FAQ's

Q. How do I access my club's account information?

Club account balance and transaction statements are available in the Epicenter by request.

Q. What will be expected of me as the club advisor?

As the club advisor you will have many responsibilities. You should be present and available to club officers and members, stay up to date on the club's finances, be aware of the club's events, be a mentor, and be attentive to details.

Q. Why is it necessary for me to sign all financial documents?

The advisor provides an extra security level to protect the integrity of club funds. All Payment Request Forms must have the advisor’s signature in order to be processed. The Epicenter staff checks all PRFs for accuracy. If an advisor’s signature on a PRF appears different than the signature on the club’s charter, payment processing will be delayed until the signature can be verified. ASI has received a mandate from the University to safeguard all club funds, so a high level of attention is given to every club transaction.

Q. Will I be held liable if something goes wrong with the club I am advising?

Advisors of recognized student clubs are in most cases acting within the scope of their employment, and are covered by University liability as long as all actions have adhered to University policies and procedures. The University expects advisors to inform club officers and members of relevant state laws and University policies and to take reasonable steps to enforce them.

Q. How do I reserve a classroom or UU conference room for a meeting?

If you would like to reserve either a classroom or UU room for your Club/Organization's meetings, just stop by the Epicenter and pick up a Room Request form. Room Request forms are also available online at 2009-2010 Room Request Form. Make sure you have a Club/Organization officer and your Club/Organization advisor sign the request before turning it in to the Epicenter. Please note that no reservations will be made over the phone, nor can the Epicenter hold a space for your Club/Organization until you have returned the signed Room Request.

Q. How do I see what rooms/spaces are available on-campus for meetings/events?

To view room/space availability go to http://www.events.calpoly.edu. This will show you the rooms and spaces that are currently available. Please keep in mind that all rooms and spaces are reserved on a first come, first served basis, and that while they might appear to be available there may be other requests submitted before yours.

Q. When can I apply for ASI Club Funding?

You can apply for ASI Club Funding when you charter/re-charter for the new fiscal year. You must fill out a Club Funding application and once the application is approved, you will be able to start using the funds. Club Funding applications can be submitted at any time throughout the year. Please note that applying for Club Funding does not mean that you are guaranteed funding. There is only a certain amount of funding available and it is allocated on a first come, first served basis.

Q. How do I get reimbursed for Club Funding expenses?

There are two different types of Club Funding: Event Co-Sponsorship and Club Sponsorship. To get reimbursed for both types of funding, you will need to fill out a PRF with the appropriate back-up documentation attached (i.e. receipts, invoice, bank statement, etc.). For Event Co-Sponsorship it is important to use the PRFs supplied to you by the Epicenter which will be specific to your event. Then submit the PRF to the Epicenter for processing. Please remember that all Event Co-Sponsorship PRFs must be submitted to the Epicenter no later than 2 weeks after the event takes place. Clubs that receive Club Sponsorship have until the last day of spring quarter to submit receipts for club expenses that use club sponsorship.

Q. If we do not end up using our entire Club Funding by the end of our event/fiscal year does it remain in our club account?

Any Club Funding that was not used during an event or by the end of the fiscal year will be taken out of the club's account and placed back into the general fund to be used again for the next fiscal year.

Q. How do I get reimbursed from a club?

Bring your original receipt for items purchased to the club treasurer. The treasurer will fill out a Payment Request Form (PRF) and authorize payment with their signature and the signature of the club advisor. Once the PRF has been turned in to the Epicenter, it will be processed. The PRF should be ready for pick-up in five business days, after 11 a.m.

Q. How do I deposit money into my club account?

Pick up a deposit slip from SESLOC or the Epicenter. Fill it out completely with your club name, account number, deposit description and total deposit. Be sure to stamp your checks with the endorsement stamp (available at SESLOC or the Epicenter). Take the deposit slip and your money to SESLOC to be deposited.
Exception: If the money was donated to your club do not deposit the funds to SESLOC; please see the donations section of this handbook for complete instructions.

Q. What is considered proper back-up documentation?

Proper back-up documentation includes, but is not limited to:

1. Original Itemized Receipts
   • If receipt is not itemized or the receipt does not contain clear descriptions as to what was purchased, we will need a memo from the advisor stating that no alcohol was purchased. A memo template can be found at Advisor Memo
   • If the original receipt is hand written we will need additional backup documentation to prove that payment was made (credit/debit card statement with cardholder name or front and back copy of cleared check).
   • Due to account auditing procedures and requirements, we cannot accept copies of receipts.
2. Original Itemized Invoices
   • If you are using an invoice as proof of payment, the invoice needs to state that it was paid for, the items were received, and it needs to have the payee’s name on it.
   • If the invoice does not state it has been paid for or the payee’s name does not appear, we will need additional backup documentation to prove that the payment was made (credit/debit card statement with cardholder name or front and back copy of cleared check).
   • We can accept faxed or emailed invoices if sent to Epicenter directly from the vendor.
   • We can not accept hand written invoices, invoices that have not been marked as received, if not all necessary information is listed, or if no tax ID # is listed (for service providers only).
3. PRF’s for Scholarships
   • When a payment request form is submitted requesting reimbursement for a scholarship it is imperative that the Employee ID # and the tax ID # for the scholarship is included on the PRF.
   • A memo from the advisor will also be required. All detailed information in the memo will need to have backup associated with it (i.e. if the memo stated that the scholarship was awarded to the winner of the spelling bee competition, the Epicenter would need proof that the spelling bee competition took place and that it was stated beforehand that a scholarship would be awarded to the winner).

Q. My advisor is out of town and I need his/her signature on a PRF or E-Plan. What can I do?

If your club has a co-advisor whose signature appears on the charter, they are authorized to sign in your regular advisor’s absence. If a co-advisor has not been identified, staff will not be able to process the request until such arrangements are made.

Q. Can anyone start a new club?

Only currently enrolled Cal Poly students have the ability to start a club, they must have at least 8 currently enrolled members, and they must have a faculty or professional staff member of the University acting in the role of advisor.

Q. Why would I want to start a new club?

Starting a new club can be both challenging and rewarding, and provides valuable experiences that can positively affect your college experience. Some of the other benefits of club membership include:

• Growing and learning to become a better leader
• Meeting others with similar interests and expanding your circle of friends
• Developing your leadership skills and remarkable talent
• Providing balance for the academic side of your life
• Creating a network of campus and community contacts

Q. How will I know if my new club has been approved?

Once your club’s bylaws have been approved by Student Life & Leadership, the Epicenter will notify the club creator that the bylaws have been approved. The President, Vice President, Treasurer, and Advisor will be required to complete the online training, fill out the club charter form, and then submit it back to the Epicenter for Student Life & Leadership final approval and Epicenter processing. The Epicenter will notify the club that they are now an officially chartered Cal Poly Club.