Frequently Asked Questions

Campus Organization

• How do you open a Campus Organization banking account after being recognized by Student Involvement?

  •  Recognized officers must fill out a Master Trust Agreement [pdf] & Signature Card [pdf] and pay an initial fee of $10 in order to open a banking account.

• How long does it take to receive a check after submitting the requisition form?

  • It will take about 3-5 business days either through mail or can be picked up at our office.

• What signatures are accepted for the Master Trust Agreement, Signature Card, and Requisition forms?
  • All forms should be signed either by the President and Treasurer to access the Campus Organization bank account. The advisor is required when first opening a bank account.
     (Optional Advisor, if put down on Signature Card & Master Trust Agreement if account exists)
• I lost the receipts needed to submit a requisition. What should I do?
  • You can fill out a receipt letter [pdf], which can be found on our website. Note: An officer must sign off on this form, but it cannot be the same person who is getting reimbursed. If the payee paid for the items with a credit/debit card, you may also submit a screenshot of the bank transaction that shows the amount paid, where it was paid, and who paid for it.
• My club won a scholarship. Is it considered a donation, and how can I deposit it?
  • Yes, you would have to visit Tower Foundation located in Clark Hall 2nd floor and deposit with them since it’s considered a donation and they handle all tax purposes, the scholarship will be deposited into your banking account, but since we don’t accept these forms of deposits due to tax purposes.
• How can I deposit funds into my banking account?
  • Fill out deposit slip [pdf] located in our office or can be found our website and we only accept payments in the form of cash (MAX $2500 per slip) or check
• How do I get my account balance?
  • Recognized officers can request a ledger report from our accountant Helen Nguyen via her email or come in person.
    Helen.Nguyen@sjsu.edu
• My vendor is asking for a W-9 form. How can I get that?

  • You can request a W-9 form with our Accountant Helen

    Helen.Nguyen@sjsu.edu

• Does Campus Org. offer any cash app services such as Venmo?

  • We do offer the Square QR code [pdf], which is a cash app service exclusively for clubs. An active officer can fill out the application and submit it in person or online. It takes about 1 business day to process. All funds are deposited directly into the account on a weekly basis.

• The receipt doesn’t show proof of payment; what other way can I show I paid for an item?

  • The payee may submit a screenshot of their debit card bank statement showing the exact amount deducted from their account.

A.S. Funding

• How long does it take to get approved for funding?

  • After completing and turned in all requisitions forms and all supporting documents, it takes about 5-10 business days.
    

• What are the steps for my club to receive the A.S. funding we got approved for?

  • The steps depend on what category your club was approved for. Here is the Checklist [pdf]for each category.

• I made the purchase for AS Funding; how to get reimbursement?

  • (If they are the contact person) You will need to fill out 2 Requisition for Fund forms and provide a paid receipt with other documents if required. We can help you fill out these forms and provide a copy of your club’s fiscal action sheet. If this is your first time with AS Funding, please fill out a signature card. 
    The first form will be filled out with the club’s AS Funding account information, with the reason being to TRANSFER AS Funding [Category] to CO#22000.xxxx. The total amount of money listed on the requisition should match OR be less than the amount allocated for that specific category. You will sign below. 
    The second form will be filled out with club/Campus Organization account information. The reimbursement box should be checked off. The reason should say AS Funding [Category] and match the amount from the previous requisition. Since you are getting reimbursed, another officer on the CO signature card will sign this requisition. Make sure to choose MAIL or CALL at the bottom. After these documents are submitted, it will take 3-5 business days for your check to be ready. 

    *note: check receipts to make sure items were purchased AFTER the approval date on fiscal action sheet

• I have an event next week and need to pay the vendor, how can I speed up the process?

  • The fastest way to pay a vendor is by submitting an invoice provided by the vendor along with a requisition and the signature card. In doing so, we will be able to send the check directly to the vendor.

• Would we have to get approved for each event we have for A.S. funding?

  • Each club must receive approval from the AS government to get AS funding for an event. Go to AS Government Website to apply there.

A.S. Affordable Book Voucher

• How to apply for the book voucher?

  • You can find the application form on our website, follow the instructions and submit all the required documents to the email listed on the application, when the book voucher opens in the beginning of fall and spring semester.

• Why does the A.S book voucher email kick me out when I submit my book application?

  • The Affordable Book Voucher is first come first serve. Once we reach our budget limit, the application email closes down. We offer two rounds of applications each semester, one in the fall and one in the spring. If you miss the first round in the fall, you can still apply during the second round. Please stay updated by regularly checking our website for announcements on when applications open

• If my Middle Class Scholarship does not appear on my financial aid yet, how do I send proof I got it?

  • Please email the Financial Aid Office and attach proof of email indicating that you will be receiving the Middle Class Scholarship as-gsc-textbook-group@sjsu.edu 

• When can I apply for the book voucher?
  • You would apply to The Affordable Textbook program on the first day of instruction at 9:00 am PST. Submit the documents to as-gsc-textbook-group@sjsu.edu using your SJSU email address.