Important Forms and Paperwork

GAB Grant Application Posted.

Grant Apps and Check Requests can now be DIGITALLY filled out!

REMEMBER - Andrew Quigley is the ONLY person who can sign off on these forms. Contact him at any time:

quigley@lclark.edu (preferred)

206-948-9788 (high importance)

Account Authorization Form

This form enables a member of a student organization to submit check requests and charge reports to ASLC. Up to two members from each organization may act as treasurers.

Check Requests

You MUST fill out the above authorization form before submitting all check requests

This is how students are reimbursed and outside individuals are paid for money spent on group supplies and/or events. A receipt, invoice or other supporting documentation of purchase must accompany Check Requests. Check Requests submitted without such documentation will not be accepted. You must keep a copy of the entire check request packet for your organization’s records.

Do not personally pay independent contractors (i.e. caterers, coaches, performers, any outside vendors providing a service). For tax reasons, the business office must issue the check.

Charge Reports

Charge reports should be filed after anything is bought from on-campus vendors including the Bookstore, Cashier’s Office, and the Copy Center.

Tax Forms

W-9: A form required to pay independent contractors (see above). Please attach the W-9to the check request.

Performance Agreement: A form required when contracting a guest performer or speaker. It contains the details of the performance agreed upon between the college and the performer. This form must be turned in at least two weeks prior to the event. It must be signed by the performer and Robbie Fung, Director of Student Activities, before it is turned in with your check request.

Student Performance paperwork: Student performers need to complete a I-9, W-4, and work authorization form if they are hired by any student group. Robbie Fung should be listed as their supervisor. Contact Chris Logan in Student Financial Services with questions.

Alternative Funding Source

If you plan to approach other offices and departments for additional funding, you must complete this form. It helps ASLC ensure that your student group receives any funds you are promised.

Travel Reimbursement

This form must be completed to receive reimbursements for gas mileage. You will be reimbursed at the College’s rate of $0.485 per mile.

Where can I find these forms?

Check out the links on the right-hand side. And, all forms are available in the ASLC Vice Presidents’ office. Tax forms and performance agreements are also available at the Business Office and Student Financial Services.

When are these forms due?

Check Requests - Due by 5pm Thursdays (Checks will be available at the Cashier’s Office the next Friday or mailed out)

Charge Reports - Due within one week of purchase

Alternative Funding Source - Due BEFORE you begin seeking additional funds

All other paperwork should either accompany check requests or be completed ASAP following the event.