NATIONAL TRAVEL

FUND APPLICATION
Name:

Club/Organization Name:

President/Chair:

Phone Number:

SacLink Email:

Treasurer/Like Officer:

Phone Number:

SacLink Email:

Event Date(s)/Location:
Car
Mode of
Transportation: Bus

How many members of

your club will be attending?

Airplane
Other

Train

Requested Funding (For example -Airfare - $200, bus from airport):

TOTAL: $ _______________
THINGS TO REMEMBER
Only Club President/Treasurer may submit the application.
Your Club/Organization must have a valid CAF on file.
Submit a copy of the official national conference agenda with application.
Students traveling via airplane or bus (capacity over 15 passengers) must submit a copy of the University Travel
Waiver prior to travel.

400.42 National Travel Fund

A. General Purpose
1. The National Travel Fund shall exist in order to support clubs and organizations managing travel
expenses to attend national conferences.
2. Clubs and organizations must be attending a national conference in order to apply for National Travel
Funds.
3. All applicants must be recognized organizations as defined by those groups having filed the
necessary campus organization registration forms with the Sacrament State Student Organizations and
Leadership Office and deemed in good standing.
4. Each applicant may receive a maximum of $1,000 per organization. A club or organization may not
be funded more than two (2) consecutive years.
5. Only direct travel expenditures will be funded. This includes, but is not limited to: airline tickets,
vehicle rental, and gas.
6. This eligibility is separate from the organizations DOC eligibility.
7. The National Travel Fund reimbursement deadlines adhere to the DOC reimbursement deadlines for
the semester in which the club or organization was funded in.
Valid CAF:

Good Standing:

CSR Verification:

Date:

Approved Amount $
VP Finance

DFA

CHECK REQUEST SUPPORTING DOCUMENTATION REQUIREMENTS

**IT IS THE ORGANIZATIONS RESPONSIBILITY TO READ THE INSTRUCTIONS BELOW & ENSURE ALL
CHECK REQUESTS ARE COMPLETE. INCOMPLETE CHECK REQUESTS WILL NOT BE ACCEPTED**
Contact ASI Accounting Services at (916) 278-2231 if you have any questions or stop by our
Office on the 3rd floor of the University Union.
1.

AUTHORIZED SIGNERS: A current Club Agreement Form (CAF) with authorized signatures must be on file in the ASI
Business Office. The check request must be signed by one of the authorized signatures on the CAF. Prior to submitting
your request, verify the CAF on file is current. The authorizing signature on the check request cannot be the same as the
individual to be paid.

2.

RECEIPTS/INVOICES: Original itemized receipts/invoices must be attached to the check request. NO COPIES
ACCEPTED. Copies of invoices are accepted only if the invoice(s) is faxed/emailed directly from the vendor. If items are
being shipped or delivered, please mark received on invoice prior to submittal of check request, if not, the request will be
considered an advance and receipt of goods (packing slip) will have to be submitted after order is received. NEATLY tape
all loose receipts on a blank piece of 8 x 11 paper. If purchases were made by check or credit card, a bank statement and/or
copy of the credit/debit card showing ONLY the LAST 4 numbers and the purchasers name need to be submitted. Alcohol is
not a reimbursable expense.

3.

MEETINGS: Per Policy for Business Related Hospitality (Food and Drink) Expenses, all reimbursements that are related to
food and drinks at business meetings (i.e. reimbursement for pizza purchased for club meeting) must include a list of
members that attended the meeting. Policy can be found at www.csus.edu/acpy/Bus_Hosp_Exp_Policy.pdf. Tips are only
reimbursed up to a maximum of 15% of the total reimbursable bill AND are paid on credit or debit card. CASH TIPS ARE
NOT REIMBURSED.

4.

CONFERENCES: Clubs must show proof of attendance. Example: Name badge, conference materials.

5.

ADDITIONAL SALES TAX: Any items that were not charged applicable sales tax will be subject to 8.50% sales/use tax.
Any receipt/invoice that do no have a sales tax line item will be subject to 8.50% sales/use tax that will be charged to
club/organization and ASI will pay tax to the State Board of Equalization. This also applies to vendors that do business
within the State of CA if tax has not already been applied.

6.

ADVANCES: All requests for advance reimbursement will need prior approval from the Director of Finance and
Administration or the Accounting Manager and should be on a separate check request. A memo or Advance Check Request
Agreement stating the purpose for the advance and signed by an authorized signer should be attached to advance requests.
Advances have to be a minimum $100 and in most cases check will be made directly to vendor. The request should have
quotes or estimates of charges directly from the vendor. Important: Original receipts will need to be given to our office
within two weeks following the event, if not; your organizations privilege for advancement of funds will be revoked.

7.

W9 _MOA FOR CONTRACTED SERVICES (Contracted Services are self-employed or unincorporated entities
receiving payment for services provided): Check Request forms along with a completed Memorandum of Agreement and
IRS W-9 Form. At the end of the calendar year, the vendor will be sent a tax form 1099. If person(s) or organization being
paid for services is a non-resident of California, the entity is subject to California Income Tax withholding of 7% unless they
provide documentation showing they are exempt from withholding. DO NOT pay directly for contracted or outside
services, instead ASI will pay these types of vendors in order to capture the associated tax. DO fill out the MOA and
W9 forms which are available online and in the ASI Business Office.

8.

BUS, TRAIN, AIRFARE: Receipts and proof of travel must accompany all check requests for bus, train, or airline fares,
including boarding passes, itineraries, airline tickets, etc. For student travelers via airplane or bus (capacity over 15
passengers), a copy of the University Travel Waiver must be submitted if paying for travel in advance. Student travelers
from Clubs and Organizations, external and IRA grants must use the University Travel Waiver located at:
http://www.rms.csus.edu/riskmanagement/forms/FieldTripStudentWaiver.pdf.

9.

GAS AND MILEAGE REIMBURSEMENT AND CAR RENTAL REIMBURSEMENT:

Mileage expenses for a privately owned automobile will be reimbursed using CSUS business mileage rate. Gas expenses for
a privately owned vehicle will be assessed on a case by case basis. If you have any questions, please contact the ASI
Business Office prior to Travel. YOU CANNOT BE REIMBURSED FOR BOTH GAS AND MILEAGE. For
reimbursement, submit a map showing total mileage traveled and indicate the names of the individuals traveling and
documentation showing proof of purpose of travel (example: proof of conference attendance). Multiply the total mileage
traveled by the CSUS business rate. The rate for 2013 is .56 per mile. For example: 20 miles traveled x .56 = $11.20
reimbursement. For car rentals provide gas receipts and proof of car rental statement. Mileage is computed from either
headquarters (CSUS) or the traveler's residence to the destination, whichever is less.