Fully registered Student Organizations are eligible to request and use an on-campus bank account. On-campus bank accounts allow for student organizations to hold their money within a university fund. On-campus accounts are housed within the university’s financial systems and become the property of UNCW, held in trust for the student organization to use. To request an account be created, to see if there is already an account for your organization, or to request the current balance, please email Justin Smith at smithcj@uncw.edu or visit Fisher University Union 2041.
Depositing Money
Once an account is created, deposits can be made by bringing cash or checks to Justin Smith in Fisher University Union 2041. Please note that checks must be dated within the past 90 days and the checks must be made out to UNCW. Checks made out to the club name only cannot be accepted. The club name can be written on the check’s memo line, but UNCW must be the payee.
If you would like to deposit money into an on-campus bank account from a peer-to-peer (P2P) money transfer app (such as Venmo, CashApp, etc.) there are several special policies to keep in mind. This would be used to collect dues, bake sale proceeds, and similar. Donations cannot be accepted via P2P app. Ideally, the organization would create a business account in the name of the club so that all P2P monies are held separately from any personal account. Certain apps may require employee identification numbers (EIN) from the IRS which a club may not have. In that case, it is the responsibility of the RSO to create a separate account in the name of a club officer that will be used for club money. The RSO should then request a free (virtual or physical) debit card from the P2P company. Once you have the debit card number, the RSO is able to transfer money from the P2P account to the on-campus account to use for purchases. To transfer the money in the P2P account, then please proceed to the following link. Using the debit card number linked to the P2P account, please complete the form requesting information about the RSO name and contact information, the type of deposit being made, and then enter the debit card information. By using the debit card, the money in the P2P account will be transferred to UNCW and the on-campus account.
Purchasing Items
Once the RSO has money in their account, they may use it for approved purchases through Justin Smith in Campus Life. Most RSOs use their on-campus accounts to purchase Amazon items that Justin can order, pizza for club meetings, approved on-campus catering through Aramark, and certain reimbursable items from grocery stores. Any prepared foods must be ordered through Justin Smith, and generally include pizza or catered items. UNCW cannot reimburse club members for unauthorized purchases or pay other vendors without Purchase Orders (which are requested only through Justin). For example, Amazon items have to be ordered through Justin since university funds, including on-campus bank accounts, must use the Amazon Business state contract account for any purchases. Once money is put into the on-campus account, it can only be spent by using the various university guidelines.
For questions about RSO on-campus bank accounts, please contact Justin Smith at smithcj@uncw.edu.
