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
- Clubs that do not have a club accounting form (CAF) or
made changes to President/Treasurers need to submit a new form to
remain eligible for reimbursement. The form can be found here:
https://sa.sign-workflow.csus.edu/.
Click the link and log into Acrobat Sign with your Sac State
account, then fill out the form. Please note that 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 once completed.
Check Request Requirements
- Completely filled Check Request Form on
Jotform: https://form.jotform.com/241087037358156
- Enter full 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 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
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)
- 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, 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. Please contact our office at (916) 278-2231 prior to
pick up to ensure the check is available. 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. All
inquiries must be made in-person at our office or via email at
asiaccounting@csus.edu.
FAQ
What is a proper description?
- Descriptions should include What, Why, Who, When,
and Where. For example: Club Meeting on August 5th in
the Union.
Why do I need an itemized receipt?
- We need to verify 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 completed Missing Receipt Memo from
the approving signer explaining loss of receipts and all attempts
made to recover receipt and future intentions to ensure that
members keep receipts. Memo
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 made a deposit 1-7 days ago and it’s not showing on my club
report- where are the funds?
- Deposits go through our POS system and it 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.
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, therefore, do
not have individual tax IDs and are not allowed to use ASI’s or
CSUS’s IDs. Clubs that need a tax ID must go to
SO&L for information.
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.
How Can I Request For My Club Balance?
Please contact us at asiaccounting@csus.edu or in person at
our office. Only Authorized Signers can request to see the
balance.
