Clubs/DOC Check Request

Clubs/DOC Check Request

Overview

Please submit you Club/Club (DOC) Check Request 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.

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

Please find the DOC guidelines here: DOC Guideline.

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

  • Attach original receipts, invoices, and other forms of documentation as described on the back of the check request form. No photocopies allowed. Examples of supporting documentation include store receipts, vendor invoices, internet receipts, etc.
  • Photo of the credit card that was used to make the purchase with the the last 4 digits ONLY and the name of the owner on the card that matches the receipt. 
  • Other back-up documentation maybe necessary including MOA (for contracted services), W-9 information (for contracted services or new vendors), packing slips, flight itinerary (for travel), etc.

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.