.
ii. For Per Diem, please use the Domestic or Foreign websites to get rate for area. PDF information and attach as receipt
• Click Update to save or Complete to send to approver
To Deposit (Cash or Checks) received from Membership dues, Donations, Fundraisers etc, MUST be deposited into your club account. You may not have a separate bank account for the club. To make a wire transfer you must fill out the Deposit Google Form and follow the instructions in the form. The form has the wiring information. If external Sponsors and/or Donors would like to donate/sponsor funds to your club, they can make their payment online at give.lu.
To deposit funds to your account please note the following:
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Deposits can be made Monday-Friday during the business hours of 9:00 a.m. - 3:00 p.m.
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To make a deposit, please visit the Office of Student Involvement at Christmas Saucon Hall, 3rd floor in room 333 and fill out a special deposit envelope and give to Coordinator
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Any checks should be made payable to “Lehigh University” or a combination of club name/Lehigh University. Checks should not be made payable to a club officer’s name, such as the Treasurer’s name. Also, do not deposit checks made payable to a charity (ex. American Cancer Society), these checks must be forwarded to the charitable organization.
Donations Received
You may receive donations from businesses, parents, students or alumni. Deposit these donations as explained above and clearly label the deposit envelope as “Donation.”
To acknowledge a gift, it is necessary to have the following information: Donor's name, mailing address, type and amount of gift, purpose of gift.
*Please note that you may accept an unsolicited gift from a donor, however, if you wish to actively campaign for funds from sources outside the University, you must coordinate those efforts with the University Development Office.
Cash advance to purchase items for an event or club meeting.
Step 1:
Students that need a cash advance will have to come to the Office of Student Involvement to get a sign and approved Cash Advance slip (from Coordinator). After you receive your slip, you must email the bursar@lehigh.edu to make an appointment. A link will be sent back to you so that you can make the appointment for the cash advance pick up. When the appointment is made with the Bursar's office, you can pick up your cash with your signed/approved slip. The appointment must be made at least 24-48 hrs in advance!
Step 2:
After purchasing your items for your club/event you will need to bring all receipts and any change leftover back to the Office of Student Involvement to fill out the Settlement Form and take it back to the Bursar's Office. This needs to be done within a 2 week time frame.
Important:
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Cash Advance is a 2 step process - Cash Advance Slip and Settlement Form
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Must Settle within the 2 Week frame
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$500 is the limit for Cash Advance
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Food can't be purchased with Cash Advance
If you have any questions regarding this process please email inose@lehigh.edu. Thank you!
For Performers, Speakers, BlueChip Sound, etc.
If you have invoices that requires payment (External or Internal), please email them to inose@lehigh.edu and the Coordinator will get the paperwork to the Controller's Office for processing and a check will be mailed to the company/customer.
General Fundraising Guidance
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Fundraising initiatives must be approved by the CEAG or Student Involvement/Student Center Facilities Staff Member
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Rationale: Branding rights, risk assessment, policy review with financial deposits
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Fundraisers by Student Groups must be submitted through the Event Planning Form on LINC for review and approval a minimum of two weeks prior to the proposed event
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Neither individuals (regardless of affiliations with Lehigh University) nor private, commercial organizations may sell or promote the sale of products or services on University owned, operated, or controlled property except:
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Individuals or organizations with whom Lehigh University has entered into a written agreement
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Individuals or organizations authorized in writing by Lehigh University to engage in the sales of goods or services for the benefit of a recognized student organization
Additional Restrictions and Requirements
Lehigh University acknowledges that we are not able to anticipate every issue and endeavor that may arise with respect to fundraising activities. As a result, the University will review risk, facilities, and other safety. The University also reserves the right to impose restrictions and/or requirements as deemed appropriate including time, place, and manner of fundraising activities.
Failure to obtain permission to engage in or sponsor sales or fundraising activities, or failure to adhere to the University’s policy regarding activities for which permission has been granted, will result in curtailment and/or cancellation of the event by the Office of Student Involvement/Student Center Facilities or other appropriate University official.
Recognized clubs and organizations violating the Fundraising Policy may be subject to the following:
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Loss of the right to use Lehigh facilities for meeting, events, or programs
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Loss of recognized club or organization status
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Referral to the University Committee on Discipline as the judicial system which has jurisdiction over complaints against any student or recognized student organization(s) alleged to have violated this policy
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Disciplinary sanctions
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Other educational stations appropriate to the circumstances
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Fines and/or restitution including loss of funding for a determined period of time
You can contact Evelynda Santos, Coordinator of Student Involvement at evs411@lehigh. Hours of operation for Club Transactions are Monday through Friday 9:00am-3:00pm.
All new Club Presidents and Treasurers must complete the Financial Responsibility Contract before September 10th. This contract will be in the club's file for one year.
Print, Read, Sign and Return back to the Accounts Coordinator Evelynda Santos at evs411@lehigh.edu.
For the Financial Responsibility Contract, CLICK HERE!