The Associated Students, Inc. offers "free" banking to student organizations. Please read this description of how to access and utilize Club Accounts. Services such as budget allocations, check writing, fund deposits, and monthly statements will also be addressed.

For any further information you can contact the A.S. Treasurer or the A.S. Accountant at 664-2815, or visit the Associated Students office upstairs in the Student Union Monday-Friday from 9 AM to 5 PM.

I. Who is eligible to receive Associated Students, Inc. funds?

One of the primary functions of ASI is to support campus activities and student involvement. Any student organization in good standing is eligible to receive funding if the predominant purpose of the organization or activity is educational in nature and germane to the university's mission.

III. Annual Budget Hearings

Each year in early spring, ASI begins its annual budget process, through which the following academic year's budget is determined. This is an opportunity for student organizations to submit grant requests for projects they expect to conduct in the upcoming year. This is a competitive proposal process that includes presentations and hearings. All student organizations (as well as other on-campus departments and organizations) receive notification of this process and its filing requirements as the Annual Budget Hearings time approaches.

IV. Unallocated Grant Proposals

Unallocated Grant Proposals are requests that are accepted (starting fall semester) after the annual budget process has been completed. Each year, ASI sets aside funds in an Unallocated Reserve for distribution to student organizations that either did not participate in the Annual Budget Hearings or encounter new needs during the academic year. The Finance Board, chaired by the ASI Treasurer, controls the distribution of these funds. Student Organizations may request grants from the Unallocated Reserve in the following categories:

1) Travel Cost: Up to $550.00 (per year, per organization) may be allocated for retreats, registration fees, transportation, food and lodging.

2) Office Supplies: Up to $250.00 (per year, per student organization) may be allocated for software, copies, postage and start-up office supplies, but does not include telephone costs.

3) Programming: Up to $1250.00 (per year, per student organization) may be allocated for the sponsorship of campus programs.

4) Equipment: Funds may be allocated for equipment which is essential to the student organization as stated in its Constitution. The equipment may remain the property of AS at the discretion of its Board of Directors.

5) Services: Funds may be allocated for specific services such as a tutoring program, security escort program, newsletter or blood drive.

A. To Request a Grant for $200 or less:

1. Obtain Unallocated Reserve Request for $200 or Less form from the web.
2. Follow all directions and complete the form thoroughly and accurately.
3. Return the request to the ASI office.
4. The AS Treasurer and Executive Director will approve or deny the request.
5. You will be notified by phone and by letter within 2-3 days.

B. To Request a Grant for over $200:

1. Obtain Unallocated Reserve Request for over $200 form from the web.
2. Follow all directions and complete the form thoroughly and accurately.
3. Required photocopies must be attached.
4. Proposals will not be accepted less than 4 weeks prior to event.
5. Retroactive funding is prohibited.
6. Return the request to the ASI office.
7. The ASI Treasurer will place your request on the Finance Board agenda and contact you with the time to present your proposal. The purpose of the presentation is so that your student organization will have an opportunity to explain your request to the Finance Board.
8. If your request is approved by the Finance Board, it will be forwarded to the ASI Senate for final review.
9. You will be notified of the Senator's decision by phone and by letter within 3-4 weeks from submission date.

Special note:

Money provided to student organizations by either Annual Budget Allocations or Unallocated Grants must be spent in the manner designated by the Finance Board in the award letter notifying the student organization of receipt of the allocation. In July, the ASI Accountant reviews all student organization transactions for the preceding year. Special attention is paid to student organizations that received grant funding. If the student organization failed to spend the allocated funds in the manner in which they were approved, the funds are "rolled back" into the general fund.

VI. Access To Your Account

Sonoma State University requires that all chartered student organizations maintain accounts on campus. Student organizations do not have to keep their money in an Associated Students account. The SSU Academic Foundation provides the same service on campus for a fee. Note that in order to take advantage of the student organization menu through CEC, organizations must have an ASI account. No off campus accounts are to be established by student organizations.

Special note: If at any time a student organization becomes delinquent in paying its debts or if the Club Account with ASI becomes overdrawn, all student organization privileges will be suspended.

A. Opening an account at Associated Students

To open an account with ASI, student organizations must be chartered through the Center for Student Leadership,Involvement & Service. As one step in becoming an officially chartered organization, the officers must a complete signature form and return it as part of their charter packet. Upon receipt, ASI will assign the student organization a three-digit account number which will be used to identify the organization.

B. Depositing money into a Club Account

To deposit money into your account, bring your cash and/or checks (made payable in the student organization's name or to Associated Students) to the front desk in the Student Union during normal business hours. Large quantities of coins must be rolled. You will be asked for the student organization name and account number and for a brief description of the source of the funds. You will be given a receipt for the money that includes all pertinent information. This receipt is your proof of deposit. Funds deposited are immediately credited to your account.

Special note: The Club Account will be reduced if any deposited checks are returned by the bank for insufficient funds (NSF). The NSF check will be returned to the student organization, at which time the check may be re-deposited or the student organization may make other attempts to collect cash from the individual.

C. Disbursing money from a Club Account

To disburse money from the Club Account, complete a Club Expenditure Voucher form (available in the AS office) and return it to our office by 5:00 PM on Mondays. The check will be available to be mailed or picked up on the following Friday by 12:00 noon providing that the Voucher was complete, accurate and funds are available in the account. Student organizations are responsible for planning enough in advance to allow for this processing time. Special check processing schedules apply during the Winter and Spring breaks and during the summer months. It is strongly recommended that all backup documentation be attached to Club Expenditure Vouchers. It is required that backup documents be attached to the Club Expenditure Voucher if funds are related to Grants received by the student organization from ASI.

D. Charging Services at the Student Union

The ASI has established a relationship with the Student Union designed to enable student organizations easier access to Student Union services. Organizations must complete a Student Union Authorization form as part of the chartering process each year. Authorized members will be able to charge Copy Center, Banner, Tech Services and Room Rental services at the Student Union on behalf of the student organization. All of these charges will be deducted from youi ASI Club account directly.

If a student organization chooses to provide another type of payment for Student Union services, special arrangements must be made with the Student Union at the time of the charge to prevent the charges from being deducted directly from your ASI Club account. The organization is then responsible for submitting a Club Account Expenditure Voucher form to the AS office to pay the debt.

E. Charging services at other on-campus organizations

Student organizations may also charge on-campus services provided by Sonoma State University (such as the Reprographics and Transportation Departments) and Sonoma State Enterprises services (such as the Bookstore and Food Services). Student organization may not use an Associated Students, Inc. account to charge any services from these entities. The ASI does not maintain arrangements with these organizations similar to those with the Student Union for such charges. The student organization must have sufficient funds available in their ASI account to cover the cost of these services and are responsible for the timely payment of these debts through their ASI accounts. Arrangements must be made with these organizations for your club to be invoiced for any services provided. These invoices should be sent to your club box in the Student Union, and paid from an ASI Club account using standard Club Expenditure Voucher forms. Please remember to provide a copy of the invoice with the expenditure voucher.

F. Reconciling your account

It is the responsibility of the organization's treasurer or other appointed official to maintain accurate records of the student organization's financial transactions. The ASI will deliver monthly statements showing a summary of the organization's account transactions to the Club Mail-boxes. Detailed printouts will be delivered to the Mail- boxes quarterly and are also available any time upon request.

Special note: All overdrawn accounts will be reported to the Center for Student Leadership, Involvement & Service; this will affect your ability to re-charter each year, and your student organization will be suspended from further activity until the overdraft is paid.

VII. Sport Club Insurance

Associated Students, Inc. sponsors catastrophic event health insurance for all members of Sonoma State University Sport Clubs.

Joining a Student Organization

Chartering & Club Requirements