Please submit your Club/Club (DOC) Check Request via
Jotform: click here
- ONLY current authorized Club Accounting Form (CAF)
signers can sign and submit Club Check Requests
- Failing to submit all the required information
and supporting documentation will result in the Check
Request being delayed and/or denied
- We highly encourage you to use your DOC funds (when
eligible) before using your club funds! If
insufficient DOC funds are available, then club funds can be used
to cover the remaining amount. Please have an authorized
signer
email us or visit our office (with photo I.D.) for a
report of your club and DOC balances to help your club
make the most of your funds!
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
We highly encourage you to use your DOC funds (when eligible)
before using your club funds! If insufficient DOC funds are
available, then club funds can be used to cover the remaining
amount.
Please have an authorized signer
email us or visit our office (with photo I.D.) for a report
of your club and DOC balances to help your club make the most of
your funds!
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.
Note: we highly encourage you to use your DOC funds (when
eligible) before using your club funds! If insufficient DOC
funds are available, then club funds can be used to cover the
remaining amount. Please have an authorized signer
email us or visit our office (with photo I.D.) for a report
of your club and DOC balances to help your club make the most of
your 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 Docs
Every check request submitted by an authorized club
signer 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.
You can also refer to “Thee
Holy Check Request Grail – Cheat Sheet” for a list of the
required documentation.
General Equipment & Supplies
- Jotform Check Request
- Itemized invoice/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
item, packing slip, delivery confirmation, etc.) or note in
the check request description that item(s) was received
Food and/or Beverages
- Jotform Check Request
- Itemized invoice/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)
- If number of attendees is less than 25, attach a list of
attendees who benefitted from the food and their business
relationship to campus (e.g. student, faculty, staff, etc.)
- Tips are only reimbursed up to 15% of the receipt’s
subtotal UNLESS tip is included (required) in the bill by
the vendor (Cash tips are not reimbursable, debit/credit
card transactions only)
- If tip was written on receipt, attach card or bank statement
to show the total amount paid including tip
- Note: Alcohol is an unallowable expense and will not
be reimbursed
Membership Dues
- JotForm Check Request
- Itemized invoice/receipt
- List of paying members’ names
- Proof of payment (credit card, bank statement; not
required if paying directly to company)
Conference/Convention/Meeting Registration
- Jotform Check Request
- Itemized invoice/receipt
- List of paying members’ names (if more than one person)
- Proof of payment (credit card, bank statement)
Awards
- Jotform Check Request
- Application from winner
- Proof that award was announced to the club or public (meeting
minutes, email, social media post)
- Process of how the award winner was chosen
- W-9 (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 & Los Rios CC student)
- For non-CSUS student recipients, the scholarship check will
be cut to the financial aid office of the school to then be given
to the student
Donations
- Jotform Check Request
- Memo explaining donation (include date, organization name,
org’s address, amount of donation, signature of an authorized
signer)
- Information on organization receiving donation (screenshot of
website is OK)
Direct Vendor Payments
- Jotform Check Request
- Itemized invoice to pay
- W-9
CSUS, Union, The WELL, Aramark Invoices
- Jotform Check Request
- Itemized invoice to pay
Mileage Reimbursement (personal car)
- Jotform Check Request
- Printout of total route traveled (Google Maps) using CSUS as
starting destination
- Gas receipts (if club opts for gas reimbursement amount
instead)
- Proof of event attendance (name badge, conference schedule
handed out at conference, picture at the event, etc.)
- Will reimburse up to $0.70 per mile
Gas Reimbursement (car rental)
- Jotform Check Request
- Car rental agreement
- Itemized gas receipts
- Proof of payment (credit card, bank statement)
- Proof of event attendance (name badge, conference schedule
handed out at conference, picture at the event, etc.)
Hotel
- Jotform Check Request
- Itemized invoice/receipt
- Proof of payment (credit card, bank statement)
- Proof of travel (e.g. original boarding pass) OR
- Proof of event attendance (name badge, conference schedule
handed out at conference, picture at the event, etc.)
Bus/Train/Air Travel
- Jotform Check Request
- Itemized invoice/receipt
- Proof of payment (credit card, bank statement)
- Proof of travel (e.g. original boarding pass) OR
- Proof of event attendance (name badge, conference schedule
handed out at conference, picture at the event, etc.)
- University Travel Waiver if paying in advance for 15+
students
Contracted Services, Honoraria, Speaker/Performer Fees
- Jotform Check Request
- Memorandum of Agreement Form (MOA)
- W-9 (W-9)
Transfers
- Jotform Check Request
- 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.
ONLY required when reimbursing someone and not paying the vendor
directly.
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
5 p.m. on Wednesday, with
required information and supporting documentation, will be
processed and mailed by the following week
on Thursday.
For Pick-Up: please notate on the
Check Request form if you want the check to be available for
pick-up. These checks follow the normal submission
deadline.
Prior to pick up, the vendor should contact our office at (916)
278-2231 to ensure the check is available. When the
check is ready, the vendor can go to the Student Shop window
(see picture below) with their photo I.D. to pick up
their check.
Note: any checks not picked up within 30 days of
issuance will be mailed to the address on the check request.
Advance Checks
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
funds 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 account balance?
Please email us at asiaccounting@csus.edu
or visit us in-person at our office with a photo I.D. Only
authorized signers on the current CAF and the staff/faculty
advisor can request to see your club balance.
What is a proper description on a check request?
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 that there aren’t any inappropriate
expenses, such as personal items, alcohol, recreational drugs,
and weapons. We also verify that all applicable taxes are
applied to the items.
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 non-business/personal items and
alcohol are not reimbursable.
I lost my receipt, what can I submit?
Please submit a card or 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 the 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, please include on the
Purchase Memo what food/drink was purchased as well as
a statement confirming that alcohol was not purchased.
Can I pay with cash and still get reimbursed?
Yes. In the instances of making purchases with cash,
the person is reimbursed by providing appropriate signatures,
supporting receipts, and/or documentation showing proof of cash
payment. When paying with cash, “cash” is usually be listed
on the receipt, which we can accept.
If I already provided a copy of my card, do I need to
provide 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. You
must submit an image of your card with each new check
request.
What happens to my bank statement/credit card copy after they are
submitted?
All check requests are filed in a secured vault that is limited
in access.
Why do I need to submit a copy of my debit/credit 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 last digits of the card
number, then only images of the credit/debit card, with
the first 12 numbers blocked out for security purposes, as
well as the full name of the cardholder is required.
If the receipt/invoice does not have a card number on it, then a
copy of the individual’s debit/credit card or 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 an image 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.
For an example of the debit/credit card image or bank
statement to attach to the Jotform check request, please refer
to Thee
Holy Check Request Grail – Cheat Sheet.
What if I am paying an individual for a service? What
kind of documentation is needed?
Along with the appropriate Jotform check request, if you are
paying an individual or unincorporated company for providing a
service, it is considered income to that
individual/company. The documentation needed is an
Memorandum of Agreement (MOA) and a W-9.
Examples of services include DJ services, coaching or referee
fees, rentals, performances (such as music and dance),
speaker fees, etc.
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 their W-9 for 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.
How can my club accept donations from outside organizations?
Please refer to Student Organizations & Leadership’s
Treasurer Resources on how to accept donations, which can be
deposited into your club account. Please note this process
can take up to eight weeks until you see the funds in
your account.
What do I need to know to host a fundraising event?
DOC funding cannot be used towards fundraising events hosted by a
club as it does not comply with
DOC Funding Guidelines.
If you are interested in requesting a cash box for your
fundraising event, please refer to the ASI Student Shop for this service.
Please refer to Student Organizations &
Leadership’s website
and handbook for fundraising policies and procedures.
Our club needs a tax ID, EIN or W-9, how can we get one?
Clubs and organizations are not separate business
entities, therefore, do not have an individual tax
ID or Employer Identification Number (EIN).
Clubs are not allowed to use ASI or Sacramento State
University’s tax IDs.
Clubs that need a tax ID or W-9 can go to Student
Organizations & Leadership (SO&L) to request a
formal letter explaining this.