Managing a Class Account

MAKING DEPOSITS TO THE ACCOUNT
Complete and return a cash deposit voucher with your checks to Cashier, Bursar's Office, P.O. Box 67 (or 880 Main St.), Williams College, Williamstown, MA 01267. Complete the following fields on the form:

1. Project/Grant (your six digit account number)
2. Amount in $ (total amount you are depositing)
3. Description (i.e. "reunion income", "mini-reunion" income, etc.)
4. Depositor's Signature
5. Amount in Cash (use this field for cash only)
6. Number of Checks
7. Phone
8. Total $ Amount in Checks (use this field for checks only)
9. Date
10. Total Amount to be Credited (to your account)

NOTE: The Controller's Office will not make copies of the checks.

PAYING BILLS
NOTE: There are two forms to use when paying a bill; one is for a bill with "INVOICE" or a unique invoice # on it and the other is for a bill without "INVOICE" or a unique invoice # on it. Forms must be received at least one week prior to the date that the check needs to be mailed.

Send the receipt/bill (with "INVOICE" or an invoice # on the bill) and an Invoice Payment Authorization Form to Accounts Payable, Controller's Office, P.O. Box 67 (880 Main St.), Williams College, Williamstown, MA 01267. Complete the following fields on the form:

1. Project/Grant (your six digit account number)
2. Amount
3. Description (the text that will appear on your monthly statement)
4. Grand Total
5. Authorized by

Send the receipt/bill (without "INVOICE" or an invoice # on the bill) and a Request for Payment/Reimbursement Form to Accounts Payable, Controller's Office, P.O. Box 67 (880 Main St.), Williams College, Williamstown, MA 01267. Complete the following fields on the form:

1. Vendor Legal Name
2. Tax ID Number (if you are paying an individual)
3. Address (enter vendor's address)
4. Description
5. Project/Grant (your 6-digit account number)
6. Bill Date
7. Amount
8. Item Description (the text that will appear on the monthly statement)
9. Total U.S. Dollar Amount of Voucher
10. Authorized by (enter your name and signature)

ISSUING A REFUND
Complete a Request for Payment/Reimbursement Form to Accounts Payable, Controller's Office, P.O. Box 67 (880 Main St.), Williams College, Williamstown, MA 01267. Enter the PS Account # 455607.

REQUESTING A CASH ADVANCE
Complete and return a Travel/Cash Advance Request and Reconciliation Form to Accounts Payable, Controller's Office, P.O. Box 67 (or 880 Main St.), Williams College, Williamstown, MA 01267 (this form must be received at least one week prior to the date that the check needs to be mailed). A check will be sent to the named individual. Keep all receipts as the money is spent. Return original receipts, any leftover money and your account name and/or number to Accounts Payable, Controller's Office, P.O. Box 67, Williams College, Williamstown, MA 01267 within 30 days. Complete the following fields on the top half of the form (do not use the Cash Advance Reconciliation section of the form).

1. Vendor Legal Name (enter the name of the person who will be using the cash advance)
2. Address (enter the address of the person who will be using the cash advance)
3. Purpose of Advance (i.e. "reunion," "fall mini-reunion," etc.)
4. Project/Grant (your six digit account number)
5. Amount (amount you want to be advanced)
6. Authorized by (your name and signature)

ESTABLISHING AN ACCOUNT
Send the name and address of the person responsible for the account to Keli Kaegi in the Alumni Office.

CHANGING NAMES ON AN EXISTING ACCOUNT
Send the name to be removed and the name to be added to Keli Kaegi in the Alumni Office. (NOTE: The officer whose name and address is currently on the account must initiate this correspondence.)

OTHER INFORMATION
Accounts receive approximately a 4% monthly interest. This annual interest rate is set in July.
Alumni Office Staff contact numbers:

Brooks Foehl '88 - Director of Alumni Relations and Secretary of the Society of Alumni
413-597-3545, 75 Park Street, Williamstown, MA 01267, Fax: 413-458-9808

Lisa Harris - Executive Secretary
413-597-3545, 75 Park Street, Williamstown, MA 01267, Fax: 413-458-9808

Christina Trembley 413-597-4003 - Accountant
Abby Bienkowski 413-597-4413 - accounts payable supervisor
Kim Demo 413-597-4413 - accounts payable staff
Jill Mendel 413-597-4127 - cashier
Office Fax 413-597-4404