**It is the club/organization's responsibility to read the instructions and ensure that all submitted requests are complete.  Incomplete check requests will not be accepted.**

Additional resources (videos, FAQs, "cheat sheet" list of required supporting documentation) can be found on our website!  Contact ASI Accounting Services at asiaccounting@csus.edu or (916) 278-2231 with any questions.

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As of now, only club officers listed on the 2025-2026 Club Accounting Form (CAF) can submit check requests.  The 2026-2027 CAF can be completed after your organization or club registers/renews your recognition with Student Organizations & Leadership (SO&L).

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Note: the party to be paid (person being reimbursed) CANNOT authorize their own check request; another officer listed on the CAF needs to complete this check request.  E.g. Treasurer cannot authorize their own reimbursement, so the President (or other authorized signer) needs to sign/submit the Treasurer's reimbursement, and vice versa.

Note:

-Checks will be mailed to the party to pay or person being reimbursed, so ensure you provide full legal names (no nicknames or preferred names) and the address is accurate.

-you must submit a separate check request for each vendor (individual or company)

-you may combine several receipts/invoices for the same vendor under one check request

CATEGORIES UNDER EACH ACCOUNT:

 

SUPPLIES:

• General Equipment & Supplies
• Gift Cards/Certificates
• Food and/or Beverages
• Membership Dues
• Conference/Convention/Meeting Registration
• Awards
• Scholarships
• Donations
• Any Other Club Expenditure (e.g., Union, Games Room, or WELL room rental and fees, Aramark invoices, graduation regalia, parking permits/fees, promotional apparel, etc.)

 

TRAVEL:

• Mileage (using personal vehicle)
• Gas Expenses (using car rental)
• Car Rental
• Lodging Expense (Hotel, Motel, Airbnb, VRBO, Camping Reservations)
• Taxi or Rideshare (Lyft, Uber)
• Bus, Train, Air Travel
• Checked Bag Fees

 

OUTSIDE SERVICES:

• Contracted Services
• Honoraria
• Speaker/Performer Fees

If your expenditure is related to any of the following, you must complete the Hospitality section below in full:
-Entertainment Services (e.g. contracted services that fall under equipment/venue rentals, decor, music (DJs), performers)
-Food and/or Beverages
-Awards and Prizes
-Promotional Items (e.g. apparel, banners, flags, etc.)

For more details, go to https://asi.csus.edu/accounting-services (Clubs/DOC Check Request > Hospitality Policies)

Categories:

• General Equipment & Supplies
• Gift Cards/Certificates
• Food and/or Beverages
• Membership Dues
• Conference/Convention/Meeting Registration
• Awards
• Scholarships
• Donations
• Any Other Club Expenditure (e.g. Union, Games Room, or WELL room rental and fees, Aramark invoices, graduation regalia, parking permits/fees, promotional apparel, etc.)

Club & DOC Funds

We highly encourage you to use your DOC funds (when eligible) before using your club funds! If there are insufficient DOC funds available, then club funds can be used to cover the remaining amount.

Please have an authorized signer contact us asiaccounting@csus.edu or visit us in-person with a photo I.D. for a report of your club and DOC balances to help your club make the most of your funds!

*** PLEASE READ & SUBMIT ALL NECESSARY DOCUMENTS PER CATEGORY, OR YOUR REQUEST CAN & WILL BE DENIED ***

For SUPPLIES/GIFT CARD/FOOD payments & reimbursements:

Please attach:

1. Itemized Invoice/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

3. If items were ordered online and shipped, provide proof of delivery or state "all items were received" in the description above. Proof of delivery examples: packing slip, delivery confirmation, picture of the item received

 

Note: Voluntary tip/gratuity is reimbursed up to a maximum of 15% of the bill's subtotal (not including taxes) AND must be paid with a debit/credit card. Cash tips are NOT reimbursable. Attach the itemized receipt and the debit/credit card statement to show the total amount paid (including tip).

If alcohol is listed within the itemized receipt, we will deduct the alcohol and associated sales/use tax from the reimbursement amount as alcohol is an unallowable expenditure.

For MEMBERSHIP DUES payments & reimbursements:

Please attach: 

1. Invoice to pay or receipt

2. List of Paying Members' Names

For CONFERENCE/CONVENTION/MEETING REGISTRATION payments & reimbursements:

Please attach: 

1. Itemized Invoice/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of payee.

3. List of attendees and/or registrants, if more than one person.

For AWARD payments:

Please attach: 

1. Memo with information on the competition/tournament, how the winners won or were selected, winner's name(s) and awarded amount(s).

A. Memo signed and dated at the bottom by an authorized signer (on the CAF) 

2. Proof of event (e.g. screenshot of event details, final tournament bracket) 

3. W-9 of Winner

 

For SCHOLARSHIP payments:

Please attach: 

1. Application of the winner

2. Meeting minutes, email, or social media announcement that your club/organization is offering a(n) scholarship/award

3. Process of how the winner was chosen

4. For scholarships, include winner's Sac State (or Los Rios CC) Student ID #

 

For DONATIONS/CONTRIBUTIONS:

Please attach: 

1. Signed Memo explaining the donation (include date, short description of purpose of donation, organization name, address of organization, amount of donation, name and signature of an authorized signer)

2. Information on organization receiving the donation

↳ screenshot of the website is acceptable

Donation Memo Example

 

 

For ANY OTHER CLUB EXPENDITURE not mentioned above:

Please attach: 

1. Itemized Invoice/Receipt or Invoice to Pay (e.g., University Union, Games Room, or The WELL room rental and fees, Aramark invoice, etc.)

2. Proof of Payment (ONLY IF BEING REIMBURSED)

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

Categories:

• Mileage (using personal vehicle)
• Gas Expenses (using car rental)
• Car Rental
• Lodging Expense (Hotel, Motel, Airbnb, VRBO, Camping Reservations)
• Taxi or Rideshare (Lyft, Uber)
• Bus, Train, Air Travel
• Checked Bags Fees

Club & DOC Funds

We highly encourage you to use your DOC funds (when eligible) before using your club funds! If there are insufficient DOC funds available, then club funds can be used to cover the remaining amount.

Please have an authorized signer contact us asiaccounting@csus.edu or visit us in-person with a photo I.D. for a report of your club and DOC balances to help your club make the most of your funds!

*** PLEASE READ & SUBMIT ALL NECESSARY DOCUMENTS PER CATEGORY, OR YOUR REQUEST CAN & WILL BE DENIED ***

For MILEAGE EXPENSES when traveling via a PERSONAL VEHICLE reimbursement:

Please attach: 

1. Printout of the Total Route Traveled (e.g. Google Maps)*

↳ Must use CSUS as the starting location (6000 J Street, Sacramento, CA 95819)

2. Proof of Event Attendance.  For example: name badge, pictures at the event, flyers or program schedule given at event, etc.

* Note: Club officers can impose a limit on the reimbursement amount to the vendor by specifying the limit in the description (e.g., the amount of gas actually used). Additionally, if the amount that could be reimbursed exceeds the limit imposed by the club, ensure the "Amount to be Paid" section on the check request form matches the limit.

If the vendor is using a car rental, please proceed to the car rental section.

For GAS EXPENSES when traveling via a CAR RENTAL reimbursement:

Please attach: 

1. Car Rental Agreement/Receipt

2. Itemized Gas Receipts

3. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:  

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

4. Proof of Event Attendance. For example: name badge, pictures at the event, flyers or program schedule given at event, etc.

For CAR RENTAL payment or reimbursement:

Please attach: 

1. Car Rental Agreement/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:  

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

3. Proof of Event Attendance. For example: name badge, pictures at the event, flyers or program schedule given at event, etc.

For LODGING expense payment & reimbursement:

Please attach: 

1. Itemized Invoice/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:  

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

3. Proof of Event Attendance. For example: name badge, pictures at the event, flyers or program schedule given at event, etc.

For TAXI or RIDESHARE reimbursements:

Please attach: 

1. Itemized Invoice/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:  

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement showing the transaction charge and full name of vendor/payee.

 

3. Proof of Event Attendance. For example: name badge, pictures at the event, flyers or program schedule given at event, etc.

For BUS, TRAIN, AIR TRAVEL payment & reimbursement:

Please attach: 

1. Itemized Invoice/Receipt

2. Proof of Payment

↳ If receipts show the last 4 digits of the Credit Card (CC) used, attach an image of that CC showing only the last 4 digits and cardholder's full name. The last four digits on the card should match the number on the receipt.

For example:  

↳ If receipts do not show last 4 digits of the Credit Card used, attach a bank/credit statement or transaction history showing the transaction charge and full name of vendor/payee.

 

3. Proof of Travel or Event Attendance. For example: physical boarding passes, name badge, pictures at the event, flyers or program schedule given at event, etc.

4. Copy of the University Travel Waiver if paying in advance for 15+ students

↳ https://www.csus.edu/academic-affairs/internal/_internal/_documents/field-trip-student-waiver-form.pdf

Categories:

• Contracted Services
• Honoraria
• Speaker/Performer Fees

Club & DOC Funds

We highly encourage you to use your DOC funds (when eligible) before using your club funds! If there are insufficient DOC funds available, then club funds can be used to cover the remaining amount.

Please have an authorized signer contact us asiaccounting@csus.edu or visit us in-person with a photo I.D. for a report of your club and DOC balances to help your club make the most of your funds!

*** PLEASE READ & SUBMIT ALL NECESSARY DOCUMENTS PER CATEGORY, OR YOUR REQUEST CAN & WILL BE DENIED ***

For CONTRACTED SERVICES/HONORARIA/SPEAKER FEES payment:

Please attach: 

1. Memorandum of Agreement (MOA) for Contracted Services OR Invoice

↳ MOA found here: https://asi.csus.edu/sites/main/files/file-attachments/memorandum_of_agreement_2.pdf?1725043589

↳ If paying the vendor in installments during the semester, have the vendor and the club officer(s) sign one MOA for the full amount with the breakdown of payment terms in the specified section. Additionally, submit a new check request with the same signed MOA each time a payment needs to be made to the vendor.  A new MOA does not need to be filled out.

Note:

-If the vendor is a student, include their Student ID number.

-If the vendor is employed by CSUS, the vendor's supervisor must sign and date the second page.

-The MOA needs to be signed (wet signature or using phone/computer cursor) and dated.  We cannot accept typed signatures as this can be easily forged.

2. Completed W-9 from entity providing services (with signature and date)

↳ W-9 found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf

Note: 

-The W-9 needs to be signed (wet signature or using phone/computer cursor) and dated. We cannot accept typed signatures as this can be easily forged.

↳ If the contractor has been previously paid by ASI and does not require submitting another W-9, please select "Yes" to the succeeding question.

Note:
- authorized signatures should match the signature on the Club Accounting Form (CAF)
-Note: the "Party to be Paid" CANNOT authorize (sign) a check request to pay/reimburse themselves; another officer listed on the CAF needs to complete this check request. E.g. Treasurer cannot authorize their own reimbursement, so the President (or other authorized signer) needs to sign/submit the Treasurer's reimbursement, and vice versa.

Please ensure:

1. The party to pay's (vendor or person being reimbursed) information is accurate and amount to be paid is accurate.

2. All required documentation has been uploaded/attached (list of required supporting documentation), otherwise, the request will be denied and will need to be resubmitted with required documentation.

3. Signature(s) from current Club Accounting Form on file has been provided for approval.

Note: the "Party to be Paid" CANNOT authorize (sign) a check request to pay/reimburse themselves.

E.g. Treasurer cannot authorize their own reimbursement. Only the President (or other authorized signer) can sign/submit the Treasurer's reimbursement, and vice versa.

 

All COMPLETED check requests submitted by 5 PM on Wednesdays, with required information and supporting documentation, will be processed and mailed by the following week on Thursday.

To complete your check request, click the 'submit' button below.