ASUN Central Station

Introduction Office Hours Monday-Friday 8am to 8pm. –Saturdays 10:00 am to 2:00 pm –Sundays and Holiday’s closed –Summers 8:00-5:00 Weekdays and Closed Weekends Phone Number All forms can be found online at the ASUN website or at the ASUN accounting office! There is a drop box for after hours use between the Rita Laden Senate chambers and the front desk! When you come see us have your wolf card ready…

What do we do? For Clubs and Organizations Check out credit cards Checks for payment (CostCo) Checks for reimbursement Access club support funding Deposit Money into your account Process travel paperwork Check out Cash boxes Explain things Electronic Funds Transfer For ASUN Orgs Key requests Prox card requests Equipment Checkout Time sheets Hiring paperwork Tech Checkout Ticket Checkout

Reminder: We do not hold money and thus do not have change No longer use Club Signature cards We moved to utilizing just the president and treasurer from your club renewal application

Payment Request ALL REQUESTS MUST USE THE PRESIDENTS OR TREASURERS WE HAVE ON FILE! It is best to turn in 24 hours in advance! (Always plan earlier than later, early planning makes for a successful event) A list of names need to be turned in if 20 or less people will attend the event that provides food or prizes A detailed/itemized receipt needs to be turned in after a purchase is made For quickest and easiest payment it is best to use a credit card

Original!!!! Itemized/Detailed Receipts

Card cannot be used to buy: Items for Personal use Cash Advances Independent Contractor Expenses other than airfare Printing/Copying Service over $50 must be approved by Marketing & Communications and a release authorization number given (does not apply to departments outside the Reno/Sparks area) Travel Expenses for employee’s hotels, meals and personal travel expenses. Traveler Checks Gas Recurring Transactions that should be requisitioned through the Business Center North. Purchasing gift cards for employee(s) is the equivalent to giving the employees cash and is not allowed. Payments to employees, other than reimbursement of expenses, can only be made through payroll. Tuition Firearms Ammunition Alcohol

Request for Reimbursement All checks can take up to 10 to 15 working days to be processed to be sent to Cashier’s or mailed! (Plan Early!) Please remember to add students NSHE# if it is a reimbursement or tax ID# (W-9) if it is a vendor. BPO / Purchase Requistion are for orders that are $ or more and off campus. We need an quote/estimate and tax ID#!

Transfer of Funds Transfer of funds is for clubs that need to transfer money to another club or department. No invoice is needed.

Cash Box All departments/clubs can check out a cash box. Please turn in form 24 hours before event. After an event it is a good idea to have one individual hold the keys and one individual keep the cash box for security purposes Be sure to return the key with the box or your club will be charged a $10.00 fee to replace the key rms/cash-box-checkout- form/ rms/cash-box-checkout- form/

Cash Gift The donor must complete the form! Make sure that club name is on the form! Make sure money is attached Located at : /forms/forms.htmlhttp:// /forms/forms.html

Gift in Kind Used for gifts that are donations and not cash. Must be filled out by donor. Remember to put club name and someone from the club that can be contacted. Located at ms/forms.html ms/forms.html

Prize Receipt Form Please return within 24 hours after event. Club will be placed on hold if form is not turned in Located at ms/forms.html ms/forms.html

Travel All Original Receipts! Before 15 days before (Earlier is better) Conference Schedule Invoices if possible Must be turned in before you can get a C.C. As much as you can put together Gas Before After 10 days or you wont get paid  (Sooner is better) Detailed / Itemized Receipts Per diem Any and all receipts you want reimbursement for Gas After

Purchasing Violations Tip over 20% Fail to return a CC in 24 hours Buy prohibited items Get taxed Buy items other than the items indicated on request Spend over allotted amount Gas The splitting a single charge over Didn’t fill out travel paperwork prior to accessing a CC No event or list of names when using money for hosting (food, gifts, and prizes)

Common Misperceptions 20% tip is that of the entire bill (The 20 percent of tip only counts on the food amount. Not delivery or other charges) I can print my flyers wherever and whenever. (Any print job over 50 dollars that is off campus requires a print release form) If I make two separate payments on a purchase over $ it counts as two purchases (No! breaking up payments for goods or services is not the same as separate purchases) If I make two separate purchases over on the same day that is not a purchasing violation (If you make two purchases on the same day as a single department to a single vendor that is not ok, it is a purchasing violation) I can use my club or organization account to pay taxes (No! Once money is in a University account it cannot be used to pay taxes there are three ways to fix this)

Ticket/Prize Distribution Protocol

Questions? Comments? Concerns?