Forms

ASOC Finance Office

Gabriela Niculescu, ASOC Finance Coordinator

Mike Myers, Student Assistant

What does the ASOC Finance Office DO?

1. Maintains accurate financial information

ASOC Finance Office has control of the transactions made by an ASOC Department, Club and Organization only through the ASOC office. This transactions update you account daily. But, we are not aware, until much later, of the transactions your Department, Club or Organization may have made with Campus Dinning, Facilities, Copy Center, Mailroom, etc. A “college bill”, reflecting these transactions, is posted monthly to your ASOC account. When a college department agrees to make a contribution to your ASOC Department or to your Club/Organization and/or your Department or Club/Organization charges its ASOC account with various college departments, it is your responsibility to inform us of such transactions if you need to obtain up to date, accurate information related to your account.

2. Payments on behalf of ASOC Departments and Clubs/Organizations

ASOC Finance Office issues payments for performers, DJ, catering, security services, T-shirts/uniforms purchase, equipment, supplies - whatever your club needs as long as there are enough money in your ASOC account. You have to fill out check request form and attach proper documentation of services: invoice or fully signed contract and W-9 Form when needed, originals only, and a check will be issued no later than three (3) days after the date of your request.

3. Reimbursement of expenses

Any ASOC Department or Club/Organization member can use his/her own funds as emergency fund and be reimbursed, providing that there is enough funds in the Department or Club/Organization account to cover the expenditure amount. It is the responsibility of the person who provides the funds to make sure that he/she can be reimbursed, to request the reimbursement and provide the proof of expense: receipt, invoice, credit card receipt, etc. If the original receipt is lost or if the expenditure is higher than $50.00, a copy of the credit card statement showing the payee name, purchase date, company and purchase amount is required. The check request should be signed/approved by the ASOC Department manager or one of the Club/Organization officers acknowledging the expense.

4. Cash Advances

When, due to the time limit or the nature of expense, you need actual cash in hand, the ASOC can issue a so called “cash advance” check - a check issued on the name of an ASOC Department or Club/Organization officer or member. The check can be cashed either at the college cashier (up to $100.00), at the payee’s own bank or at the branch of the check issuance Bank. The amount should not exceed $150.00 per request. The payee and the check approver are responsible to provide the ASOC Finance Office with original receipts for the payment amount, no later than five (5) days after the event’s date. If the amount spent is less than the amount requested, the payee should also provide the cash difference to be deposited back into your Department or Club/Organization account. If the amount spent is higher than the amount requested, another check request should be filled out and a reimbursement of the difference will be issued. If the payee fails to provide appropriate receipts in timely manner, he/she and the club officer who approved the cash advance check are responsible to pay back to ASOC the amount of the cash advance. Please make sure to you bring your cash advance request AT LEAST TWO (2) DAYS PRIOR to the day needed.

5. Account Statements

Whenever you need to verify if a transaction has been made or check the status of your account, we can issue an account statement or verify the information requested.

6. Cash Boxes

If your Department or Club/Organization needs to sell tickets for an event, items or collect money for a fundraising, you can request a cash box from ASOC by filling out a cash box/petty cash request form at least one day in advance of the date needed. The ASOC has a limited amount of boxes and, depending on the availability, you will receive a cash box with or without a cash amount up to $40.00 per box. It is the responsibility of the requester to return the cash box by the date and time promised along with the amount received in cash.

7. Deposits

Co-sponsorships, fundraising, donations, etc can be brought to the ASOC Finance Office and the SAC desk worker will give you a receipt for the amount received. Please have all checks payable to A.S.O.C. and your ASOC Department or Club/Organization name on the check memo.

8. Transfer Requests

If you want to co-sponsor a club for an event, you can request transfer of funds from your Department or Club/Organization account to the club sponsoring the event. You can do this also by filling out an ASOC check request form, cross off the words “check request” and write on top “transfer”, or by an e-mail to me gabriela@oxy.edu or to asocfinance@oxy.edu. For co-sponsorships you don’t have to provide receipts/invoices. The club receiving the transfer can access your money by the same procedures explained on 2, 3, and 4.