Student Clubs & Orgs Financial Procedures

You are here

INFORMATION REGARDING STUDENT CLUB REIMBURSEMENTS!

The Reimbursement process has transitioned to the CCER OneCard System. Please be sure to watch the student training video so that you can familiarize yourself with the new process. This video is very important as you will need to follow the instructions to receive your reimbursement. 

Please be aware that the first part of the DocuSign process may look slightly different on the Student Training Video, due to the Upgraded Version of the DocuSign. 
Click Here to watch STUDENT TRAINING VIDEO

Important: Primary Approver for Student Clubs and Orgs is Evelynda Santos at evs411@lehigh.edu
When prompted select the CCER OUT OF POCKET and select NO CASH ADVANCE. 

 

Reimbursement Request for Student Clubs & Orgs
Important to know before you begin - Evelynda Santos is the Club Approver

Financial Procedures - Student Clubs & Organizations

Reminders after you complete the Reimbursement Request
  • You will receive two secure emails directly from Wells Fargo
    • One email will contain the company ID and user name, the other email will contain the temporary password.
    • You will need to use that information to log into the system, change your temporary password and enter your personal bank information (routing number and account number).
  • The next day after receiving your two secure emails from Wells Fargo, you can go into the system and enter your transaction(s) for reimbursement.
    • 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 student, will complete their statement Saturday, Sunday and Monday by logging back into the CCER System to:
    • Ensure the descriptions are accurate and correct 
    • Uploading your receipts
    • Clicking your "Statement Review" Button
  •  If you do not click the "Statement Reviewed" Button before Monday and the approval does not happen that week, the transcation (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 that same Thursday or Friday.  If you have any questions, please email instuact@lehigh.edu
Where do I go to take a deposit for my Club?

To Deposit Membership fees, Donations, Sponsorship, Fundraisers etc (Checks or Cash), you can bring the deposit to the Office of Student Engagement, University Center, C-105 (Monday - Friday from 10am through 3:00pm).
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

How can I get a Cash Advance to purchase items?

Important: Food/Catering can't be purchased with Cash Advance. Students that may need a cash advance will have to come to the Office of Student Engagement to get a sign and approved Cash Advance slip. After you receive your slip, you must email bursar@lehigh.edu to make an appointment to request the cash advance pick up and a link will be sent back to you so that you can log in and make the appointment. The appointment must be made at least 24hrs in advance. Once the appointment is made you can pick up your cash with your signed/approved slip.

How can I get an invoice paid?

For Performers, Speakers, BlueChip Sound, etc.
If you have invoices that requires payment (External or Internal), please email them to instuact@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. 

Who can I contact if I have questions about the Financial Procedures?

You can contact Evelynda Santos, Coordinator of Student Engagment at evs411@lehigh. Hours of operation for Club Transactions are Monday through Friday 9:00am-3:00pm.