Accessing Club Funds

There are a few different forms that will help your club purchase equipment, pay a food vendor, become reimbursed for items for an event, get cash before your event, pay a DJ for a club activity, etc. If you want to purchase items that will cost over $200.00, you will need to make an appointment with the Management Assistant in SU 207B to discuss your options. You cannot be reimbursed in petty cash for anything (a single item or several different items) that will add up to more than $200.00. If you try to get a reimbursement, you may be denied because you did not follow the guidelines listed here. Please pay close attention to everything that is needed to have completed paperwork so that you can get the money you need when you need it.

 

Payment Vouchers

Payment vouchers are available in SU 207. You can use this form to reimburse purchases after an event, to get a check before your event, and to pay a vendor directly for services. Payment vouchers are submitted to the Student Activities Office in SU 205 or to the Management Assistant in SU 207B. Processing time may take up to three weeks because three different offices handle the paperwork; please be patient with us. Turn them in early and often – don’t hang onto paperwork until the end of the semester. If there is a problem with your paperwork, the Management Assistant will try to contact your club but it is ultimately your responsibility to fill out everything correctly. If you leave a contact phone number of a club member that will answer our phone calls, it may help us get the answers we need to process your paperwork. Below you will find all the steps you need to take in order to use your club funds correctly.

 

Reimbursements

This is a request to receive your money back on items that you purchased for the club with your own money but want to use club money for the club expenses after your event.

General rules to follow when seeking a reimbursement from your club funds:

  1. Only advisors and CCSF students can be reimbursed for club expenditures
  2. Your receipts and reimbursement paperwork must be submitted within 30 days of purchase or you will not be reimbursed
  3. If you purchase items/services from the list of prohibited expenditures, you will not be reimbursed
  4. Each recognized club is given a Fund Number (essentially a bank account). Please know your six-digit fund number and make sure it is included on all paperwork submitted.

For any reimbursements after your club event, you will need to use a payment voucher. A completed reimbursement payment voucher should look like this. It helps to number the receipts and then list them out on the form in the same order. Do not itemize receipts on the payment voucher; simply write in the total amount from the receipt in the Amount section. Always remember to have your advisor and treasurer sign the form, write out the name of your club at the bottom and your club account fund number (if you do not know it, ask the VP of ICC). Lastly, make sure your advisor initials all of the receipts.

 

Club expenses may be reimbursed if you turn in the following:

  1. Completed payment voucher
  2. Original receipts taped (not stapled) to a blank piece of paper (on one side only) with your advisors initials on each receipt*
  3. Club minutes that show the club approved spending the amount of money being asked for
  4. Flyer of event (if applicable)
  5. List of students that attended the club meeting that approved the expenses
  6.  List of students that attended the event for which the money was used**

*All receipts must have the name, address, and phone number of the business clearly shown.

**This will only apply if the receipt is for a restaurant, club meeting, field trip location, any off-campus destination where the club spent the money. If your club bought food for an on-campus fundraiser or decorations for a club event, you will not need to provide this list.

Remember, you cannot ask for more than $200.00 on one payment voucher in the form of a petty cash reimbursement. If you are taking out a cash advance or using a requisition to pay for equipment or bigger items, you will not need to heed this rule.

 

Cash Advances

This is a request to “withdraw” funds from your club account to purchase items before your event. The idea is that the club will use their own club funds for an event instead of paying for everything out-of-pocket.

General rules to follow when taking out a cash advance from your club account:

  1. The cash advance can only be taken out in your club advisor’s name, and the advisor is the only person that can pick up the cash advance check from Conlan Hall E104
  2. The advisor is also responsible for reconciling the cash advance after the event with original receipts (See Cash Advance Settlement Process below)
  3. All cash advances must be turned in two full weeks before your event
  4. You cannot take out two cash advances at one time

For any cash advance before your club event, you will need to use a payment voucher. You will not need to fill out another cash advance form. A completed payment voucher for a cash advance should look like this.

 

You must have the following in order to receive a cash advance:

  1. Completed payment voucher (with your advisor’s information in the Payee section)
  2. Line item budget detailing an estimate of the purchases you want to make
  3. Club minutes that show the club approved spending the amount of money being asked for
  4. Flyer of event (if applicable)
  5. List of students that attended the club meeting that approved the expenses
  6. List of students (and student ID numbers) that are interested in attending the event for which the money was used*

*If the club activity is off-campus or on-campus at Pierre Coste, this list MUST be turned in. If the event is on-campus, for example, a film screening, fundraiser, art show, etc. this list is not necessary.

 

Cash Advance Settlement Process

You must settle each cash advance after your club event. If you do not settle your cash advance, your club will NOT be able to receive reimbursements for any expenditures, receive another cash advance, receive additional allocations, or be able to purchase anything through a requisition. Your club account may be frozen or may forfeit the right to become recognized the following semester if you do not comply with the AS Financial Guidelines.You must settle each cash advance after your club event. If you do not settle your cash advance, your club will NOT be able to receive reimbursements for any expenditures, receive another cash advance, receive additional allocations, or be able to purchase anything through a requisition. Your club account may be frozen or may forfeit the right to become recognized the following semester if you do not comply with the AS Financial Guidelines.

 

You must have the following in order to settle your cash advance:

  1. Expense Statement Form must be completed, signed by advisor and club treasurer (available in SU 207)
  2. Original receipts of all purchases initialed by the advisor (taped not stapled to a blank piece of paper on one side only)
  3. If you spent less money than the cash advance, deposit the difference back into the club account (using a Fundraising Deposit Statement Form) at Conlan Hall E104
  4. Settlement of all cash advances must be made within two full weeks of the event and any payment vouchers for reimbursement should be submitted within 30 days of the event.

 

Requisitions

In order to make a direct payment to CCSF-approved vendors, you’ll need to fill out a Requisition form which creates a Purchase Order with the CCSF Purchasing Department. The requisition form is not available in SU 207, and you must make an appointment with the Management Assistant in SU 207B before you are allowed to purchase anything directly from a vendor. Anything costing more than $2,000.00 will go out to bid through the Purchasing Department, and will take more time to process.

 

Examples of items that must be purchased using a Requisition:

  1. Anything printed or created specifically for a club (T-shirts, banners, lanyards, etc.)
  2. Equipment (sporting goods, balls, ping pong paddles, etc., uniforms)
  3. Films with educational copyrights
  4. Textbooks, books for a club library

NOTE: Any item purchased that becomes property of the club and essentially the Associated Students must be kept on campus in a secured location. The club minutes must state where the items will be kept before the Student Activities Office will approve your purchases.

 

Speakers, Performers, Services, and Bigger Purchases

Some purchases and services require the club to pay a vendor directly. NEVER pay cash for a speaker, performer and /or service and expect to be reimbursed as a third party.

 

To pay a vendor directly, for:

  1. Speaking/Performing or for services (catering, DJ, etc.) rendered during an event
    • You need:
      • Completed Payment Voucher
      • Contract for speakers/performers or services (signed by vendor)
      • W-9* Form from vendor (if not already on the approved vendor list)
      • Original invoice or quote initialed by advisor
      • Club minutes specifying the amount to be paid to whom
  2. Items that cost over $200.00
    • You need:
      • Completed Requisition Form
      • W-9* Form from vendor (if not already on the approved vendor list)
      • Original invoice or quote initialed by advisor
      • Club minutes specifying the amount to be paid to whom
  3. Items that cost over $2,000.00
    • You need:
      • Completed Requisition Form
      • W-9* Form from vendor (if not already on the approved vendor list)
      • Original invoice or quote initialed by advisor
      • Two other invoices or quotes from other companies because it will have to go out to bid
      • Club minutes specifying the amount to be paid to whom

*Businesses are familiar with W-9 Forms; they are tax forms that have their business address and tax ID number on them and MUST be signed by a representative of the business.

 

Conflict of Interest

It is a big conflict of interest if you use a non-CCSF approved vendor that is related to you in any way. You CANNOT purchase anything from your father’s company, for example. Please check the CCSF approved vendor list online through the Purchasing Department, or work with the Management Assistant to find appropriate vendors.

 

Travel/Conferences

Your club may want to go to field trips that help enrich your club mission statement and the work you do for CCSF. If you want to do any traveling as a club, you must first seek the approval of the Associate Dean of Student Activities. There could be a number of forms that you would need to fill out in order to pay for conference or field trip expenses, so it is best to make an appointment with the Management Assistant in SU 207B to discuss everything before your travel is approved.

 

If your travel is approved, plan to:

  1. Submit a budget of foreseeable expenses (hotel, transportation, meals, registration fees, mileage) and the estimated cost of the entire trip
  2. Complete a Travel Expense Statement form (blue) listing all of your estimated costs per individual
  3. Upon your return, submit the Travel Expense Statement form with all original receipts initialed by the advisor and a completed payment voucher for reimbursement

NOTE: Travel and Conference guidelines are being created as we speak that will help you figure out what needs to be done in order to pay for some of the expenses.

 

Transfer of Funds Form

Associated Students and the District have two different Transfer of Funds forms; the AS form is used to transfer money from the ICC fund account to the club accounts for their club recognition base allocations and additional allocations, and/or from club accounts to club scholarships and to co-sponsor club activities. The District Transfer of Funds form is used to move money from one department to another; for example, clubs who use Digital Print Productions at the Mission Campus for their posters and flyers or the Culinary Department to cater club events must use this type of form to pay off the other departments at CCSF.

 

On the Transfer of Funds form it is important to include the date and name of the event for which you are given an allocation to help keep track of all your events and why the money is being transferred.

 

To transfer money from your club account to another account, you need:

  1. Completed Transfer of Funds form with your club account on it
  2. Original invoice from the department (if applicable) signed by the advisor and treasurer
  3. Club minutes specifying the amount to be paid to whom/what department

 

Submitting Financial Forms

All financial forms must be reviewed and signed by the club advisor and the club treasurer. The forms must be completed and turned in to SU 205. The club paperwork is reviewed by the Management Assistant of Student Activities and will contact the club officers and advisors if there are problems with it.

 

Before submitting your paperwork, make sure that:

  1. The payment voucher is signed by both the advisor and treasurer
  2. The original receipts and/or invoices are initialed by the advisor
  3. The club minutes are attached
  4. The list of students that attended the meeting and/or the event
  5. The W-9 form is attached if necessary
  6. The budget is attached if necessary

 

Remember…

Expect to wait up to 3 WEEKS to receive checks once your paperwork is turned in to SU 205; paperwork travels between three different offices (Student Activities, Administrative Services, and the District Business Office at 33 Gough St.) so please be patient with our process. Also, checks are only cut on Tuesdays and Thursdays at 33 Gough St. so once they are cut, the checks are shipped back to Ocean Campus.

Do not hold onto receipts! Receipts from one semester cannot be reimbursed the following semester. You must submit paperwork for a reimbursement within 30 days after your club event.

Incomplete paperwork CANNOT and WILL NOT be processed. Club advisors and officers will be contacted to make any corrections before your reimbursement or cash advance paperwork can be processed, which will also lengthen the time it takes to get your club repaid. It is important to decide on the main contact person for club paperwork before club recognitions are complete so that person can be notified if anything is wrong with the paperwork.