Santa Clara University

Use:  To reimburse students in CASH for expenses incurred that total less than $250.00.

To initiate the reimbursement process you'll need a Payment Request Form. So that you can easily access the form for future use, save it as an Excel file on your computer and give it a unique name. You may also want to save files for specific people or accounting distributions.

Follow these instructions:

To be processed, the form must be complete, typewritten, and have proper authorization. However, please leave the Payment Request # blank.

Mark an X in the Cash box. In the “Make Checks Payable To” section, write only the person’s name who will be receiving the cash.

Complete the Prepared By, Department, and Date. The telephone extension should be 5154.

Provide original receipts, taped to an 8-1/2 x 11 sheet of paper and make one (1) copy.

If you need copies of the Payment Request and receipts, please make them. 

Submit completed form and a copy with the original attachments and a copy to your organization's advisor for review.  Incomplete paperwork will be returned to the requestor for correction.

Use:  To reimburse students with a CHECK for expenses incurred that total more than $250.00 and to pay vendors and outside agencies.

To initiate the check payment process you'll need a Payment Request Form. So that you can easily access the form for future use, save it as an Excel file on your computer and give it a unique name. You may also want to save files for specific people or accounting distributions.

Follow these instructions:

To be processed, the form must be complete, typewritten, and have proper authorization. However, please leave the Payment Request # blank.

Mark an X in the Check box. In the “Make Checks Payable To” section, write the person’s name who will be receiving the cash along with a mailing address. A social security number is not needed if the payment is a reimbursement.

Complete the Prepared By, Department, and Date. The telephone extension should be 5154.

Provide original receipts and/or invoice, taped to an 8-1/2 x 11 sheet of paper and make one (1) copy.

If you need copies of the Payment Request and receipts, please make them. 

Submit completed form and a copy with the original attachments and a copy to your organization's advisor for review.  Incomplete paperwork will be returned to the requestor for correction.

Use: The Expense/Revenue Transfer is used to transfer an expense from one University organization or account to another. Budget Transfers are not the same and should not be processed by student organizations.

To initiate the transfer process you'll need the Expense Transfer Form.  So that you can easily access the form for future use, save it as an Excel file on your computer and give it a unique name. You may also want to save files for specific vendors or accounting distributions.

Complete the appropriate "Debit" and/or "Credit" section(s) with the PeopleSoft accounting string and the dollar amount.

Complete the "Description" section using 30 characters or less. Include key words to describe the transfer. This section is numbered and should correspond with the numbered Debit or Credit section.

Submit the original form to the CSO Administrative Assistant. Be sure to retain a copy for your records.

Examples:

1. Associated Students (ASSCU) places an ad in The Santa Clara (TSC). The Santa Clara generates an Expense Transfer to move the expense from TSC (Credit) to ASSCU (debit).
2. The Multicultural Center (MCC) purchases office supplies (Account 6502) but inadvertently codes the Payment Request for student wages (Account 6200). The MCC Finance Manager completes an Expense Transfer to debit Account 6502 and credit Account 6200.

Making deposits is easier than ever! Simply complete Student Organization Deposit Form and turn it in- along with the money! - to the CSL Administrative Assistant.

The Development Office encourages students to work closely with the CSL staff when event planning involves sponsorships, gifts, and/or donations. Initiating individual and corporate sponsorships takes advance planning - be sure to allow adequate time and resources for this process. The Development Office has provided a set of guidelines for student-initiated fundraising. See your advisor in the CSL for more information.