1. Student Organization Fund Accounts CSUSM 18-19 Academic Year

2. Contents
Your Account
Deposits
Reimbursements
Paying Vendors

3. 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.

5. 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 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.

7. 3. Reimbursements Expenditure Request Form (ERF)
Go to bit.ly/erfcsusm
Fill out the signer information
REQUESTER: Required. This is whoever is filling out the ERF.
PRESIDENT: Required.
ADVISOR: Required.
TREASURER: Required.
CAMPUS RECREATION (Sports Clubs): Sports clubs will need to fill out the Campus Recreation role (Ryan Groth,
CHECK RECIPIENT(CC optional): Not a signing role. This is anyone who would like to receive a copy of the ERF.

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

9. 3. Reimbursement Receipts
Itemized
NOT Itemized
BANK STATEMENTS ARE NOT ITEMIZED

10. 3. Reimbursements Picking up Checks
Reimbursements are issued 1-2 weeks after completed ERFs are approved.
Check recipients will get an 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)

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

12. OVERVIEW Natalie Marshall Cashier’s Office (Craven 3800)
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
under the Student Organization Account Services tab
Account balance
Deposit slip
Payee Data Form
ERF link (bit.ly/erfcsusm)

13. Questions? Natalie Marshall Student Organization & Project Specialist
Associated Students, Inc.
University Student Union 3700
Questions?