Working Fund Procedures

Below you will find the list of transaction types and supporting documentation needed to process your Working Fund request form.

Types of Transactions

• Payroll advances/promissory notes
• Membership dues to academic and professional associations
• Subscriptions to academic and professional publications
• Study participant payments (incentives and bus tokens)
• Catering
• Deposits in relation to purchase orders for event space
• Conference booth rentals and related costs
• Dental clinic refunds
• Interlibrary loans
• Miscellaneous emergency payments
• Reimbursement of payroll promissory notes
• Split postage checks from the State
• Registration fees for conferences and seminars
• Publications up to $499
• Reprints of articles
• Licensing renewal fees
• Commencement awards
• MTA transaction for parking

Checklist

Payroll Advance

• Promissory note- Memorandum from department citing reason for request

 - Payroll promissory note 50 percent of gross amount {signed by FS-Payroll}

• Advance form- Submit a payroll advance form with payroll certification card (50 percent of gross amount)

Study Participant Payment

• Study Participant form
• Research Consent form (Current date period)

Catering (contact Procurement for approval details to submit WFrequest)

• Agenda
• List of attendees
• Invoice (signed by the caterer)

Deposits (i.e., commencement, convocations, conferences, catering, and seminars)

• Purchase Order reflects the deposit (in the body of Purchase Order)
• Supporting documentation:

-Agenda

-List of attendees

-Invoice (Payee name, address, amount, details description)

Dental Clinic Refunds

• Refund Memorandum
• Support documentation

- Account aging summary

Interlibrary Loans

• Submit list of the loans
• Invoices from the lending institutions