Club account expenditure voucher
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Club Account Expenditure Voucher. Associated Students, Inc. Club Account Expenditure Voucher. To correctly fill out a Club Account Expenditure Voucher, you need: Name, Address, Phone Number of Check Payee Date, Club Number, Club Name Total Amount (numerical and written)

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Club Account Expenditure Voucher

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Club account expenditure voucher

Club Account Expenditure Voucher

Associated Students, Inc.


Club account expenditure voucher1

Club Account Expenditure Voucher

  • To correctly fill out a Club Account Expenditure Voucher, you need:

    • Name, Address, Phone Number of Check Payee

    • Date, Club Number, Club Name

    • Total Amount (numerical and written)

    • Detailed Explanation of Expenditure

    • Signature(s) of authorized club signers

  • Attached to the Voucher must be:

    • An original, itemized receipt OR invoice WITHIN 90 days of today’s date

    • Proof of Payment/Event

    • Check Payee’s 204 Form


204 form

204 Form

  • This form must be filled out for tax reporting purposes and to set up new vendors.

    • If Check Payee has been paid from Sonoma State before, they are not required to fill out another 204 form.

  • Why?

    • A new vendor cannot be entered into our system without having a 204 form on file.

  • Vendors must fill out the 204 form completely,

    • Including: Name, Address, Tax ID Number (or social security number for an individual), and Signature.

      To get a 204 Form, you can stop by the Student Union Information desk or you can get them in the Forms rack located throughout the building.


Also necessary

Also Necessary…

  • If using a credit card, you must provide proof of payment

    • Copy of credit card

    • Copy of bank statement with name, account number, and transaction shown.

  • If using money on supplies for a tournament/event, you must provide proof of event

    • A flyer

    • Schedule of events/games for the year, etc.

This helps us ensure that the club money is being spent appropriately.


To receive a check

To Receive a Check

  • Checks are written on a weekly basis

  • Completed paperwork MUST be turned in before 5:00pm on Monday to receive a check on the Friday of the same week.

  • Checks are ready each week by Friday after 1:00pm.

  • The check payee will be notified through ORGSYNC when their check is ready.

  • Checks can be picked up at the Student Union Information Desk.

  • Make sure to bring Student ID when picking up a check.


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