ASUN Central Station

Introduction

• Office Hours Monday-Friday 8am to 8pm.– Saturdays 10:00 am to 2:00 pm – Sundays and Holiday’s closed– Summers 8:00-5:00 Weekdays and Closed Weekends

• Phone Number 784-6589• All forms can be found online at the ASUN website or at the ASUN

accounting office! http://www.nevadaasun.com/forms/forms.html• E-mail: Accounting@asun.unr.edu• There is a drop box for after hours use between the Rita Laden

Senate chambers and the front desk!• When you come see us have your wolf card ready…

What do we do?

For Clubs and Organizations

• Check out credit cards• Checks for payment (CostCo)• Checks for reimbursement• Access club support funding• Deposit Money into your

account• Process travel paperwork• Check out Cash boxes• Explain things• Electronic Funds Transfer

For ASUN Orgs

• Key requests• Prox card requests• Equipment Checkout• Time sheets• Hiring paperwork• Tech Checkout• Ticket Checkout

Reminder:

• We do not hold money and thus do not have change

No longer use Club Signature cards

We moved to utilizing just the president and treasurer from your club renewal application

Payment Request

https://asun.wufoo.com/forms/payment-request-form/

• ALL REQUESTS MUST USE THE PRESIDENTS OR TREASURERS EMAIL WE HAVE ON FILE!

• It is best to turn in 24 hours in advance! (Always plan earlier than later, early planning makes for a successful event)

• A list of names need to be turned in if 20 or less people will attend the event that provides food or prizes

• A detailed/itemized receipt needs to be turned in after a purchase is made

• For quickest and easiest payment it is best to use a credit card

Original!!!!Itemized/Detailed Receipts

Card cannot be used to buy:

• Items for Personal use• Cash Advances• Independent Contractor Expenses other than airfare• Printing/Copying Service over $50 must be approved by Marketing & Communications and a

release authorization number given (does not apply to departments outside the Reno/Sparks area)

• Travel Expenses for employee’s hotels, meals and personal travel expenses.• Traveler Checks• Gas• Recurring Transactions that should be requisitioned through the Business Center North.• Purchasing gift cards for employee(s) is the equivalent to giving the employees cash and is not

allowed.  Payments to employees, other than reimbursement of expenses, can only be made through payroll.

• Tuition• Firearms• Ammunition• Alcohol

Request for Reimbursement

• All checks can take up to 10 to 15 working days to be processed to be sent to Cashier’s or mailed! (Plan Early!)

• Please remember to add students NSHE# if it is a reimbursement or tax ID# (W-9) if it is a vendor.

http://www.irs.gov/pub/irs-pdf/fw9.pdf

• BPO / Purchase Requistion are for orders that are $2000.00 or more and off campus. We need an quote/estimate and tax ID#!

Transfer of FundsTransfer of funds is for clubs that need to transfer money to another club or department. No invoice is needed.

Cash Box

• All departments/clubs can check out a cash box.

• Please turn in form 24 hours before event.

• After an event it is a good idea to have one individual hold the keys and one individual keep the cash box for security purposes

• Be sure to return the key with the box or your club will be charged a $10.00 fee to replace the key

• https://asun.wufoo.com/forms/cash-box-checkout-form/

Cash Gift

• The donor must complete the form!

• Make sure that club name is on the form!

• Make sure money is attached

Located at :http://www.nevadaasun.com/forms/forms.html

Gift in Kind

• Used for gifts that are donations and not cash.

• Must be filled out by donor.

• Remember to put club name and someone from the club that can be contacted.

Located at http://www.nevadaasun.com/forms/forms.html

Prize Receipt Form

• Please return within 24 hours after event.

• Club will be placed on hold if form is not turned in

Located at http://www.nevadaasun.com/forms/forms.html

TravelAll Original Receipts!

http://www.unr.edu/campus-business/all-forms#552

Before

• 15 days before (Earlier is better)

• Conference Schedule• Invoices if possible• Must be turned in before you

can get a C.C. • As much as you can put

together• Gas Before

After• 10 days or you wont get paid

(Sooner is better)• Detailed / Itemized Receipts• Per diem• Any and all receipts you want

reimbursement for• Gas After

Purchasing Violations

• Tip over 20% • Fail to return a CC in 24 hours• Buy prohibited items• Get taxed• Buy items other than the items

indicated on request• Spend over allotted amount• Gas• The splitting a single charge

over 2000.00• Didn’t fill out travel paperwork

prior to accessing a CC• No event or list of names when

using money for hosting (food, gifts, and prizes)

Common Misperceptions

• 20% tip is that of the entire bill

(The 20 percent of tip only counts on the food amount. Not delivery or

other charges)• I can print my flyers wherever and whenever.

(Any print job over 50 dollars that is off campus requires a print release

form)• If I make two separate payments on a purchase over $1999.99 it counts as two

purchases

(No! breaking up payments for goods or services is not the same as separate purchases)• If I make two separate purchases over 1999.99 on the same day that is not a

purchasing violation

(If you make two purchases on the same day as a single department to a single vendor that is not ok, it is a purchasing violation)

• I can use my club or organization account to pay taxes

(No! Once money is in a University account it cannot be used to pay taxes there are three ways to fix this)

Ticket/Prize Distribution Protocol

Questions? Comments? Concerns?