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 of how to access your account. For more information, please refer to ICSUAM 03141.01 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: make a deposit to on-campus student organization account

• Blank Deposit Form
  • Only use for in-person signatures.
  • After completed, take to Cashier's Office in Cougar Central with funds/checks you are depositing.
  • Only use for electronic signatures.
  • After completed, take to Cashier's Office in Cougar Central with funds/checks you are depositing.
  • For use after business hours.

  How to: get reimbursed from organization account

  • Member or organization representative make a purchase on behalf of the organization. Purchases should be approved by organization prior to purchase.
  • Gather itemized, original receipts for the purchase. Must show what the purchase was and method of payment.
  • Complete Expenditure Request Form with purchaser's information (who made the purchase is who needs to be reimbursed) and attach itemized receipts.
  • Complete Payee Data Form
    • Only needed if reimbursing non- CSUSM student.
    • Only needed if purchase was a gift card. This form must be filled out completely with recipient signature.
    • Only needed if purchase of technology materials such as an iPad, online subscription service, website domain, etc.

    How to: make a payment from organization account

    • Expenditure Request Form
      • If wanting to use ASI Credit Card for purchase over $100, see next steps below.
      • Only needed if purchase was a gift card. This form must be filled out completely with recipient signature.
      • Only needed if purchase of technology materials such as an iPad.

      How to: use ASI credit card to make a purchase

      • 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 prior to purchase

        How to learn more: Student Org Training

        • Student Organizations Account Services Guidebook
        • Student Org Account Policy
        • Account Services Presentation
        • Student Organization Account Services Informational Video

        How to: Donate to a Student Organization

        Frequently Asked Questions

        Your fund number is listed in your recognition letter sent by Student Leadership & Involvement Center ( SLIC). You can also get your student organization's fund number by emailing ASI at asi@csusm.edu or visiting the ASI Front Desk in USU 3700.

        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’s 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.

        Reimbursements are issued about 1-2 weeks 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.

        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.

        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’s activity, please contact ASI.

        • 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

        At the end of the Student Leadership and Involvement Center (SLIC) recognition process, the student organization’s 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 .

        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.

        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’s name, contact information, and the school’s 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.

        Contact

        If you have any questions about student organization accounts, please contact ASI via email at asi@csusm.edu or by phone at 760-750-4990.

        Quick Links

        • Student Org Account Balances
        • Student Org Item Code and Fund Number