Check Requests

1
Check Requests
2
Purpose/Policies

• The purpose of the Check Request form is to allow
  clubs to request transactions from their outside
  checking, allocation, service, or donations
  accounts.
• Supporting documentation is required for all
  check requests (i.e. estimates, invoices,
  receipts, etc.).
• This form also serves as a record for proof of
  transaction for our office.

3
Procedure

• Fill out all portions at the top of the form,
  including club name, requesting officers name,
  phone number, and date.
• Clearly indicate which account is to be used for
  the transaction, who the check is intended for,
  all reasons/dates for requesting the funds, and
  the total payment requested.
• Each request must also include any applicable
  paperwork, such as invoices and receipts that
  supplement the request.

4
Transactions from Outside Checking (WAMU)

• If the check needs to be mailed to the recipient,
  club officers must complete the address section
  and clearly note on the form that they wish to
  have the check mailed out.
• Without sufficient funds in the clubs accounts,
  the check request will not be processed.
• Some common things that clubs use this account
  for
• Purchase Equipment
• Approved Travel Expense
• Facility Rental Expense
• Conference League Dues
• Team Entry
• Fees
• Officials Fees
• Uniforms
• Awards
• T-Shirts
• Coachs Stipends
• Food/Banquets

5
Transactions from University Accounts
(Allocation, Service, Donation)

• Currently clubs can use this account for
• Purchase Equipment (Balls, Goals, Nets, etc)
• Approved Travel Expense (only for collegiate
  related events or fundraisers)
• Facility Rental Expense
• Conference League Dues (Collegiate only)
• Team Entry (Collegiate tournaments, or National
  championships)
• Fees
• Officials Fees
• Uniforms
• Awards
• T-Shirts

6
University Account Reimbursements

• Reimbursements are always a last resort. A club
  must have all receipts and/or invoices to be
  reimbursed.
• Bank statements Credit card statements do not
  count as receipts to be reimbursed.
• Maximum reimbursement is 499.99.
• There are procedures put in place to protect
  clubs and the university, reimbursements usually
  bypass these protective measures and leave the
  club vulnerable to problems if the order is
  incorrect.

7
Timeline for Processing

• WAMU one week
• Purchasing from University Account 4-6 weeks
• Reimbursements from University Account 6-8 weeks

8
Other Information

• Applicable Form Check Request form
• Contact Information Sport Clubs
• sportclubs_at_campusrec.ucdavis.edu
• [phone]