Student Club & Student Club & OrganizationOrganization

Treasurer OrientationTreasurer Orientation2011-20122011-2012

Associated Students Inc.Associated Students Inc.University Student UnionUniversity Student Union

(209) 667-3833(209) 667-3833Shanice Jackson, ASI Budget AnalystShanice Jackson, ASI Budget Analyst

Office: (209) 667-3823Office: (209) 667-3823Cel: (209) 202-8529Cel: (209) 202-8529

asibudgetanalyst@csustan.edu

Club Accounts/ Club Accounts/ Trust AccountsTrust 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 PoliciesASI Policies

ASI Student Organization Request for Funds Policy

Addresses funds in the Club Allocations ASI Account.

ASI Student Organization Trust Agreement PolicyAddresses 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 FormCheck 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 Payments for Goods and Servicesand 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 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 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 Contracts for PaymentPayment

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 PaymentsDirect Payments

Direct Payments are allowed.

Complete a check request form.

Address and Phone number of vendor where check is being sent is required.

Receipts/MinutesReceipts/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 Better Account ManagementManagement

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/ Club Allocations/ Budget Committee 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 Officer Orientation QuizQuiz

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 Jackson

email: AsiBudgetAnalyst@csustan.edu Phone: (209) 667-3822

Office located upstairs in the Student Union