Presentation Transcript

1. Student Club and Organization

   ASI Finance Workshop
2. Insure accounts are not overspent Provide an account activity report on a quarterly basis Review check request Review account balances for clubs/organization Budget Analyst
3. Associated Students Inc. (ASI) and Auxiliary Business Services (ABS) administer all student organization accounts. ASI has control over establishing accounts for chartered student organizations and spending from these accounts. ASI has the authority to pay debts incurred by these student organizations or to close the account without consent of these student organizations due to non-compliance of the ASI Finance Policy or Trust Account Agreement. ASI will also close these accounts if they are deemed inactive (no transactions for 2 years). Club Accounts/ Trust Accounts
4. ASI Student Organization Request for Club Allocation Funds Policy Addresses funds in the Club Allocations ASI Account. ASI Student Organization Trust Agreement Policy Addresses the trust account held by ASI and Business and Finance for student fund ASI Policies
5. Check request will be required for all transactions with ASI. All information must be filled out and up to date. Only signatures on trust agreement may sign check requests. Must be typed. Will be available on ASI and SLD websites. Requestor and Check payable to, cannot be the same person. The items listed on the line item portion of the check request form are the only items that purchases can be made on. Account Number and Program Code Check Request Form
6. To receive good/service payment, complete a Check Request, and attach cost documentation. Upon receipt of goods/services an original itemized receipt must be turned into the ASI office. Payment for Goods and Services
7. To receive a reimbursement, complete a Check Request Form Attach the original itemized store receipts, invoices and if needed credit card reports. Turn in the completed form to ASI office within 5 Business Days after the completion of purchase. Reimbursements
8. To get cash advances complete a Check Request Form a minimum of two week prior to the event. The cash advance check must be written to either the President or the Treasurer of the requesting organization. Funding may only be used for the items listed on the line item of the check request. 5 days after the completion of the purchase receipts and/or excess cash must be returned to the ASI Front Desk. Remainder of cash not used must be deposited back into the Club account and the deposit receipt must be turned into the ASI Front Desk.. Cash Advance
9. To hire an entertainer or request for service, complete a contract and Check Request form. Turn both into ASI Front Desk Three Weeks Prior to date of payment. Deadlines on contracts must be met to give ample turnaround time to ASI and ABS Contracts for Payment
10. Complete check request form. Make sure the address is printed correctly; the check will be sent directly to the vendor. Direct Payments
11. All Check Request must be submitted with minutes from club or organization meeting. Minutes must include discussion, description of purchase and official vote on allocation of fund. If hand-written receipt is submitted to ASI receipt must include; address of vendor, name of store associate, phone number, email, and itemized store purchases and purchase totals. Club/Organization Treasures and Presidents must sign the minutes. Receipts/Minutes
12. Club account deposits are deposited through the cashiers office MSR 100. Cashnet code is needed to make a deposit. Each club is assigned a specific number. This number is also referred to as the “K” number. If the deposit is excess cash from a cash advance. The deposit receipt must be submitted to ASI. Cash must be returned within 5 Business Days after the completion of purchase. How to Deposit Money Into a Club Account
13. Keep a ledger. Make sure you are up to date on how much money is in your clubs account. If you ever feel confused ask someone for help rather then making an ill informed decision. Better Account Management
14. Free money that ASI gives to clubs and organizations to fund their campus activities, fundraisers and events. Must be open to the campus. Each club has the opportunity to ask for up to $600.00 each academic year and this money does NOT roll over. Its first come first serve ASI will only give out $12,000.00 this academic year from the club allocations account. Club Allocations/ Budget Committee
15. Visit the ASI Budget Analyst to go over the details of the activity to be funded. Mandatory for Treasurer Once you have met with the ASI Budget Analyst fill out a Student Organization Financial Request form. After submission the organization’s treasurer is required to come to budget committee to explain the event and show marketing materials. After the budget committee meeting the Budget Analyst will contact the treasurer on the status of the application. If approved to access the funds the organization must fill out a check request fund. Club allocation Funding Policy Club Allocation Process
16. For questions please contact: ASI Budget Analyst, Andreanna Marshallemail: ASIBudgetAnalyst@csustan.eduPhone: (209) 667-3820Office located upstairs in the Student Union To complete your Orientation please click HERE