Clubs/DOC Check Request

Clubs/DOC Check Request

Overview

Please submit your Club/Club (DOC) Check Request via Jotform: click here

  • Please note that only current authorized Club Accounting Form (CAF) signers can sign and submit Club Check Requests
  • Failing to submit all the required information, as well as necessary supporting documentations, will result in the Check Request being delayed and/or denied

Introduction 

Club Check Requests are used for club reimbursement and direct vendor payments.  Clubs that are eligible for reimbursement must be an active and registered club with Student Organizations & Leadership (SO&L) and have a valid Club Accounting Form for the academic year. 

Club Accounting Form

Fill out the Club Accounting Form (CAF) here: https://sa.sign-workflow.csus.edu/

  • A new CAF must be submitted by the club and validated by ASI Accounting Services every academic year. 
  • Clubs that do not have a CAF or made changes to President/Treasurers need to submit a new form to remain eligible for reimbursement. 
  • Click the link and log into Adobe Acrobat Sign with your Sac State account, select “ASI – Club Accounting Form,” then fill out the form.
  • The form link will be emailed to each email address listed on the CAF to complete their part, and the workflow must be fully completed before we can approve it.
  • Once the form is signed by all approved signers (including Faculty Advisor, SO&L and lastly ASI), the club signers will receive a copy of the CAF.
  • Please visit Student Organizations & Leadership’s Treasurer Resources website for detailed information including a video on how to complete the CAF: SO&L: Treasurer Resources

DOC Fund Guidelines

Find the DOC funding guidelines here: DOC Funding Guideline

Purpose

The purpose of ASI Dollars for Organizations and Clubs (DOC) funding is to support Sac State students in their endeavors to increase the quality of campus life and learning.  ASI DOC funding reimburses organizations and clubs for money spent on events, food, promotion, conferences and much more. 

Steps for Reimbursement

Clubs and Organizations who would like to receive DOC funds must complete the following steps every academic year:

1. Complete the Student Organizations and Leadership (SO&L) club registration process.

2. Submit a Club Accounting Form (CAF) for ASI. 

3. If the club or organization meets all DOC funding requirements, ASI Accounting Services will transfer up to $800 of DOC Funds to your account after we approve your CAF.

4. Use the funds to get reimbursed for an event or activity and have fun! 

5. Submit a check request for reimbursement via Jotform and select DOC Funds.

Hospitality Policies 

  • Per the CSU Chancellor’s Office, the Hospitality Policy applies to all student organizations and requires additional information to be filled out on the Club Check Request form whenever the type of hospitality involves:
  • Entertainment Services – these are contracted services that fall under equipment/venue rentals, decor, music (DJs) and performers
  • Food and Beverage – reasonable provision of a meal (catered or restaurant) or light refreshments (beverages, hors d’oeuvres, pastries, cookies)
  • Awards and Prizes – something of value given or bestowed upon an individual, group, or entity in recognition of service to the university or achievement benefiting the university or with the expectation of benefit accruing to the university or for other occasions that serve a bona fide business purpose
  • Promotional Items – items that display the name, logo or other icon identifying the university such as a keychain, coffee mug, calendar, or clothing

Check Request Requirements 

  • Completely fill out the Check Request Form on Jotform: https://form.jotform.com/241087037358156
  • Enter full name, address, phone number, and email address of payee (person/company/vendor being paid).
  • Enter total amount of payment owed.
  • Enter club/organization name and account to be charged.
  • Choose the type of Expense (Supplies, Travel, or Outside Services).
  • Fill out the Hospitality section completely.
  • Fill out the remainder of the check request form including entering a detailed description of the purpose of payment
  • Upload required documentation
  • Only Authorized signers on approved CAF can authorize and submit requests.  For example, a club’s president, treasurer, or like-officer listed on the ASI Club Accounting Form (CAF)

Supporting Documents

Every check request submitted by the club will include attaching required supporting documents.  Select the type that closely relates to your request for a list of the documentation. 

Because of varying situations, the list below may not capture all requirements.  In these cases, we will email the club for additional support.

General Equipment & Supplies

  • Jotform Check Request 
  • Itemized receipt (shows all items purchased, plus subtotal, S/H, taxes, fees) 
  • Proof of payment (credit card, bank statement)
  • If items were shipped, proof of delivery (photo of the items, packing slips, delivery confirmation, etc.) or state in the description that all items were received

Food

  • Jotform Check Request 
  • Itemized receipt (shows all items purchased, plus subtotal, S/H, taxes, fees) 
  • Proof of payment (credit card, bank statement; not required if paying directly to company)
  • Tips are only reimbursed up to 15% of the subtotal receipt UNLESS tip is included in the bill by the vendor (Cash tips are not reimbursable, debit/credit card transactions only)
  • If tip was written on receipt, attach card statement to show the total amount paid including tip
  • If number of attendees is less than 25, attach a list of attendees and their business relationship to campus (e.g. student, faculty, staff, etc.)

Membership dues

  • JotForm Check Request 
  • Invoice
  • Proof of payment (credit card, bank statement; not required if paying directly to company)
  • List of paying members

Contracted Services

  • Jotform Check Request 
  • Memorandum of Agreement Form ( MOA)
  • W-9

​Conference Registration

  • Jotform Check Request 
  • Invoice
  • Proof of payment (credit card, bank statement)
  • List of paying members if more than one person

Awards

  • Jotform Check Request 
  • Application from winner
  • Proof that the award was announced to the club or public (meeting minutes, email, social media post)
  • Process of how the award winner was chosen
  • W-9

​Scholarships

  • Jotform Check Request 
  • Application from winner
  • Proof that the scholarship was announced to the club or public (meeting minutes, email, social media post)
  • Process of how the scholarship winner was chosen
  • Student ID (only if winner is CSUS student)
  • For non-CSUS student recipients, the scholarship check will be cut to the financial aid office of their school to be given to the student (school should be notified in order to know what we need to put on the check in order to ensure that it gets to the student)

Donations

  • Jotform Check Request
  • Memo from club explaining donation (include date, organization name, their address, amount of donation, signature of an authorized signer)
  • Information on organization receiving donation (screenshot of website is OK)

Union, CSUS, The WELL invoices

  • Jotform Check Request
  • Invoice

Mileage Reimbursement

  • Jotform Check Request 
  • Printout of total route traveled (Google Maps) using CSUS as starting destination 
  • Proof of event (name badge, conference schedule handed out at conference, picture at the event, etc.)
  • Gas receipts (if club opt for gas reimbursement amount instead)
  • Will reimburse up to $0.70/mile

Bus/Train/Flight

  • Jotform Check Request 
  • Printed invoice/receipt of payment
  • Proof of payment (credit card, bank statement)
  • Proof of travel (e.g. original boarding pass) OR
  • Proof of event (name badge, conference schedule handed out at conference, picture at the event, etc.)

Transfers

  • Invoice (Catering Order from UEI for example)
  • Memo from club describing what amount needs to be transferred and why

Proof of Payment

If someone is seeking a reimbursement using your club funds, the payor needs to provide proof of payment to the authorized CAF signer, who will then attach the proof to the check request.

Debit or Credit Card

If receipts show the last four digits of the Debit or Credit Card (CC) used, attach an image of that CC showing only the last four digits and cardholder’s full name.  The last four digits on the card should match the number on the receipt.

For a good example of an itemized invoice, receipt, and debit/credit card to attach to the check request, please see: Debit or Credit Card Example

Debit or Credit Card (CC) via Contactless Payment (e.g. Apple Pay)

If receipts show the last four digits of the Debit or Credit Card (CC) used, attach an image of that CC showing only the last four digits and cardholder’s full name AND a screenshot of the Apple Pay screen that shows the physical card number and the Apple Pay number (listed on the receipt).

For a good example of an itemized invoice, receipt, debit/credit card, and Apple Pay screen to attach to the check request, please see: Contactless Payment Example

Card or Bank Statement

If receipts do NOT show the last four digits of the Debit or Credit Card (CC) used or a debit/credit card image cannot be provided, attach a card or bank statement showing only the transaction charges and the cardholder’s full name.

For a good example of an itemized invoice, receipt, and credit/bank statement to attach to the check request, please see: Bank Statement Example

Receiving Checks 

All COMPLETED check requests submitted by Wednesday at 5PM, with all necessary documentation (see below for more instructions), will be processed and mailed by the following week on Thursday.

  • For Pick-Up: please notate on the Check Request form if you would like the check to be available for pick-up.  This will follow the normal submission deadline. Prior to pick up, contact our office at (916) 278-2231 to ensure the check is available.  When ready, please go to the Student Shop window with your photo ID to pick up your check.  Any checks not picked up within 30 days of issuance will be mailed to the address on the check request.

Advance Check Request 

Advance Check Requests are reviewed on a case-by-case basis AND requires prior approval.  All inquiries must be made in-person at our office or via email at asiaccounting@csus.edu. 

FAQ

I made a deposit 1-7 days ago and it is not showing on my club report- where are the funds?

Deposits go through our POS system and takes one week for items to be transferred into our accounting database.  Request a Senior Accounting Tech or Student Shop Supervisor to run a report from the POS to show recent deposits made.

How Can I Request For My Club Balance?

Please email us at asiaccounting@csus.edu or visit us in-person at our office with a photo ID.  Only Authorized Signers and the faculty advisor can request to see your club balance. 

What is a proper description?    

Descriptions should include What, Why, Who, When, and Where. 
For example: Weekly Club Meeting on October 6th, 2025 in Foothill Suite of the University Union.

Why do I need to provide an itemized receipt?

Our team needs to verify there aren’t any inappropriate expenses, such as personal items, drugs, weapons, or alcohol.  We also verify that all applicable taxes are applied to the items.

I lost my receipt, what can I submit?

Please submit a bank statement (showing the full name of the cardholder and the transaction) and a completed Purchase Memorandum.  The Purchase Memo must be completed by an approving signer explaining loss of receipts, all attempts were made to recover receipt, and future intentions to ensure that members keep receipts.  If the missing receipt was for food, on the Purchase Memo, please include what food/drink was purchased as well as a statement confirming that alcohol was not purchased. Purchase Memorandum

What happens to my bank statement/credit card copy after submitted?

All check requests are filed in a secured vault that is limited in access.

If I already provided a copy of my card, do I need to give another copy for a different check request?

YES, all check requests are stored in a secured vault, therefore, we do not make copies of cards previously submitted, so you must submit a new copy with each new check request.

Why do I need a W-9 for the individual/company?

We report any personal income made through the performance of services to the Internal Revenue Services, and therefore, need the W-9 to provide that information.

I’m an authorized signer for my club- why can’t I sign for myself?

Per GAAP Internal Controls, conflict of interest policies, and proper business practices, the signee and payee cannot be the same individual as it can constitute as fraud as there is no other individual confirming the payment to the payee.

Why Does ASI Require Original Receipts? What Kinds Of Receipts Are Acceptable?

We require original receipts to prevent fraud.  The types of receipts that are acceptable are original, fully itemized receipts and/or original invoices.  All items purchased must be listed on the receipt. ASI Financial Policy states that alcohol and non-business/personal items are not reimbursable.

Can I Pay With Cash And Still Get Reimbursed?

Yes. In the event of making purchases with cash, the person is reimbursed by providing appropriate signatures, supporting receipts and/or documentation showing proof of cash payment.

Why Do I Need To Submit A Copy Of My Credit/Debit Card, Bank Statement or Cashed Check as proof of payment?

Fraud is an all too common problem and one that ASI takes seriously.  In order to protect the individual, department and club, ASI requires proof of payment on any items paid with check or credit card to prove that the person who made the payment is the person who is reimbursed.  If the receipt or invoice shows the card number, then only a copy of the credit/debit card, with the first 12 numbers blocked out for security purposes, is required.

If the receipt/invoice does not have a card number on it, then a copy of the individual’s bank statement is required showing the withdrawal.  If the statement does not have the individual’s name but has the account number, then we also need a copy of the card with the person’s name to go with the statement.

For payments made with a check, attach a copy of the cashed check from your bank statement online. 

What If I am Paying An Individual For A Service? What Kind Of Documentation Is Needed?

Along with the appropriate check request form, if you are paying an individual or unincorporated company for providing a service, it is considered income to that individual/company and the documentation needed is a Memorandum of Agreement (MOA) and a W-9.

Examples of services include DJ services, coaching or referee fees, rentals, performances, speaker fees, etc.

Our club needs a tax ID, how can we get one? 

Clubs are not separate business entities, therefore, do not have individual tax IDs.  Clubs and organizations are not allowed to use ASI’s or CSUS’s tax IDs.  Clubs that need a tax ID must go to SO&L for information.