Forms

 

Events

Fee Reversal

Trips

  • Request for Off-Campus Events/Activities
    • To request approval for hosting events or activities off-campus or student club travel.
  • Field Trip Waiver Form
    • To waive claims and acknowledge risks for field trips. This form is mandatory for all field trip participants. The form must first be completed and submitted by the participant (or parent/guardian). The advisor will then need access to sign the form; therefore, please provide the advisor's contact information for them to receive and sign it. Once signed, the waiver will be sent to the Student Life and Leadership Office for final approval.

Clubs

Finance Forms (Payments, Purchasing, Reimbursements, etc.)

Purpose: To initiate a reimbursement request for goods or services purchased on behalf of a club or council. The AS Council/Club Treasurer must complete this form. All attached documents must contain the signatures/initials of both the Treasurer and Advisor. Please allow 10-15 business days for processing once received by Student Life & Leadership.

Form Link: A.S. Payment Voucher Form - A.S. Council/Club Treasurer

Instructions 

  1. Collect all receipts, meeting agendas and event flyers related to the expenses and have the AS or Club Treasurer and Advisor initials all documents. 

  1. Click on the A.S. Payment Voucher Form link above and complete the form. The Treasurer must attach the receipts, meeting agendas and event flyers (with initials) to the payment voucher. The Treasurer must then sign the payment voucher at the bottom. 

  1. A pop-up notice will then ask the Treasurer to enter in their Advisor’s name and email for the payment voucher packet to be sent to them for approval and signature. 

  1. After the Advisor approves and signs the payment voucher, Student Life & Leadership will receive it for processing. 

Purpose: To initiate a reimbursement request for goods or services purchased on behalf of an AS funded resource center. The Resource Center Coordinator or Advisor must complete this form. Please allow 10-15 business days for processing once received by Student Life & Leadership. 

Form Link: A.S. Payment Voucher Form - Coordinators/Advisors

INSTRUCTIONS 

  1. Collect all receipts and event flyers related to the expenses and initial all documents. 

  1. Click on the A.S. Payment Voucher Form link above and complete the form. The coordinator must attach the receipts and event flyers (if applicable) with initials to the payment voucher. The coordinator must then sign the payment voucher at the bottom. 

  1. A pop-up notice will then ask the coordinator to enter in the contact information for the Vice President of Finance of Associated Student Council Ocean (email: asco.finance@mail.ccsf.edu) for the payment voucher packet to be sent to them for approval and signature. 

  1. After the VP of Finance approves and signs the payment voucher, Student Life & Leadership will receive it for processing. 

Purpose: To request the transfer of funds for AS councils or student clubs/organizations, to be completed by the AS officer or student club treasurer. 

Form Link: A.S. Transfer of Funds Form - A.S. Councils/Clubs

INSTRUCTIONS 

  1. Click on the AS Transfer of Funds Form link above and enter in the proper information. Be sure to identify which account you want to transfer funds from and which account you want to transfer funds to. The fund number should be the same if transferring with same AS council or student club budget. 

  1. A pop-up notice will then ask the AS officer or club treasurer to enter in their Advisor’s name and email for the AS Transfer of Funds form to be sent to them for approval and signature. 

  1. After the Advisor approves and signs the payment voucher, Student Life & Leadership will receive it for processing. 

Purpose:  To request the transfer of funds for resource centers within the Associated Students budget. 

Form Link: A.S. Transfer of Funds Form - Resource Centers

INSTRUCTIONS 

  1. Click on the AS Transfer of Funds Form link above and enter in the proper information. Be sure to identify which account you want to transfer funds from and which account you want to transfer funds to. The fund number should be the same if transferring with the resource center’s budget. Be sure to also provide a reason for the transfer. The resource center coordinator should then e-sign on the “Signature of Advisor” line. 

  1. A pop-up notice will then ask the coordinator to enter in the contact information for the Vice President of Finance of Associated Student Council Ocean (email: asco.finance@mail.ccsf.edu) to be sent to them for approval and signature. 

  1. After the VP of Finance approves and signs the payment voucher, Student Life & Leadership will receive it for processing. 

Purpose: To request the rollover of fundraised funds from one fiscal year to the next. 

Form Link: Request for Rollover Form

INSTRUCTIONS 

  1. Step 1 

  1. Step 2 

  1. Step 3? 

Purpose: Used for CCSF to process payments with new external vendors – those not already in the CCSF approved vendor list. This should be submitted 45 business days before vendor services are needed. 

Form Link: Vendor Information Form

INSTRUCTIONS 

  1. Check with the Student Life & Leadership Office the vendor you want to add is not already in the CCSF approved vendor list. Email Student Life & Leadership at ccsflife@mail.ccsf.edu for support. 

  1. If the vendor is not on the CCSF approved vendor list, send the Vendor Information Form to the vendor to be completed by them. 

  1. If you want to add a speaker or performer(s), you must also have them complete the Form W9 and the Contract for Speakers form (both are below). 

  1. The vendor should submit the completed form directly to Student Life & Leadership for processing at ccsflife@mail.ccsf.edu.  

Purpose: This form is required to add new vendors to the CCSF approved vendor list and is used to collect taxpayer identification information. This should be submitted 45 business days before vendor services are needed.

Form Link: W-9 IRS Form

INSTRUCTIONS 

  1. Along with the Vendor Information Form, send this to the vendor for them to complete. 

  1. The vendor should submit the completed form directly to Student Life & Leadership for processing at ccsflife@mail.ccsf.edu. 

Purpose: To formalize agreements with speakers or performers for events. Speakers/performers cannot perform services until approved by Student Life & Leadership. Must be submitted at least 21 business days in advance of event date.

Form Link: Contract for Speakers/Performers Form

INSTRUCTIONS 

  1. Share the link to this form with the speaker/performer for them to begin the form and complete the top and middle sections - everything above the signature the "AS Council or Club Treasurer Signature" line. The speaker/performer should be able to e-sign at the top of the second page.

  1. The speaker/performer should send the form to the A.S. Council/Club treasurer for them to review and sign. 

  1. The A.S. Council/Club treasurer should then have the form sent directly to the Student Life & Leadership Office for final review and approval.