FundamentalsofClubAccounts

ASIisarecognizedauxiliaryorganiza:onofCalPolyPomona.

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Consistsofelected,appointedstudentleaders,studentstaffandprofessionalstaff.

GeAngStarted

Thetwokeystoge,ngstartedforthenewfiscalyear.

•  REGISTERINGwiththeOfficeofStudentLifeANDCULTURALCENTERS(OSLCC)-  Allclubs/organiza:ons/councilsneedtobearecognizeden:tyoncampusby

registeringwiththeOSLCC.-  ContactOSLCCat(909)869-2841orathQp://www.cpp.edu/~oslcc/clubs-and-organiza:ons/registra:on.shtml

•  ASISignatureForm- Tomaintainanexis:ngaccountwithinASI,allclubs,organiza:ons,andcouncilsare

requiredtosubmitnewsignatureformsannuallytoensureyouraccountsignersarecurrent.

WorkshopOverview

•  ASISignatureForm•  Agencyagreement•  PurchaseOrderRequest•  DisbursementRequest•  TravelForms•  PerformanceContracts/Invoice• W-9Form

SignatureForm

▪  Makesureallsec:onsoftheASISignatureCardFormarefilledout,includingthesec:onlabeled-Authoriza:on/Executedby(completedbytheindividualresponsibleformaintainingtheaccount).

▪  MAKESUREATLEASTONEADVISORANDTWOOFFICERSAREAUTHORIZEDSIGNERS.

▪  Electronicallysignedformsarenotaccepted.HandwriQensignaturesonly.

Agency

Agreement

•  ThisagreementmustbereadandsignedbyallsignersontheSignatureForm

Wedonotacceptelectronicsignatures.HandwriQensignature

only.

PURCHASEORDER(PO)

Apurchaseorderisusedtosetmoneyasideinyouraccountforapurchase.SomevendorsrequirePOs,suchasKelloggWest,Subway,RoundTable…Weareunabletoacceptincompleteforms.NEW:Purchaseorderwillberequiredforroomrental,printsandservicesfromASI(C&E,MDPRandBRIC).Star:ngJune1,2017wewillimplementautoma:cpaymentproceduresforpaymentsduetoASI.Pleaseseehandouts.

ItisYOURresponsibilitytocompleteaPO!PurchaseorderdoesnotequalpaymentforvendorsoutsideofASI.

ApprovedSignaturestobeobtainedbyyou:AdvisorandClubOfficer

OnlyNewFormwillbeaccepted.

DisbursementsRequests(DR)

DRsarecompletedtopayvendors,reimburseindividuals,andtopayforservices.

•  DRsareprocessedeveryweek.•  NewSme–EffecSveonAugust3,turninbyThursdayat5pm.

•  CheckavailableonthefollowingThursdayaier2pm.

•  Allitemsmustbefilledout.Wedonotacceptincompleteforms.

OnlyNewFormwillbeaccepted. OriginalSignatureOriginalSignature

ProperDocumentationforDR’s

OriginalItemizedReceiptstapedontoablanksheetofpaper.Ifpurchasewasmadeonline,printandattachtheconfirmationemail.ProofofPaymentDocumentation:

BankStatements:Allcreditcardpurchasesmustincludeaproofofpayment.Proofofpaymentinvolvesatransactionorbankstatementshowingthepurchaseorthelastfourdigitsoftheaccountnumber/cardthatisstatedonthereceipt.Payeesnamemustbeprintedonthebankstatement.PhotocopyofyourcreditcardisnowacceptedonlywhenthecreditcardshowsthePayeesnameandthelastfourdigitsofthecard.DONOTemailCreditCardStatements.Ifpaidwithcheck,attachacopyoftheCancelledcheck.

Invoices:Paidinvoicesmustindicatewhattypeofpaymentbyseller/vendorandnotwrittenbythepayee.

Hospitality:Anyfoodprovidedrequiresasigninsheet/flyer.ASIdoesnotcoverfoodforgeneralmeetings,butdoescoverinrelationtorecruitment,training,speakerpresentations(notstudentsorprofessors)andrecognitionpurposes.

CashandTravelAdvances

CashAdvances

▪  Limit$200perperson.Receiptscannotbecombined.

▪  Reconciledreceiptsmustbereturnedwithin10businessdaysaierevent.

▪  AQachflyer,quotesorsometypeofproofofeventcovering.

TravelAdvance

▪  CompletedTraveldocumentsmustfirstbesubmiQed2weekspriortothetrip.IncludeTA#onDR.

▪  IfavailableaQachconferenceflyer,quotesorotherformoftripdocumenta:on.

▪  ReconciledreceiptsandTravelExpenseClaimFormmustbereturnedwithin10daysofreturnfromtravel.

Allrequestsforanadvancearedonewithadisbursementsrequest.Advancewillnotbereleasedmorethan10daysbeforetravelorevent.Ifreconciledreceiptsarenotreturnedwithintherequired:me,aholdwillbeputontheaccountforfutureadvances.Anyunusedfundsmustbereturned.Pleaseseethefollowingforthedifferences.

CheckProcess

DR’swithallsupporSngdocumentaSondueThursdayby5pm

DRandsupporSngdocumentaSonarereviewedandprocessed

CheckisavailablethefollowingThursdayaZer2pm

Havinganevent,lectureorother?

ASI&Agencyfunds:YouneedaninvoiceandW-9.W-9isrequiredforbothfundswhenaserviceisinvolved.W-9’smustbesubmi`eddirectlytoFinancialServices,inpersonorFaxedto909-869-6858.

TIPSforge,nganEventcompleted

ContactStudentAc:vi:esandProgramsOfficeforthefollowing:1.  Contracts2.  InsuranceDocumenta:on3.CompletedW-9submiQeddirectlytoFinancialServices.

W-9FORM

•  W-9Formsarerequiredforallservicesperformedandrentpaid.

•  DonotemailW-9’s.Protectindividualssocialsecuritynumbers.

•  DropthemoffattheFinancialServicesoffice.

•  Ifunabletodropitoff,pleasefaxtoourofficeat909-869-6858

Prize&AwardForm

• Watchfornewform.•  Prizesandawardsaretaxabletothereceiver.•  YoumustsubmitalistofwinnersfortheitemsalongwithaPrize&Awardformforallprizes,awardsandgiisover$25value.Theformsmustbecomplete.Donotemailtheform,ithassensi:vedata.

WanttoTravelasaClub/

OrganizaSon?

MustHavesforTravelq  AuthorizaSontoTravelforeachstudenttraveler

q  ReleaseofLiabilityforeachstudenttravelerq  CopyofAdvisor’sAuthorizaSontoTravelonStateBusinessiftheAdvisor

istravelingwithyouq  FormsmustbeturnedintoFinancialServicesnolaterthan2weeksprior

todepartureq  Advisorsignaturerequired(aUniversalSignaturewillnotbeaccepted)

soplanahead

q  Agendaoraflyerfortheconference

AuthorizaSontoTravel

•  TravelauthorizaSonisnotrequiredifallexpensesarecoveredpersonallywithnoreimbursement.

Accountcode&groupname

Required–incompleteformswillnotbeaccepted.

Releaseof

Liability

•  Ifnoreimbursementisrequired,turntheLiabilityformsintoyouradvisor.

•  FinancialServicesonlyrequirestraveldocumentaSonwhenmoneyfortravelisneeded.

EsSmatedTravelExpense

FormFiledwithTravelAuthoriza:on.

TravelExpenseClaim

FiledwithDRaierTravel

•  AmountsmustmatchtheDR.•  Ifclaiminglessthanthetotal

amount,indicateunder“ClaimTotal”.

GasisExpensive!GetReimbursed!

ClubAccount

ClubOfficer

Advisor

Traveler

GetYourMoneyBackforMileageJ

•  OriginalAuthoriza:ontoTravelpaperworkmustbeturnedinpriortotraveling.

•  CopyoftheGoogleMapandproofofinsurancemustbeaQached.Ifunderparentsname,pleaseindicate.

•  Distancetraveledwillbereimbursedatthe2017IRSrateof$.535permile.

•  Advisorsignaturerequired(aUniversalSignaturewillnotbeaccepted),soplanahead!

•  Cansubs:tuteforTravelExpenseClaimFormonlyifmileageisgoingtobetheonlyitemreimbursed.

•  Forrentalcars,gasreceiptswillbereimbursed,notmileage.

InternaSonalTravel

GoingAbroad?

InternaSonalTravelForm

InternaSonalTravelMustHaves!

*PrepareaPackageincluding:q Authoriza:ontoTravelq ReleaseofLiabilityq Authoriza:onforInterna:onalTravel(onepergroup)q EmergencyContactListq Flight&HotelInforma:onq RiskManagementInsurance–aierpackethasbeenapprovedq DocumentConfirmingPurposeofYourTripq ListofAQendeesq CopyofAdvisor’sAuthoriza:ontoTravelonStateBusinessiftheAdvisoristravelingwithyou

*PackagemustbeturnedintoFinancialServices3monthspriortodeparture!

Advisorsignaturerequired(aUniversalSignaturewillnotbeaccepted)soplanahead!

InternaSonalTravelPackageProcess

ApprovalProcess:

§ ReviewbyASIExecu:veDirector–AccountStatusinASIFinancialServices

§ ReviewbyAssociateVicePresident/DeanofStudents–Registra:on/GoodStanding

§ ReviewbyVicePresident/StudentAffairs–Registra:on/GoodStanding

§ RequiredApprovalandPurchaseofInsurancebyRiskManagement

$mart$pending

Forfurtherinformation,pleaseseeourSmartSpendingManualonourwebsite:http://asi.cpp.edu/services/financial-

services

Name Title Phone Email

JessicaMartinez

APFundSpecialist (909)869-2842

jjmaratinez@cpp.edu

JaneQeSantana APFundSpecialist (909)869-2843 jksantana@cpp.edu

MarionHaberkorn

AssociateDirectorof

DisbursementsManagement

(909)869-2844

mmhaberkorn@cpp.edu

FinancialServicesMainLine

FAX(909)869-6858

(909)869-2800 asifs@cpp.edu

FinancialServicesWebsite

http://asi.cpp.edu/services/financial-services