Deposit Slip

Deposit Slip image

• Checks to be deposited should be made out to your organization or ASSU account number.
• All checks must be endorsed exactly as they are made payable. If made out to an ASSU account number, it is not necessary to endorse.
• Checks should be sorted in ascending value order.
• Give the completed Deposit Slip to the ASSU receptionist for verification. Be sure to include a detailed description of the origin of all deposited monies.
• After the deposit is verified, you will receive the pink copy for your records.

Honorarium Form (also online)

Honorarium Form image

• Attach to a completed Check Request.
• Complete both sections of the form for each payee. Be sure to include signatures.
• Use a contract for fees over $500. This should include the payee’s name, complete address and Social Security or tax ID number.
• A $50 penalty may be assessed to your account if the payee information is incorrect.

Check Request (also online)

Check Request image

• Use a Check Request to pay bills, give payroll advances, reimburse people for documented expenditures over $50, donate money or any other time you need a check.
• One Check Request form may be used to request up to three checks. Cross out any unused portions of the form for security.
• If you are requesting a check from an ASSU-funded account, you must include the appropriate type, cycle and GL number.
• Include an address only if you want the check mailed to that person.
• Give detailed descriptions of items purchased or services rendered.
• Attach valid documentation and place in Banking Inbox.
• Keep the yellow copy for your organizational records.

Purchase Order (also online)

Purchase Order image

Many merchants will accept ASSU Purchase Orders as a guarantee to pay upon billing of a service or item. The Purchase Order is not payment; it is an order requesting a service or product. Invoice or billing may be sent directly to the student group or be sent to the ASSU where it will appear in the student group’s file.

Before filling out a Purchase Order, do the following (at least three days in advance):

• Obtain a cost estimate.
• Figure in a 10% safety cushion in addition to the amount estimated.
• Make sure you have sufficient funds in your account to cover any new Purchase Orders.
• If you receive ASSU funding, you must include the proper GL code in your description.
• When the form has been approved, the white copy will be placed in your folder in the ASSU Business Office or sent directly to the vendor if that is your request.
• The pink copy is for your records.
• The green and yellow copies will be held in the ASSU Business Office.

When you receive an invoice, obtain the green and yellow copies from the ASSU Business Office and use them as the check request to make the payment.

• Make two copies of the invoice. Staple one copy of the invoice to the green copy of the Purchase Order and paper clip the other copy to the same green copy of the Purchase order.
• Place the two copies of the invoice (one stapled, one paper-clipped) and the Green copy of the Purchase Order in the Banking Inbox (behind the copy machine).
• Keep the yellow copy for your records.

Financial Advance Request

Financial Advance Request image

Financial Advances are used to obtain checks prior to actual purchase. However, do not use Financial Advances to make payments to vendors. The ASSU may not approve Financial Advances that deplete most of the organization's funds.

• Complete, sign and attach the Financial Advance Request to a Check Request. Place in Banking Inbox.
• To clear your advance, you must present to the receptionist all receipts in order to verify your expenditures. Deposit any unused funds from the advance to your ASSU account.
• If receipts are not received by the ASSU within 14 calendar days after the advance has been approved, your account will be frozen until receipts are received.

Journal Transfer (also online)

Journal Transfer image

Use Journal Transfers to transfer your funds from one ASSU account to another ASSU account or University department.

• If money from another group is to be transferred to your group, the financial officer of the other group must submit the Journal Transfer.
• To transfer funds to another ASSU account, provide its name and account number.
• To transfer funds to a University account, provide the names of the department and contact person, as well as the 12-digit University account number of that department.
• Keep the back copy of the form for your records.
• Attach documentation to the form and put it in the Banking Inbox.

Cash Reimbursement Statement

Cash Reimbursement Statement image

Only use this form when you cannot obtain documentation of your expenditures (e.g., self-service copies or stamps from a postage machine).

• Cash Reimbursement Statements must be for under $50.
• Submit this form with a Check Request.
• Frequent use of Cash Reimbursement Statements in lieu of obtaining receipts is unacceptable.

Facility Usage Form (PE-100)

Facility Usage image

Use the Facility Usage form (PE-100) to reserve University facilities for your events.

• Obtain a Facility Usage form from the Registrar’s Scheduling Office.
• Write in the 12-digit ASSU University account number: 9VAV150-94610.
• Have the application approved by the OSA.
• A Work Order for clean up and a Purchase Order may be required in addition to the Facility Usage Form.
• Turn in all required forms at one time into the Banking Inbox for approval.

Interdepartmental Request (SU-13)

Interdepartmental Request image

Interdepartmental Requests (SU-13) are used for all technical work requested from Event Services. Examples include audiovisual equipment, technicians, mailing, the ticket office, table and chair rental and delivery.

• Obtain an official cost estimate from the appropriate department.
• Complete an ASSU Purchase Order. Make sure to include the 11% University-mandated overhead charge.
• Write the ASSU Purchase Order number on the line below “Interdepartmental Request.”
• Enter your group name as the requesting department.
• Enter “ASSU” as the account name and write your 11-digit account number next to it.
• When using Event Services, include the official Events Services Estimate form.
• Write in the 12-digit ASSU University account number: 9VAV150-94610.

Work Order (SU-40)

Work Order image

Work Orders (SU-40) permit you to request particular services from a University shop. Examples include grounds work, electrical shop, custodial work and unlocking rooms. Work Orders are generally submitted with a Facility Usage Form.

• Obtain an official cost estimate from the appropriate department.
• Complete an ASSU Purchase Order. Make sure to include the 11% University-mandated overhead charge.
• Write the ASSU Purchase Order number on the “Work Control Center” section of the Work Order. Write the Work Order number on the accompanying Purchase Order.
• Write in the 12-digit ASSU University account number: 9VAV150-94610.
• Work Orders will be rejected without detailed descriptions of the work to be done, when and where it will be completed and the name of the person who gave the estimate.
• During the event, double check to ensure the hours put in by the hired staff are the same as those estimated on the Work Order. If actual hours are significantly different, contact the ASSU Business Office to have charges reduced or increased.

Budget Modification Form

Budget Modification Form image

If you wish to modify any line item in the budget of your ASSU-funded account, you must submit a Budget Modification Form to the Banking Inbox. All modifications must be approved by the Chair of the Undergraduate Senate Budget and Finance Committee, the Graduate Student Council Financial Officer or both, depending on your source of funding, before your transaction incorporating these changes will be processed.