Santa Clara University

Frequently Asked Questions

Finance Questions

How do I receive a reimbursement? 

• Get Expense Request Form from AS Office
• Make sure to check off correct funds
  • AS, Club, or Discretionary Funds (If under $250 mark Cash, over mark Check)
• Tape original receipt to 8.5 X 11 piece of paper
• Make one copy
• Submit to ASSCU Finance VP Box within 10 days

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How long will it take to get reimbursed and who do I get it from? 

• On average, expect cash reimbursements to take about 5 business days and checks to take 7-10 days
• Pick up reimbursements from Arcelia

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What do I do if I am given an invoice?

• If you have an invoice from an outside vendor follow the same procedures EXCEPT make sure to include the company’s address and phone number
• Processed requests will be sent to vendor within 7-10 days

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How do I get Petty Cash?

• Clubs can receive up to $200 in Petty Cash
• If using AS or Discretionary funds must have prior approval from Finance VP 
• Advances must be cleared within 24 hrs
• Tape original receipt to 8.5X11 paper
• Make copy and turn in with any remaining cash to Arcelia

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Other FAQ's:

Q. What are the different sources for funding on campus?

A. There are numerous ways to raise money on campus. Each registered club is granted $50 per quarter from AS to use for club activities. As mentioned before you can apply, through AS, for discretionary funds and a club can also apply for a grant through various departments on campus. Fundraisers and even donations from students or alumni are other sources of funding.

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Q. Where do I pick up forms?

A. Forms can be picked up downstairs of Benson Memorial Center in Room 1.

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Q. Where do I turn forms in?

A. Most forms will provide information about where they should be turned in, however if it doesn’t a staff person in the CSL will be able to direct you to the right area.

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Q. How do I apply for discretionary funds?

A. Pick up a Petition for Discretionary funding from the CSL fill it out and turn it in at least one month before the event takes place. You may ask one of the CSL advisors for more information on it

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Q. How do I get a faculty/staff advisor? 

A. Every club has a CSL advisor and is reguired to secure a faculty/staff advisor. For help finding a faculty/staff advisor, please conculst the CSL. 

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