STUDENT ORGANIZATION FUND ACCOUNTS CSUSM 18 19 ACADEM

STUDENT ORGANIZATION FUND ACCOUNTS CSUSM 18 -19 ACADEM IC YEAR

CONTENTS 1. Your Account 2. Deposits 3. Reimbursements 4. Paying Vendors

1. YOUR ACCOUNT • Each org. has a unique 5 -digit code called a “Fund Number” • 91_ _ _ • Your account runs on a reimbursement basis. Therefore you are required to: • Know your account balance BEFORE spending money. • Keep a Shadow Budget. • Reimbursement requests that bring your account balance below $0 will not be approved.

2. DEPOSITS • TWO club members collect and count the funds. • Deposit form is filled out. • Deposit forms can be obtained at the ASI Front Desk Staff (USU 3700), Natalie Marshall, or at http: //csusm. edu/asi under the Student Organization Account Services tab. • Funds (cash or check) and deposit form are dropped off at the Cashier’s office in Cougar Central (Craven 3800) within 24 hours of obtaining funds.

3. REIMBURSEMENT S EXPENDITURE REQUEST FORM (ERF) 1. Go to bit. ly/erfcsusm 2. Fill out the signer information a. REQUESTER: Required. This is whoever is filling out the ERF. b. PRESIDENT: Required. c. ADVISOR: Required. d. TREASURER: Required. e. CAMPUS RECREATION (Sports Clubs): Sports clubs will need to fill out the Campus Recreation role (Ryan Groth, rgroth@csusm. edu). f. CHECK RECIPIENT(CC optional): Not a signing role. This is anyone who would like to receive a copy of the ERF.

3. REIMBURSEMENT S EXPENDITURE REQUEST FORM FILLING OUT THE FORM (ERF) 1. CLUB/ORG NAME: Select organization name (fund number will automatically pop-up) 2. CHECK RECIPIENT INFORMATION: Information of who being reimbursed. 3. REASON FOR REQUEST: What was purchased and why was it purchased for your organization? (ex. Pizza for May Meeting) 4. AMOUNT: How much is being reimbursed? 5. Attach ITEMIZED receipts/invoices: You can add up multiple receipts. 6. RECEIVE PAYMENT: Will the recipient pick up the check or have it mailed to the address provided? 7. Click FINISH: the ERF will be sent to the signing roles for their digital signature.

3. REIMBURSEMENT RECEIPTS ITEMIZED NOT ITEMIZED BANK STATEMEN TS ARE NOT ITEMIZED

3. REIMBURSEMENTS PICKING UP CHECKS • Reimbursements are issued 1 -2 weeks after completed ERFs are approved. • Check recipients will get an email when their check is available for pick up. • Checks are mailed if specified on the ERF or not picked up after a week. • Pick up checks at the ASI Front Desk: • Monday – Friday between 9: 00 am – 6: 00 pm • Bring a form of identification (drivers license or student ID card)

4. PAYING VENDORS PAYING BY CHECK • Complete an ERF made out to the vendor you are paying PAYING WITH THE ASI CARD • Complete an ERF made out to the “ASI Student Org. Credit Card” • Check Recipient Info = Vendor Info • Check Recipient Info = ASI Info • Attach an itemized invoice • Select whether a member of your organization will pick up the check or if you would like it mailed. • Contact Natalie Marshall to make an appointment to use the ASI credit card (First come, first served) **New vendors will need to complete a Payee Data Form before a check is cut. ** Minimum charge to use the ASI credit card is $100.

OVERVIEW • Natalie Marshall • Account activity • Status of ERF • Paying with the student org. credit card • Invoicing departments on campus • ASI Front Desk (USU 3700) • Obtain deposit form • Pick up checks • Cashier’s Office (Craven 3800) • Make deposits • http: //csusm. edu/asi under the Student Organization Account Services tab • Account balance • Deposit slip • Payee Data Form • ERF link (bit. ly/erfcsusm)

Natalie Marshall QUESTIONS ? Student Organization & Project Specialist Associated Students, Inc. University Student Union 3700 nmarshall@csusm. edu 760 -750 -6002