FAQ

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.

What If I Lost A Receipt?

Make sure that all attempts have been made to retrieve the original receipt or a reprinted receipt before seeking assistance. After all attempts to retrieve the receipt or invoice are unsuccessful, please contact us at asiaccounting@csus.edu for further assistance.

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.