Accounts

Programs

For WSU departments, budgets are allotted in programs each fiscal year (July 1 through June 30). Each program has a designated university employee, typically the chairperson or director, who is responsible for managing the program funds.

Programs are the equivalent of your old ISRS cost center. In Workday, you can search for your program by entering “WINS [insert old cost center]”.

If you want to review transactions for specific programs, please use the RPT00290 form in Workday.

Club Accounts 

Student clubs that have a recognized constitution and are in good standing may request and receive funding from the Student Activity Fund Committee in Student Senate (SAFC). There are certain restrictions as to how those funds are spent.

Clubs that request funds and are approved by the SAFC receive a start-up budget for each new fiscal year. Funding for special projects may also be requested. After the Student Senate approves funding and/or special request funding, the funds be allocated to the club’s account.

Any revenue from fund raising or club dues may be deposited into the club account at the Cashier’s office in the Warrior Hub. Revenue that the club earns during the fiscal year, if not spent, will carry forward to the new fiscal year. Funds allocated by the SAFC will not.

Paying for Services

Complete a Requisition form in Workday and attach any quotes. After work has concluded, obtain an invoice from the vendor and email it to accountspayable@winona.edu.

Things to Remember

• Student clubs may not maintain any off-campus accounts. Under no circumstances can student club funds be transferred to any other on-campus or off-campus account. 
• Student clubs may choose to deposit fundraising dollars in to their SAFC cost center (334XXX) or choose to maintain a separate fundraising account (900XXX). Funds from those two cost centers cannot be transferred back and forth.

Grants

Federal, state, and private grants are requested by WSU personnel for training, research, and expansion of services.

If you receive an outside grant, forward a copy of the award, grant proposal, and grant budget to the Grants & Sponsored Projects Director. You will also be assigned a grant number in Workday.

Reimbursement requests require the University to incur the expenditure prior to the receipt of funds. This may limit the ability of the University to pay grant expenses in a timely manner.

The Director of Business Services is responsible for filing all financial reports for grants, while any operational or research type reporting is the responsibility of the grantee. 

Projects

Large-scale construction work will be assigned a project number in Workday. Contact Facilities Planning and Construction for project questions.