Student Organization Funding

College Council & Cultural Student Organizations Reimbursements & Purchasing

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Check Requests

How to fill out an A.S. Check Request form

In response to the current circumstances surrounding COVID-19 we have made the following changes to the process for submitting Check Requests.

• In order to process AS check requests in a timely manner we are not requiring signatures.   

STEP-BY-STEP PROCEDURES

Instructions for the Requestor:

• Since signatures are not required, the online form can be used and completed electronically. A.S. Check Request
• The Requestor should complete the entire form, including the Advisor/Budget Managers name and contact information.
• If you are submitting a check request for another person please double check the spelling of the name and mailing address of the payee. 
• For assistance with account information or coding, please email the Student Organization Account Specialist at: as.RSObanking@sdsu.edu.
• Once the form is completed, email the check request form and receipt or Invoice to your Advisor/Budget manager for review and approval. Please copy these instructions in the email to the advisor/budget manager.

    Instructions for the Advisor/Budget Manger:

• After reviewing the check request and receipt/invoice, the Advisor/Budget Manager should forward the Requestor’s email and attached documents to as.RSObanking@sdsu.edu with a statement of approval. The statement of approval must include the name of the payee and the amount being approved.

IMPORTANT: Check requests that are emailed to: as.RSObanking@sdsu.edu or received at the A.S. Office by Monday at 4pm will be mailed out on following Friday. Please note: if a holiday falls during a work week checks will not be issued that week. 

Keep copies of your check requests and receipts for your own records.

P-Card Purchases

If a College Council or Student Organization under a College Council would like to make a purchase using the AS P-Card, email the Student Organization Accounts Specialist at as.RSObanking@sdsu.edu to request a meeting. Once funds have been verified an appointment will be scheduled to complete the purchase.

Be prepared with the following information when meeting with the Student Organization Accounts Specialist:

• A completed A.S. Check Request form
• An email sent to RSObanking@sdsu.edu from the Advisor/Budget manager approving the purchase.
• The proposed purchase should be saved in a cart on the website where the purchase will be made, or contact information provided for the vendor of choice if the purchase is to be made by phone.

Purchase Order Requests

A purchase order is a promise to pay. It lets the vendor know that if the goods are provided there is money available to pay.

How to fill out a Purchase Order Request form

If the total amount of the purchase order is $2,500 or greater, three competitive bids (in writing) must be obtained.

STEP ONE: SUBMITTING A PURCHASE ORDER REQUEST

Fill in the following information:

• Suggested Vendor’s information (2 alternate vendors for purchases over $2500)
• Name & Contact Information for the requestor
• A.S. account number and object code
• Description of the items or service to be provided
• Prices quoted for the items or service

The Advisor/Budget Manger must email the Purchase Order Request form with a statement of approval to the A.S accounting department at: asap@sdsu.edu (include any additional documentation provided by the vendor).

A.S. will create a purchase order and email it to the vendor (the requestor will be copied on this email).

IMPORTANT: This does not mean the merchandise has been paid for. It just means that funds have been set aside to pay the vendor once an invoice is received. If you’re unclear on this process, please contact Accounting at: asap@sdsu.edu

STEP TWO: PAYING A PURCHASE ORDER

When the vendor responds to the purchase order they will either send an invoice to A.S. or to the Requester with the merchandise. 

Instructions when the Requester receives the Invoice with the merchandise

• Verify that all of the product was received, then sign the packing slip to confirm accuracy.
• Complete a Check Request form (follow check request procedures).
• The Advisor/budget Manager must email the Check Request form, Packing Slip and the Invoice to: asap@sdsu.edu with a statement of approval.

Payment will be made to a vendor once A.S. receives the above documentation.

Instructions when the A.S. receives the Invoice directly from the vendor:

• A.S will email the invoice to the Requester and ask that they submit an AS Check Request form (follow check request procedures) for the purchase.
• The Advisor/Budget Manager must email the completed AS Check Request form and Invoice to: asap@sdsu.edu with a statement of approval.

Payment will be made to a vendor once A.S. receives the above documentation.

IMPORTANT: If you decide not to use the purchase order, you must inform the A.S. accounting department at: asap@sdsu.edu letting them know that the purchase order should be canceled. Otherwise, the funds that were set aside will remain unavailable to use.

Keep copies for your own records.

Incomplete Forms

A copy of any forms submitted without the necessary information will be emailed to the Requester with an explanation of the error made. The original document and backup will be retained in the A.S. Office indicating the reason the form was returned. Please follow up on these submissions promptly.