1. Associated Students, Inc. CLUB GRANT EXPENDITURE PROCESS

2. GRANT MONEY… … are funds approved by either an Annual Budget or Senate. … is processed through the University. … is student fee money and must be spent the way it has been allocated. … are funds the club can spend at their own discretion. The forms to submit for reimbursement is: Grant Money: Green Expenditure Voucher Club Money: White Expenditure Voucher

3. HOW TO REQUEST GRANT FUNDS Visit https://s3.amazonaws.com/os_uploads/78587_ASI%20Policy%20%20Club% 20Grant%20Process%20pdf.pdf https://s3.amazonaws.com/os_uploads/78587_ASI%20Policy%20%20Club% 20Grant%20Process%20pdf.pdf Login in to Orgsync  Forms  Fill out Grant Request and Submit completed form. If any questions Contact VP of Finance at asvpf@sonoma.eduasvpf@sonoma.edu

4. ALLOCATIONS The maximum amount granted to each club per year is: Travel = $1,000 Office Supplies = $500 Programming = $2,000 * If requesting funds for Programming, it is helpful to the committee to know all expenses and revenue.

5. ASI IS ABLE TO FUND… Programming Supplies and Equipment Rental for Proposed Events Performer/Speaker Fees Room Rental Costs Publicity Security Travel Airfare Gas Rental Cars/ Busses Parking Costs Office Supplies Copies Banners/Paper Pens/Pencils

6. ASI IS UNABLE TO FUND… Food or Alcohol Firearms Clothing/Costumes Unless items are intended to be reused by club Awards, Wages, or Specialty Items for club members

7. PROCESS A Club Grant Voucher turned in on Monday before 5pm will have the Check ready on the following Friday after 1pm, only If all of the appropriate documentation is provided. The Grant Expenditure Voucher requires: The original receipt(s)/Invoice, Invoice must be made out to Club of Sonoma State University. Proof of Payment; provide last four digits of card used to match last four digits on receipt if no name is on the receipt or a bank statement that shows only the amount that it hit your account. Proof of Event; any way that can prove that the event happened or is going to happen. Flyers, Facebook invites, Emails etc. A 204 Form from the check payee/or vendor; available online or at the Student Union. A complete description of the expenditure (who, what, where, when why) Signature(s) from the clubs authorized signers; Club trust forms signed during chartering. If any of the things listed above are missing, your paperwork will not be accepted and will be returned to your club mailbox with a pink Club Communication Form.

8. HELPFUL INFORMATION Funds will be allocated on a case-by-case basis Not all events/activities or all its components may receive funding Grant Requests for Programming will be heard by the ASI Finance Committee and require a presentation from the club requesting the funds Approvals may take up to four (4) weeks

9. QUESTIONS? CONCERNS? Please call, e-mail or visit the ASI VP of Finance asvpf@sonoma.edu 707.664.2815 2 nd Floor of the Sonoma Student Union