Clubs/DOC Check Request

Clubs/DOC Check Request

Overview
  • Please submit your Club/Club (DOC) Check Request: click here.
  •  *Please note that only current authorized CAF signers can submit/sign Club Check Requests*
  •  *Failing to submit all the required information as well as necessary 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 have to be an active club and have a valid Club Accounting Form. 

Club Accounting Form

  • Clubs that do not have a club accounting form or made changes to President/Treasurers need to submit a new form to remain eligible for reimbursement. The form can be find here: https://sa.sign-workflow.csus.edu/. Click the link and log into Acrobat Sign with your Sac State account and fill out the form. Please note that once form is signed by all approved signers (including Faculty Advisor, SOAL and lastly ASI), the club signers will receive a copy of the CAF once completed.

Check Request Requirements 

  • Completely filled Check Request Form on Jotform: https://form.jotform.com/241087037358156: 
  • Enter name, address, and phone number of payee (person/company/vendor being paid).
  • Enter total amount of payment owed.
  • Enter club/organization/dept. name and account to be charged.
  • Choose the type of Expense (Supplies, Travel, 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, uploading necessary documentation, etc.
  • Only Authorized signers on approved CAF/IRA MOU forms can sign and submit requests. For example, a club’s president, treasurer or like-officer listed on the ASI Club Accounting Form (CAF)

DOC Guidelines

Hospitality Policies 

  • Per the CSU Chancellors 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 (DJ’s) 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.

Supporting Documents

General Equipment & Supplies

  • JotForm Check Request 
  • Itemized receipt (shows all items purchased) 
  • Proof of payment (credit card, bank statement)
  • Proof of delivery (photo of the items, packing slips, etc.)

Food

  • JotForm Check Request 
  • Itemized receipt (shows all items purchased) 
  • Proof of payment (credit card, bank statement, not needed if paying directly to company)
  • Tips are only reimbursed up to 15% of the subtotal receipt UNLESS tip is included in the bill (NO CASH TIPS ARE REIMBURSABLE, CREDIT/DEBIT CARD TRANSACTIONS ONLY)

Contracted Services

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

Flights

  • JotForm Check Request 
  • Proof of payment (credit card, bank statement)
  • Printed invoice/receipt of payment
  • Original boarding passes OR
  • Proof of attendance (photo at the event, name badge, conference schedule handed out at conference, etc.)

Mileage Reimbursement

  • JotForm Check Request 
  • Printout of route traveled 
  • Will reimburse up to $0.70/mile (starting 1/1/2025)
  • Gas receipts (if club opt for gas reimbursement instead)
  • Proof of event (photo at the event, name badge, etc.)

Membership dues

  • JotForm Check Request 
  • Invoice
  • List of paying members

Conference Registration

  • JotForm Check Request 
  • Invoice
  • Proof of payment (credit card, bank statement)

Awards

  • JotForm Check Request 
  • Proof that award was announced to club or public
  • Application from winner
  • Process of how the award winner was chosen
  • W-9

​Scholarships

  • JotForm Check Request 
  • Proof that the award was announced to the club or public (meeting minutes, social media post)
  • Application from winner
  • Process of how the scholarship winner was chosen
  • Student ID (only if winner is student of CSUS)
  • 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

Transfers

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

Donations

  • Information on organization receiving donation (can be website print out)
  • Memo from club explaining donation

Union, CSUS, Well invoices

  • JotForm Check Request
  • Invoice

Receiving Checks 

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

  • For Pick-Up: please notate on the Check Request form if you would like the check to be available for pick-up. These will also follow the normal submission deadline. Please contact our office at 916-278-2231 prior to pick up to assure the check is available. Any checks that are not pickup up within 30 days of issuance, will be mailed to the address on check request.

Advance Check Request 

Advance Check Request are based on case-by-case basis. All inquiries must be in person at our office or via email at asiaccounting@csus.edu. 

FAQ

What is a proper description?    

  • Descriptions should include What or Why, When and Where. For example Club Meeting on August 5, in the Union.

Why do I need an itemized receipt?

  • We need to make sure there aren’t any inappropriate expenses such as personal items or alcohol and need to show that all applicable taxes are applied to the items.

I lost my receipt, what can I submit?

  • A bank statement and a memo from the approving signer explaining loss of receipts and all attempts made to recover receipt and future intentions to assure that members hang on to receipts. Memo

Why do I need a bank statement or copy of my credit card?

  • Either provide proof of purchase made by the individual being reimbursed.  It can also be used in place of a lost receipt on a one-time basis (see #3 above)

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

  • All check requests are filed in a secure 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, per #4 above, all check requests are stored in a secure vault, therefore we do not make copies of cards already previously submitted, 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 State of California Board of Equalization and therefore need the W-9 to provide that information.

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

  • Deposits go through our POS system and it takes 1 week for items to be transferred into our accounting database.  Have Senior Accounting Tech or Student Shop Supervisor run a report from POS to show recent deposits made.

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.

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

  • Clubs are not separate business entities and therefore do not have individual tax ID’s and are not allowed to use ASI’s or CSUS’s ID.  If they need a tax ID they must go to SOAL for information.