糖心原创

Student Organization Account Services

ASI is responsible for the accounting side of your student organization account. We can help you make deposits, spend money, and invoice properly. See below for additional information on how to access your account. For more information, please refer to Administration of Student Organization Funds.

OFFICER AGREEMENT FORMS MUST BE SIGNED TO FILL OUT AN ERF. THIS FORM MUST BE COMPLETED EACH ACADEMIC YEAR AND WHENEVER THERE IS A CHANGE IN ORG OFFICERS.  

How to: Deposit to an on-campus student organization account

• Blank Deposit Form
  • Only use for in-person signatures. 
  • After completing, take to the Cashier's Office in Cougar Central with funds/checks you are depositing. 

  Click here for the Blank Deposit Form

• Deposit Form Adobe Sign
  • (MUST send form to SFS@糖心原创.EDU)
    • Only use for electronic signatures. 
    • After completing, take the funds/checks you are depositing to the Cashier's Office in Cougar Central.

  Click here for the  

• Deposit Box Location
  • For use after business hours. 

  Click here for the map of the Deposit Box Location

How to: Get reimbursed from organization account

• Purchases on behalf of an organization

  A member or organization representative purchases on behalf of the organization. The organization should approve purchases before the purchase.

• Method of payment

  Gather itemized, original receipts for the purchase. Must show what the purchase was and the method of payment. 

• Expenditure Request Form

  Complete the with the purchaser's information (who made the purchase is who needs to be reimbursed) and attach itemized receipts. 

• Payee Data Form

  Only needed if reimbursing a non-糖心原创 student.

  Click here to complete the Payee Data Form

• Gift Card/Prize Form

  Only needed if the purchase was a gift card. This form must be filled out completely with the recipient's signature.

  Click here to complete the Gift Card/Prize Form

• Information Technology Review (ITR)

  First, please review the list of campus-approved free software that do not require ITR approval. Software for Students, Faculty, and Staff

  For all ITR requests for subscriptions, software, and hardware, please email asi@csusm.edu to submit for ITR approval.

  It is recommended to get approval first before purchasing subscriptions, software, or hardware since reimbursement is not guaranteed.

  Only needed if a purchase of technology materials such as an iPad, online subscription service, website domain, etc. 

How to: Use ASI credit card to make a purchase 

• Purchases over $100

  Only available for a single purchase over $100. For all other purchases, see how-to steps above for reimbursement. 

• Expenditure Request Form

  Must be completed and submitted before purchase

  Click here for the

• Invoices
  Attach the invoice for the purchase or any documentation for the purchase you would like to make. 
• Information Technology Review (ITR)

  First, please review the list of campus-approved free software that do not require ITR approval. Software for Students, Faculty, and Staff

  For all ITR requests for subscriptions and software, please email asi@csusm.edu to submit for ITR approval.

  It is recommended to get approval first before purchasing subscriptions, software, or hardware since reimbursement is not guaranteed.

  Only needed if a purchase of technology materials such as an iPad, online subscription service, website domain, etc. 

• Once ERF is approved

  Once ERF is approved, ASI will contact the requestor to schedule a time to purchase with you. 

How to learn more: Student Org Training

• Student Organizations Account Services Guidebook
• Student Org Account Policy
• Account Services Presentation

 

How to: Donate to a Student Organization

Frequently Asked Questions

• What is my student organization's fund number?
  Your fund number is listed in your recognition letter sent by Student Leadership & Involvement Center  (SLIC). You can also get your student rganization's fund number by emailing ASI at asi@csusm.edu or visiting the ASI Front Desk in USU 3700.
• How do I use my student organization's funds?
  There are three options for making purchases using your student organization's funds:

  1. Someone in the club makes a  purchase out-of-pocket (example: pizza for a meeting) and submits an Expenditure Request Forms (ERF) with the itemized receipt (additional documentation may be required) to be reimbursed.
  2. An ERF made out to the vendor is submitted and a check is generated in the company鈥檚 name. A Payee Data Form must be completed if the vendor has not been paid before. 
  3. The ASI Student Org. Credit Card is used to pay for purchases over $100 and an ERF made out to ASI is submitted prior to using the card.
• How long will my reimbursement take?
  Reimbursements are issued about 20 business days AFTER the Expenditure Request Forms (ERF) has been completed with all the necessary documentation and signatures. Reimbursement checks are generally requested on Mondays and generated on Thursdays. If this is your first time being reimbursed or you have an address/name change, then accounting will need additional time to create/modify your account.
• How do I use the ASI Credit Card?

  Submit an Expenditure Request Form (ERF) made out to:

  Associated Students, Inc. 
  333 S. Twin Oaks Valley Rd
  San Marcos, CA 92096
  760-750-4990
  asi@csusm.edu 

  Once the ERF has been approved, ASI will contact you to schedule a time to use the ASI Credit Card. There is a $100 minimum to use the ASI Credit Card. Purchases over $2,500 need additional approval and may need additional time to accommodate.

  There is a monthly balance for the ASI credit card, therefore this form of payment is first come first served.

• How do I check my student organization's balance?
  The student organization balance sheet is posted on this page under "Quick Links" and is updated weekly. If you would like a breakdown of your account鈥檚 activity, please contact ASI.
• How can a campus department transfer funds to my student organization?
  In order to transfer funds from a campus department to a student organization fund, please fill out an ERF with the following information: 

  • Student organization receiving the funds
  • Department giving the funds
  • Email of the person within the department who should receive the invoice
  • Amount you are receiving
  • Reason for receiving the funds
• How do I get access my student organization's fund account?
  At the end of the Student Leadership and Involvement Center (SLIC) recognition process, the student organization鈥檚 President, Treasurer, and Advisor sign the Funds Administration Agreement (FAA). The officers who sign the FAA are the only ones who can sign off on Expenditure Request Forms (ERF). If you are having issues completing the form, please visit SLL in USU 3600 or email studentorg@csusm.edu.
• How do I formally make an officer change for my student organization?
  Please complete the Officer Change Form on the Student Organization Recognition Page of the Student Leadership & Involvement Center (SLIC) website. Once the officer change is approved, SLL will send the Funds Administration Agreement (FAA) to the new officers. If you are having issues completing either form, please visit SLL in USU 3600 or email studentorg@csusm.edu.
• How do I transfer funds from my student org account to another student org account?
  To transfer funds between student org accounts, the student org that is sending the funds needs to complete an Expenditure Request Form (ERF) made out to the receiving student org. Under the check recipient information section of the ERF, list the receiving student org鈥檚 name, contact information, and the school鈥檚 address. Please list the fund number of receiving student organization as well if you know it. For the required attachment, please include backup of why you are sending funds. This can be a flyer for a co-sponsored event, scoring rubric for a competition, or meeting minutes/email correspondence between officers showing the decision making process.