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Who should be Cashier Satellite Trained?

Presidents and Treasurers are required to be Cashier Satellite trained as main officers handling funds has recognized by campus.

You can request additional officers to be Cashier Satellite trained with approval of SLIC. Recommendation of office who often handle funds such as Philanthropy Chairs, Fundraising Chairs, positions of equivalent duties, etc. 

There should be no more than 5 officers Cashier Satellite trained within one organization. To request Satellite Cashier training contact the appropriate SLIC Staff.

How to get Cashier Satellite trained

Training must be attended In-Person with the Cashier's Office.

Presidents & Treasurer will have training priority during the Fall Leadership Conference on Friday, September 26, 2025. 

Additional trainings will be offered once a month throughout the semester with the Cashier's Office. Training dates are TBA.

To do a (NON-RESTAURANT) Procurement Card Purchase, follow the steps below.

1. Submit your event in BaySync at least 3 weeks in advance.
2. Complete the and attach it to your .
   Transaction Type: PCard Purchase Request.
3. Schedule a meeting with RSO Staff to review the Funding Request, account balance, and any additional details needed for your event or purchase. 
4. SLIC will communicate with you once purchases have been made. When items are ready for pick up and will be notified to pick up items at the SLIC Office (South UU 2011).
   1. All items will be shipped to the SLIC Office, South University Union 2011 per campus policies. No items purchased with AS funds can be shipped to a personal address.
   2. If items are not picked up after the academic year, they may be donated. SLIC is not able to house RSO items. 

To do a (RESTAURANT) Procurement Card Purchase, follow the steps below.

1. Submit your event in BaySync at least 3 weeks in advance.
2. Complete the and attach it to your .
   Transaction Type: PCard Purchase Request.
3. Schedule a meeting with RSO Staff to review the Funding Request, account balance, and any additional details needed for your event or purchase. 
4. SLIC will communicate with you once purchases have been made. 
   1. An email confirmation with receipt will be sent once the items have been ordered.
5. If you need to make changes to an order, you must notify SLIC a minimum of 7 days prior to the pick up date.
6. It is the responsibility of the RSO to pick up the items/order. SLIC is not responsible for any orders not picked up/reimbursements if not picked up.

Any items for the student org that require shipping, and are utilizing AS funds in any way (cash advance, reimbursements, etc.), MUST be shipped to the Student Leadership and Involvement Center (25800 Carlos Bee Blvd, South UU-2011, Hayward, CA 94542). *NOTE: Receipts from items that are shipped must indicate items have been received/delivered.

Per University policy, all items that are utilizing university funds (including AS Account) are required to come to the campus first. This is for protection of the student organization to ensure packages do not get lost, stolen, etc. Shipping to personal addresses is not allowed. If a student orgs ships items to a personal address utilizing AS Account funds, SLIC will not be able to approve any cash advance, reimbursements, etc. 

This process cannot be used to pay for guest speakers, services (printing, photographer, DJ, etc.), or transactions that are over $500, regardless of the type of transaction. No cash can ever be handed to a guest speaker/performer/DJ as payment. If the vendor has a fee, you must request an invoice from the vendor and it will be processed through a Short-Term Limited Scope (STLS) and Vendor Data Record (VDR) will need to be completed by the vendor for any fees up to $1000. If the fee is more than $1000, then SLIC will create a requisition for a Purchase Order (PO) to cover the cost.

Cash and/or debit/credit card payments are reimbursable transactions. All other payment methods (giftcards, EBT, etc.) are not reimbursable. If you have questions about other payments, talk with your SLIC Staff for pre-approved prior to purchasing. AS RSO funds cannot be used for alcohol, tobacco, or gift card purchases.

Advances should be returned to the Cashier's Office no later than 7 days after the event has concluded. Failure to do so will result in a hold on your account.

To do a Cash Advance, follow the steps below.

1. Submit the RSO’s event in BaySync at least 3 weeks (20 business days) in advance.
2. Complete the and schedule a meeting with to review the Funding Request, account balance, and any additional details needed for your event or purchase.
3. Complete the . Transaction Type: Cash Advance. Be prepared to attach the RSO Funding Request Sheet.
4. The form will be routed via AdobeSign to SLIC Pro-Staff and the Cashier's Office. Once signatures have been obtained, the form will route to the RSO officer to sign.
   1. The office signature confirms that you are aware the Advance Request is approved and available for pick up AND you are acknowledging the original receipts and any excess/leftover cash must be turned into Cashier's Office within 7 days after the event has concluded.
5. Once the form has been signed, the officer can proceed to the University Cashier (first floor of SA) to receive funds. The officer who submitted and signed the form is able to pick up the funds - they must be Cashier Satellite trained.
6. The officer makes purchases using the Cash Advance funds. 
7. The officer must return original receipts and any excess/left over cash to the Cashier's Office.

Cash Reimbursements must be submitted within 30 days after the event has concluded. Reimbursement should be picked up within 60 days after approval from SLIC and Cashier’s Office. Failure to do so will result in forfeiting any reimbursement funds.

To do a Cash Reimbursement, follow the steps below.

1. 1. Submit the RSO’s event in BaySync at least 3 weeks (20 business days) in advance.
   2. Complete the and schedule a meeting with RSO Staff to review the  Funding Request, account balance, and any additional details needed for your event or purchase.
   3. The officer makes purchases using their own funds.
   4. Complete the . Transaction Type: Cash Reimbursement. 
      1. Be prepared to attach the RSO Funding Request Sheet and your receipts. 
   5. The form will be routed via AdobeSign to SLIC Pro-Staff and the Cashier's Office. Once signatures have been obtained, the form will route to the RSO officer to sign.
      • The office signature confirms that you are aware the Reimbursement Request is approved and available for pick up AND you are acknowledging the original receipts must be turned into Cashier's Office.
   6. Once the form has been signed, the officer can proceed to the University Cashier (first floor of SA) to receive funds and turn in receipts. 
      • The officer who submitted and signed the form is able to pick up the funds - they must be Cashier Satellite trained.

Depending on the type and amount of invoice received will determine the type of transaction SLIC will complete with the vendor and/or service.

RSOs will need to obtain an invoice from the individual/vendor, the invoice must include:

• Government name of individual providing the service
• Type of service
• Date of service
• Cost of service

SLIC will initiate a Vendor Data Form (VDR) via AdobeSign to the vendor which the individual must fill out to proceed with the process of approval.

Short Term Limited Scope (STLS) pays individuals, such as speakers, photographers, DJs, artists, etc. RSOs must contact SLIC Staff or at least eight (8) weeks before the expected event/service date for this to be processed. Any payments to individuals providing a service for the RSO must be conducted via an STLS.

Once the VDR and invoice have been filled out completely then the STLS is routed to Accounting for final approval. SLIC Staff will confirm STLS has been processed.

Payment to the vendor will not be received until services have been rendered.

A purchase order (P.O.) is required for purchases over $1000 or rental services with vendors. RSO must contact SLIC Staff at least eight (8) weeks before the expected event/service date for this to be processed. 

Once the VDR and official invoice have been filled out completely then the Purchase Order (P.O.) is routed to Procurement/Accounting for final approval. 

SLIC Staff will confirm the P.O. has been processed.

Payment to the vendor will not be received until services have been rendered.

How to Request Fund for STLS, Travel, or POs

STEP 1 - Submit your event in BaySync at least 8-10 weeks in advance. 

STEP 2 - Complete the  and attach it to your 

STEP 3 - Schedule a meeting with  to review the Funding Request as well as any additional details needed for your event or purchase. 

STEP 4 - Depending on the type of event or purchase, SLIC Pro-Staff will notify you of next steps and any updates. SLIC will be in contact with the vendor/service to collect needed documents and will provide support working with the university/campus partners.

1. Pick up (or download/print) and complete a Deposit Slip. 
2. Take the money/checks along with the deposit slip to the University Cashier (first floor, SA building).
3. Obtain a receipt from the Cashier's Office. Funds will be automatically deposited in the RSO's AS Account listed on the deposit slip.

Eligibility Requirements:

• The student organization must be Officially Recognized by SLIC.
• Have a AS Account with SLIC.
• Be in good standing with the university determined by SLIC. 

Application requirements to keep in mind:

• Events must be submitted in BaySync for SLIC review prior to the submission of the ASI Funding application. 
• ASI Funding Application must be submitted by the President or Treasurer of the organization.
• Applications must be submitted at least 30 calendar days prior to the start date of the event.
  • SLIC recommends AT LEAST 6 weeks prior to your event to ensure proper approval and ample time to make purchases.

Event requirements to keep in mind:

• Event must be on-campus and open to ALL CSUEB students
• Completely free of charge (includes but not limited to: admission fees, fundraisers, selling food, selling tickets, etc.)

Read the full RSO Event Funding Policy for more details on the application requirements before applying.

Seed Funding is for one-time funding. In an effort to empower the establishment of new or returning organizations on campus, ASI provides startup funding for such organizations.

This start-up money in the amount of $300 may be used for establishing, organizing, and promoting new RSOs.

Eligibility Requirements:

•  Newly established RSOs on campus.
• RSOs that have been inactive for 2+ years.
• RSOs that have 75% new officers.

Read the full RSO Seed Funding Policy for more details on the application requirements before applying.

Cultural Graduation Funding from ASI is allocated specifically to the student organizations that are established as the Cultural Graduation Celebration Committees.

These committees are Asian Pacific Islander Graduation Celebration Committee, Black Graduation Celebration Committee, Chicanx/Latinx Graduation Celebration Committee, & Lavender Graduation Celebration Committee.

Read the full RSO Cultural Grad Celebration Committee Policy for more details on the application requirements before applying.