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Check Request System


Associated Students of Claremont McKenna College

Check Request

Please see the ASCMC Reimbursement Guidelines before seeking reimbursement. Nonconforming requests will suffer time penalties and potential denial. Attach original itemized receipts, invoices, and other supporting documentation.  

Organization and Account Holder Information1

Name: Phone:

Position: Email:

School: Organization:

Payee Information2

Same as Above

Name: Email: Phone:

School: Box# (if applicable):

Address (if not on campus)

Street: City: State: Zip:

 

Date of Purchase(s) or Event(s): Time: Approximate Number of Participants:

Description of activities, purchase, or service obtained:3

Please follow the following format with the box below:
Good 1, Price
Good 2, Price
Good 3, Price
etc...

Line item breakdown of expenses:4

Does this request include non-perishable items such as equipment?

Any equipment purchased with ASCMC funds becomes the property of ASCMC and must be surrendered upon the request of an ASCMC Officer. Failure to comply is considered theft, and offenders will be prosecuted under ASCMC and/or CMC codes and procedures, and/or under local, state and federal law.

Source of Funds:5


Club Budget: $
CO: $
Executive Board General Fund: $

Senate: $
Senate Trips: $
DAC: $
SAC: $
SLC: $
President's Fund: $

Other: $

Dormitories

Is TNC

Appleby:
Apartments:
Claremont:
Auen:
Beckett:
Benson:
Berger:
Boswell:
Fawcett:
Green:
Marks:
Phillips:
Wohlford:
Stark:

Amount for: 6

Supplies $ Services $ Alcohol (up to 15% alcohol by volume) $ Total $

Under penalities of perjury, I declare that I have exmained this request and to the best of my knowledge and belief, it is true, correct, and complete.

Initial Here:7

After you submit, you will be presented with a transaction number. Please put all your receipts in an envelope labeled with the transaction number and turn it into Storyhouse #1540. When your request is approved, the payee on this form will receive a check in their box.8

  1. This is the person who controls the account. So if it is for a club event, this would usually be the club president. For a dorm it would be your dorm president and for a social event, it would be the SAC or DAC fund. Put that person’s name, phone number, position, email, school, and organization in here.
  2. This is the person or business that ASCMC will reimburse. If it is the same person as the account holder, you can just check the “Same as Above” box and it will fill in the information. If you bought the supplies for a club event, you would put in your own information. If you got a service from a business and did not pay that business first, then the payee is the business. You can include a bunch of services.
  3. Think 1-2 sentences, tops. Not a paragraph. Tell ASCMC what you did.
  4. This is a list of all goods and services (and taxes) ASCMC is being asked to reimburse. It should match your receipt(s) and/or your invoice(s). You can include multiple receipts on the same check request (this online form you’re filling out), but they should all have pertain to the same event and have the same payee. If it is for a different event or for a different payee, finish this check request and then submit another one.
  5. This is where you detail where you got your money from. All the accounts are initially set to $0. You will select what sources are reimbursing you. So if you are a club, find your club on the Club Budget drop down menu and then enter the amount into the box on the right. If the Student Senate, a Class President, or Dorm agreed to fund you as well, then you enter it here, too.
  6. This is where you sum up what your money was spent on. There are two important things to keep in mind. First, you must account for all alcohol separately than supplies and services. Second, your total in the Amount For MUST match the sum of all your Source of Funds amounts. So if your club paid $100, then the amount for must sum to $100.
  7. Review your check request and enter your full initials and click submit. Your initials are your word that everything is correct. Once you submit you’re almost done.
  8. You need an itemized receipt or invoice and, if you are being reimbursed for an event, proof of notification to your club members, classmates, and/or CMC. Put them in an envelope, labeled with the Check Request ID number that you get once submitting the check request on Service. REMEMBER, requests for reimbursement can only be honored in the semester that the expenditure took place. If you will have special circumstances, notify ASCMC in advance.

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