Club Account Expenditure Voucher

1. Club Account Expenditure Voucher Associated Students, Inc.

2. Club Account Expenditure Voucher • To correctly fill out a Club Account Expenditure Voucher, you need: • Name, Address, Phone Number of Check Payee • Date, Club Number, Club Name • Total Amount (numerical and written) • Detailed Explanation of Expenditure • Signature(s) of authorized club signers • Attached to the Voucher must be: • An original, itemized receipt OR invoice WITHIN 90 days of today’s date • Proof of Payment/Event • Check Payee’s 204 Form

3. 204 Form • This form must be filled out for tax reporting purposes and to set up new vendors. • If Check Payee has been paid from Sonoma State before, they are not required to fill out another 204 form. • Why? • A new vendor cannot be entered into our system without having a 204 form on file. • Vendors must fill out the 204 form completely, • Including: Name, Address, Tax ID Number (or social security number for an individual), and Signature. To get a 204 Form, you can stop by the Student Union Information desk or you can get them in the Forms rack located throughout the building.

4. Also Necessary… • If using a credit card, you must provide proof of payment • Copy of credit card • Copy of bank statement with name, account number, and transaction shown. • If using money on supplies for a tournament/event, you must provide proof of event • A flyer • Schedule of events/games for the year, etc. This helps us ensure that the club money is being spent appropriately.

5. To Receive a Check • Checks are written on a weekly basis • Completed paperwork MUST be turned in before 5:00pm on Monday to receive a check on the Friday of the same week. • Checks are ready each week by Friday after 1:00pm. • The check payee will be notified through ORGSYNC when their check is ready. • Checks can be picked up at the Student Union Information Desk. • Make sure to bring Student ID when picking up a check.