Club Accounts/ Trust Accounts

Student Club & OrganizationTreasurer Orientation2011-2012Associated Students Inc.University Student Union(209) 667-3833Shanice Jackson, ASI Budget AnalystOffice: (209) 667-3823Cel: (209) 202-8529asibudgetanalyst@csustan.edu

Club Accounts/ Trust Accounts • 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).

ASI Policies • ASI Student Organization Request for 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 funds. • ASI Student Organization Fund Disbursement Policy and Procedures. • Addresses the forms of payment available by ASI.

Check Request Form • Check request will be required for all transactions with ASI. • Must be typed. • All information must be filled out and up to date. • Only signatures on trust agreement may sign check requests. • Is available on both ASI and SLD websites.

Payments for Goods and Services • 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.

Reimbursements • 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.

Cash Advances • To get cash advances complete a Check Request Form. • After purchases have been made submit the itemized receipts. • Remainder of cash not used must be turned into the Vice President. • Cash must be returned within 5 Business Days after the completion of purchase. • Excess funds MAY NOT be used for items placed on a check request form they must be returned.

Contracts for Payment • To hire an entertainer or request for service, complete a contract and a Check Request form. • Turn both into the ASI office Three Weeks Prior to date of payment. • Deadlines on contracts must be met to give ample turnaround time to ASI and ABS.

Direct Payments • Direct Payments are allowed. • Complete a check request form. • Address and Phone number of vendor where check is being sent is required.

Receipts/Minutes • 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.

Better Account Management • 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.

Club Allocations/ Budget Committee • Remember ASI does give clubs and organizations free money. • Each club has the opportunity to ask for up to $600.00 each academic year. This money does NOT role over. • Its first come first serve ASI will only give out $10,000.00 this academic year from the club allocations account.

Officer Orientation Quiz Take Quiz Now After the quiz is completed you will be directed to the Charter Application. Please be sure to print you quiz confirmation and attach it to your charter application. Your application must be received in the SLD office within 30 days. Any QuestionsPlease contact: ASI Budget Analyst, Shanice Jacksonemail: AsiBudgetAnalyst@csustan.eduPhone: (209) 667-3822Office located upstairs in the Student Union

Club Accounts/ Trust Accounts