Western Illinois University: Macomb Campus
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Phone: 309/298-1811 Fax: 309/298-2811
The Business Services Office is responsible for the financial analysis of all University accounts, cost analysis projects, financial monitoring activities, and establishing and terminating University accounts.
Account Signature Sheet
An Account Signature Sheet (PDF) is used to establish a new account, change an account name, or change account fiscal agent or alternate signatures.
Establishing a New Account:
Individuals wishing to establish a new account should complete the Account Signature Sheet in its entirety. Detailed information should be provided as to the purpose/function of the account, major source of funds, and expenditures. The information provided will be used to begin the process of establishing an account. (Depending upon the information provided and the type of account, additional information/paperwork may be required before the account can be established.)
Changing an Account Name:
Individuals wishing to change an account name should complete the top portion and the comments section of the Account Signature Sheet. All signatures of those persons authorized to sign on the account should be obtained before the sheet is submitted to the Business Services Office. The comments section should indicate the reason for the name change (i.e., department name has changed).
Changing a Fiscal Agent or an Alternate:
A department wishing to change a fiscal agent or an alternate should complete the top portion of the Account Signature Sheet. All signatures of those persons authorized to sign on an account should be obtained before the sheet is submitted to the Business Services Office. When changing the fiscal agent, the previous fiscal agent's signature is required. Note: Fiscal Agents or alternates must be University employees.
Petty Cash or Change Fund
A petty cash fund is defined as cash maintained on hand under the responsibility of a designated person for the purpose of purchasing inexpensive items on short notice. Expense receipts are collected and periodically submitted to the Business Services Office for reimbursement. Cash on hand, plus receipts for expenditures, should always equal the official established amount of the petty cash fund.
A petty cash fund should have a turnover rate of at least six times per year. All requests for reimbursement should be made payable to (Custodian's name), Custodian, Petty Cash Fund.
A change fund is defined as cash maintained on hand under the responsibility of a designated person for the purpose of making change for University-related activities. No payments for expenses may be made from change funds.
Petty cash and change funds and adjustments in approved amounts can be requested in writing from the Director of Business Services.
It is the responsibility of the department to maintain adequate security measures for the safekeeping of these funds. Both petty cash and change funds are subject to audit (internal and external) on an unannounced basis.