Deposit Forms

Check Requests

Cash Advance

Expense Report

Associated Students Funds

Quick Facts

Contact Us

Deposit Forms

To deposit funds into your account and to deposit unused money from Cash Advance:
Obtain a deposit form from the Business Office and calculate all cash and checks that are being deposited
Turn in the form and money to the Business Office
Keep the pink copy for your records
Submit the yellow copy to the VP for Finance box in SIL and your account will be updated.

Never leave cash in your mailbox! Organizations may leave cash in the SIL drop box safe. If money needs to be deposited after 5:00pm, please call Public Safety and they will turn in the deposit form and money to the Business Office.

Turn around time: 7 business days

For the Deposit form, please pick up a carbon copy from either the Business Office or SIL.

Check Requests

To pay a vendor or company who is providing a service:
Obtain a Check Request form in sIL
Paperclip all appropriate paperwork (W-9, Invoice, Contract, etc.)
Select if you would like the check to be mailed or picked up from your organization's box
Sign and make two copies: one for your records and one to submit with the original request
Turn in the original and one copy into the Associated Students VP for Finance box

Turn around time: two weeks

Cash Advance

To obtain money in advance for purchases:
Fill out the Cash Advance Request with the amount needed (maximum amount is $500). Cash Advance Requests can be found in Student Involvement & Leadership (SIL).
Give a detailed explanation of how the funds will be used, including the date and description of the event.
If this is coming out of an allocated account, make a note regarding which line item you would like to pull this from.
Provide the organization's account number. Ask the VP for Finance if you don't know it.
The student who took out the cash advance wil need to submit a Deposit Form with unused money (if any) to the Business Office. Failure to do so will result in the student's account being billed.
Submit an Expense Report with receipts to the VP for Finance box in SIL to show proof of purchase. Receipts msut be originals. The student must submit an Expense Report and receipts within TWO WEEKS after the event date noted on the Cash Advance. Submit a copy of the Deposit Form with the Expense Report if necessary.

Cash Advance Requests MUST be submitted at least two weeks before the event date. No exceptions will be made. Organizations may only have one Cash Advance outstanding at a time.

Turn around time: two weeks

Expense Report

To reimburse for expenses that were paid out of pocket and to show proof of purchase from Cash Advance:
Obtain all original receipts and fill out an Expense Report form (refer to example). Expense Report forms can be found in SIL.
Total all amounts and if applicable, subtract any cash advances.
Provide the correct account number you wish to pull from. If you don't know your account number, ask the VP for Finance.
Have the President or Treasurer sign the Expense Report. If you are the President or Treasurer and are wishing to get reimbursed, you will need to have another officer sign the "Club Officer Approval" section of the report.
After you have completed the Expense Report, make 2 copies of the Expense Report and receipts in SIL (one for your records and one to turn in).
Turn in the original, receipts, and 1 copy to the VP for Finance box in SIL. Your Expense Report will not be processed unless you submit a copy with the original.
Once your reimbursement has been processed, I will email you and palce the check in your organization's box in SIL. 

All expenses need to be approved by your club leaders BEFORE expenses are made.

Turn around time: two weeks

For the Expense Report form, please click here.

Associated Students Funds

Development Fund: The Development Fund provides monetary support for student organizations that wish to attend/participate in conferences, trainings or retreats on or off-campus. Funds will be awarded based on the potential for leadership development and growth. It will be expected that students who attend or participate will share their gained knowledge with the Saint Mary’s College community.

For the Development Fund proposal form, please click here. Proposal forms are available on SPOT and can also be picked up in SIL. Proposals are to be submitted to the VP for Finance box in SIL and will be looked at the following week by the Finance Committee.

Programming Fund:The Programming Fund provides financial support to student organizations wishing to plan events, which are open to the entire student body; have broad campus appeal; and promote social, cultural and educational activities.

For the Programming Fund proposal form, please click here. Proposal forms are available on SPOT and can also be picked up in SIL. Proposals are to be submitted to the VP for Finance box in SIL and will be looked at the following week by the Finance Committee.

Quick Facts

Copies:

Associated Student set up a fund for organization copying. Organizations are allowed to make up to 20 copies at a time by dropping their originals off in the Student Involvement and Leadership Copy Shop. Flyers will be returned to your box within 24 hours from the time you drop them off. If a club wishes to do a bigger copy job through the Print Shop, they must charge it to their allocated or fundraised account.

Mileage: 
To be reimbursed for mileage, attach an electronic print out of your trip. On your expense report, multiply your mileage by .55.

Meals: 
To be reimbursed for meals, attach an itemized receipt and a list of the people who ate a meal. The allowed amount per person is as follows:
Breakfast: $9.00 per person
Lunch: $13.00 per person
Dinner: $29.00 per person
This does not include tax and tip. Associated Students will not pay for alcoholic beverages of any kind.

Sales Tax:

Tax must be charged when selling items. To avoid double taxation, contact the Associated Student Vice President for Finance to receive a seller’s permit before you purchase items to be sold. This permit will allow you to purchase your materials tax free, as you will be charging tax when selling. For more information on sales tax, please refer to the College Policies section

Contact Us

Anthony Oliveira
Vice President for Finance, Associated Students
asvpfin@stmarys-ca.edu
925.631.8508