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Student Organizations - Financial Procedures

How to Complete a Check Request

Check Requests can be used to process reimbursements or vendor payments.

You can access the check request forms at www.asuci.uci.edu/asuciforms/index.php. Be sure to choose the Student Government Check Request form.

  1. Enter the name, address, e-mail, and phone information for the person that the check will be written to, and the person preparing the check request. We require this information for ALL requests, even those that will be picked up.
    The person requesting the check will be required to provide their name, email, and phone information in case Student Government has questions about the request.
  2. Please include "who, what, where, when, and why" in the description of payment:
    • Who/Where – Name of store/vendor
    • What – List items purchased
    • When – Date of purchase
    • Why – Reason for purchase / Event Details / Meeting Info (date, time location and estimated attendance of event)
  3. SBA Executive Officers have a list of account names and account numbers. Please be sure to determine the appropriate account for the expense.
  4. After you finish filling out the form, hit the SUBMIT button for the form to generate its ID number. On the following page, print out the form. Make sure to use the print button on the Acrobat form; do NOT use your browser print button.

How to Submit a Check Request

  1. After you print the form, sign the bottom and get the signature of the Director of Student Life.
  2. Remember: Errors in the completion of your check request, or insufficient back-up, will only delay your payment. It can take one week or more for the Student Government Business Office to kick back your check request, and by then, you’ve lost valuable time. Take a few extra minutes to review what you’re submitting.
  3. If this is a reimbursement check request, the original itemized receipt must be attached to the Check Request Form. Tape the receipt to an 8.5x11 sheet of paper that is stapled to the back of the form.
    • Itemized Receipt: An original document (copies not accepted) from the merchant showing:
      • Merchant's name
      • Transaction date
      • Amount paid
      • Description of purchased item(s)
      • Description of additional charges (taxes, service, delivery, etc.)
      • Form of payment used
  4. If this is a direct payment, where the check is made to the supplier/individual at the time goods and/or services are received, submit an invoice with the Check Request Form.
    • Invoice: An original document from the merchant showing:
      • Merchant's name
      • Invoice #
      • Invoice date
      • Amount billed
      • Itemized description of billed item(s)
      • Description of additional charges (taxes, service, delivery, etc.)

Other Forms of Payment

  • Purchase Orders: Fill out PO form located in the Business Office and attach quote. Leave completed form in bin for processing. Although a quote is sufficient to generate the PO, it is required that vendor send an invoice to receive payment. If requesting a purchase order, always include a vendor code and federal tax ID number. You can get vendor codes from someone in the Student Government Business Office.
  • AMEX: When completing the check request, list American Express for name and the merchant name in the address field.
  • Paying an individual for service (honorarium, DJ, etc.): Please see the Asst. Director-Student Programs in Student Government, who will assist you in completing a Performance Agreement. You will need all of your payee's information (name, address, e-mail, etc.) and your event information (time, date, location of event) to complete this process.

Special Purchases

  • Travel: Complete Travel Form and provide list of names of people who traveled on behalf of STUDENT GOVERNMENT.
  • Mileage: Rate = $0.56 per mile.
  • Meals: Include list of names of people who consumed the meal. For events with 25 or more attendees, please include invitation or flyer.
  • Prizes/Gift Cards: Provide justification of why award or gift card was given to the recipient. For prizes exceeding $25 and gift cards, have recipient sign release form and submit release form with check request.