Spending your A.S. Dollars

SPENDING YOUR MONEY

There are four methods of spending your money:

  1. Check Request Method
  2. Paying for speakers
  3. Purchase Orders
  4. Travel Funding Policy

The Check Request Method

Submit to the A.S. Business Office a Check Request form (PDF) with the original receipts summarized on the front. If there is not enough room please attach a Reimbursement Summary Sheet (PDF). An adding machine tape of the receipts must be attached. The check request must contain:

  1. The name of the person or club to whom the check is to be made payable to.
  2. An address for mailing the check. (If the check will be picked up at the Ticket Office please indicate this on the Check Request.)
  3. A phone number for the payee where they can be reached.
  4. An e-mail address for the requestor.
  5. The dollar amount that is to be reimbursed.
  6. The A.S. Account number (10-digit ex: 1-00-551-5000) where the money is to be allocated to.
  7. An explanation of the expenditure.
  8. The signature of your Advisor; organizations under a College Council must have their College Council Advisor sign the Check Request form. The requestor's signature.

Checks are processed once a week. Check requests that are received in the A.S. Business Office by Monday at 4pm should be mailed to the payee by the following Monday, provided there are no problems with the paperwork. Please note if a holiday falls during a work week a check run will not take place that week. IMPORTANT: Keep copies of your requests and receipts. You may need them when tracking down your request.

Paying for Speakers

There is a special form we use when paying for a person to speak on campus, sometimes called an honorarium or a guarantee. The form provides us with the information that we need to process a contract when necessary, and to ensure the engagement meets all the A.S. policies.

You will need to fill out a Entertainer Check Request Form (PDF). It must be turned in at the A.S. Business Office at least two (months) prior to the event. The contract check request must contain:

  1. Name and address of the speaker
  2. Social Security number or Tax I.D. of the speaker
  3. Amount of the payment
  4. The location of the event
  5. Complete information regarding the speaker's qualifications to include publications, affiliations, etc.
  6. Date and time of event
  7. Advisor's signature

IMPORTANT!

No payment shall be made to SDSU faculty for speaking on the subject for whom they are employed.

Students may be paid for presentations only if they have a curriculum vita that shows they have background knowledge, skills, or experience on the topic of the lecture.

A.S. Purchase Orders

You may use this method to charge goods and/or services. Not all vendors accept Purchase Orders. Be sure and check with the vendor before going through this process. The purchase order lets the vendor know that if the goods and/or services are provided there is money available to pay. Until the Accounting office has issued a purchase order you may not charge the purchase. You must obtain a purchase order before scheduling any University, Associated Students or Aztec Shop event and/or services.

To obtain a purchase order, complete a Purchase Order Request Form (PDF). If the total amount of the purchase order is $2,500 or greater, three competitive bids (in writing) must be obtained.

The purchase order request must contain:

  1. Vendor's name
  2. Prices quoted for the items or service
  3. The signature of your advisor
  4. Description of the items or service to be provided
  5. A.S. account number (10-digits, for example: 1-00-551-5000)
  6. Competitive bids if the total amount of the purchase order will be greater than $2,500
  7. Contract information

Turn your request in at the A.S. Business Office. Purchase Orders submitted by Monday at 4pm will be by Friday of the same week. The signed purchase order (PO), will be mailed unless you specifically indicate otherwise (if you would like the PO to be faxed please indicate that on the form.) A copy will be mailed to your advisor.

IMPORTANT:

This does not mean the merchandise has been paid for!!!! You must follow the steps below to ensure the merchandise has been paid for!!!!! If you're unclear please call accounting in the Associated Students business office at 594-6487.

Paying the purchase order

When you request a purchase order, the money is "encumbered" or set aside from your available funds. To clear this money and the Purchase Order you must do the following:

  1. Obtain an Invoice from the vendor.
  2. When merchandise is received indicate on the Packing Slip what merchandise was received and sign to confirm receipt.
  3. Attach the Packing Slip to the Invoice.
  4. Ensure the PO# is written on the Invoice.
  5. Indicate the account # to be used.
  6. A brief description of what the merchandise is or how it is to be used.
  7. Obtain an Authorized Budget Managers signature and submit to the A.S. accounting department for payment.

PAYMENT WILL NOT BE MADE TO A VENDOR UNTIL WE RECEIVE AN INVOICE FROM YOU.

Checks are processed once a week. Invoices that are received in the A.S. Business Office by Monday at 4pm should be mailed to the payee by the following Monday. IMPORTANT: Keep copies of your Invoice and Packing Slip. You may need them when tracking down your request.

If you decide not to use the purchase order you must inform the business office that the purchase order should be canceled. Otherwise, the funds remain encumbered and unavailable to you.

Incomplete Forms

A copy of any form (checks, purchase orders, guarantees, etc.) submitted without the necessary information will be returned to your College Council advisor or if you do not fall under a College Council, contact the Student Organization Advisor listed under Funded Student Organizations. The original document and backup will be retained in the A.S. Business Office indicating the reason your form was returned. Please follow up on your submissions promptly. If you have not received anything within 2 weeks, please contact your Advisor.

Forms:

All forms referenced in this document will be in Appendix C.

Travel:

This section will provide travel policy and guidelines - what to do before and after you travel.

Return to How to Request Money from Associated Students

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