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 for the academic year.
Club Accounting Form (CAF)
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.
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,
uploading necessary documentation, etc.
- 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)
DOC Guidelines
Find the DOC fund guidelines here: DOC 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:
1. Complete the Student Organizations and Leadership (SO&L)
club registration process.
2. Submit a Club Accounting Form
(CAF) for ASI.
3. ASI Accounting Services will transfer $800 to your account
after they have approved 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.
Supporting Documents
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
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.)
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 (starting 1/1/2025)
Transfers
- Invoice (Catering Order from UEI for example)
- Memo from club describing what amount needs to be transferred
and why
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.