Clubs/DOC Check Request

Clubs/DOC Check Request

Overview

Submit your Club/Club (DOC) Check Request via Jotform: here

  • ONLY current authorized Club Accounting Form (CAF) signers can submit and sign club check requests
  • Failure 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

The 2025-2026 Club Accounting Form (CAF) is available now! 
We encourage you to complete the CAF as soon as your club registration is approved by SO&L.

Fill out the CAF here: https://sa.sign-workflow.csus.edu/
Select “ASI – Club Accounting Form”

Note: per the contract, 2024-2025 CAFs are valid through 9/30/2025

  • 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

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. 

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!

Operating Rules

Find how you can use DOC funds by reading the guidelines here: DOC Funding Guideline

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 $800 to your account after we approve your CAF.

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

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

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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 (see Supporting Docs)
  • 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 “The Holy Check Request Grail – Cheat Sheet” for a list of the required documentation.

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

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)
  • Example of a Donation Memo and information on organization

Direct Vendor Payments

  • Jotform Check Request
  • Itemized invoice to pay
  • W-9

CSUS, University 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) and the proof of payment for the gas
  • 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

Receiving Checks 

All COMPLETED check requests submitted by 5p.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 noted above.

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. (Sac State OneCard or state-issued ID) to pick up their check. 

ASI Student Shop hours: https://asi.csus.edu/asi-student-shop

Note: any checks not picked up within 30 days of issuance will be automatically mailed to the address on the check request.

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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.

Please note: implications for not submitting original receipt and proof of travel within two weeks following the event include the loss of your club/organization’s privilege for advancement of funds for a period of no more than two semesters.  Further action, up to and including suspension, of your club account may be necessary.

FAQ

What qualifies as an advance check?

Advances are only for when out-of-pocket funds are not available.  Examples include: paying for supplies (e.g., promotional items), travel, and events in advance.  Any promotional supplies like shirts must be paid directly to the vendor. 

How many advances can I submit?

Only one open, pending advance check request can be allowed per club.

We allow only one open pending advance for a club at any given time.  If your club has an upcoming travel expense for multiple club members, we recommend one person to purchase all the flights in advance, submit a check request to include the flight receipt to show all flights purchased.  After the travel event has passed, the payor is responsible for submitting the proof of travel for all traveling persons to asiaccounting@csus.edu to remove the pending status.

FAQ

See our frequently asked questions (FAQ) below. 

If you still have questions after reviewing our website, please contact us at asiaccounting@csus.edu.

How do I pay for my club/organization membership dues or make deposits into my account?

You can pay your club/organization membership dues at the ASI Student Shop window!  They are located on the 3rd floor of the University Union by the North Elevator. 

Bring a completed “Club Deposit” sheet and your Sac State OneCard! 

  • The ASI Student Shop can help provide your club account number, but you will need to fill out the form.
  • Printed copies of the Club Deposit sheet are located in the wall file organizer outside of the shop (by ASI Accounting Services door) or you can print the Club Deposit sheet (PDF), then fill it out.
  • Your Sac State OneCard is required for paying club/org. dues and making deposits.

Please review the Club Deposits page for full details and how to minimize your time at the window.

Note: their hours differ from Accounting Services’ hours.  See ASI Student Shop hours and their other services at asi.csus.edu/asi-student-shop.

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When paying club/organization membership dues or making a deposit, can I pay with a credit card?

No, the ASI Student Shop cannot accept debit card, credit card, or ApplePay for club/org. payments.  Only cash and checks are accepted.

Do I need to provide my OneCard for all deposits?

Yes!  ASI Student Shop requires your Sac State OneCard, so they can email you the receipt and provide a printed copy after your deposit.  Please keep your receipts.

Can you tell me how much I owe towards my club?

The ASI Student Shop and ASI Accounting Services does not have this information.  You will need to ask your club officers or club advisor for that information.

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 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 The 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.