Forms

All forms must be submitted via FalConnect

NOTE about RFCs:
An RFC is used when we are issuing a contract to anyone that is providing any type of in-person/virtual services for the college such as honorarium speakers, food vendors, event vendors, etc. (an RFC is not required for Culinary Arts). The RFC should be completed by the requestor at least 3-4 weeks BEFORE services are rendered (the actual service date).  The requestor must email the RFC to the Purchasing Department (Ramona Mellgoza is the Buyer for ASCC) with a cc to Student Life (Nikki Jones). Purchasing will then issue the contract, and once they receive the signed contract back from the vendor and the District signs, Purchasing will then forward the completed contract to the requestor. At that time the requestor can submit the ASCC requisition request form and attach the completed contract from Purchasing as back-up.

Please follow these steps below.
Any skipped steps will likely
delay the approval process. 

STEP ONE: ADVISOR(s) COMPLETE DISTRICT “ASCC CONFERENCE & TRAVEL REQUEST FORM” 

All District Travel forms and information for employees can be found on the Accounting Department website. For ASCC Sponsored Travel the “ASCC Conference and Travel REQUEST Form” must be completed by all full-time employees and/or part-time faculty employees participating in travel.  
 
Notes on completing the form for student group travel: 

  • Part III: Estimated Expenses  
    • Include the cost of travel for all students and advisors traveling.  Under “Describe Other” write that the form includes advisors and students.  For example “Costs include 1 advisor and 5 students”.  
  • Part IV: Approval and Authorization
    • Include all signatures – attendee, manager, VP, and President (if applicable).
    • Recommend using AdobeSign to complete this process. View this page on how to request signatures in AdobeSign.  

STEP TWO: Prepare ASCC Student Travel – TRAVELER INFO & ELIGIBILITY FORM 

On this Student Travel Excel sheet you will provide the names, ID #’s, and any related travel details for hotel (roommates) or airfare (date of birth and gender) for all students and advisors traveling.  

STEP THREE: Submit the “ASCC Sponsored Student Group Travel Form” in FalconNECT. 

In this form you will: 

  • Provide travel/conference/trip details
  • Attach Advisor’s completed (with all signatures) “Conference & Travel Request Form”
  • Attach completed “ASCC Student Travel – TRAVELER INFO & ELIGIBILITY FORM”
    • This must be submitted as an Excel spreadsheet, do not convert to PDF, JPG, etc.  

STEP FOUR: MEET WITH STUDENT ACTIVITIES COORDINATOR

After submitting the ASCC Sponsored Student Group Travel form in FalConnect, schedule a meeting with Chris Dela Cruz, Student Activities Coordinator, to review your travel request, associated deadlines, and requirements for payment/reimbursement.


This step is required for at least the first trip the club/department takes, and may be waived by Chris after the first trip. 

STEP FIVE: Student Life & Leadership Approval 

  1. Admin Clerk III reviews Traveler Info & Eligibility Form.   
    1. If any students are found ineligible a note will be sent to the Advisor via FalConnect.  The Advisor has 5 business days to make any additions to the sheet, after 5 business days the roster locks.
      1. To be eligible for ASCC Sponsored Travel students must have paid their current Student Life & Leadership Fee, be enrolled in at least 5 units, and have a 2.0 or higher.  For an exception request of the 5 unit or 2.0 GPA requirement, email the Dean of Student Services a brief statement on how the activity will benefit the student’s academic progress at the College.  Exceptions will not be made for the Student Activities Fee.
    2. Once clear, Admin Clerk III approves Eligibility section of form.  
  2. Student Activities Coordinator messages Advisor to alert that eligibility is cleared and Travel Liability Forms are required for all students.  
    1. Student Activities Coordinator will email Travel Liability Forms via AdobeSign to all students approved to travel, and cc Advisor. 
  3. Once all student liability forms are submitted, Student Activities Coordinator will issue final approval for travel. 

STEP SIX: CLEAR TO SUBMIT REQUISITIONS 

Club is now clear to submit Requisition Request Forms to arrange travel (conference registration, flights, hotel, meal money advance, etc.).  Separate RRF forms are needed for each vendor/payee.  

STEP SEVEN (AS APPLICABLE): OVERNIGHT POST-TRAVEL DOCUMENTATION 

Due to Clery Act/Title IX reporting requirements, trips sponsored by the College or ASCC must report the location of overnight stays and the names of students who stayed in each room/location. 

Following completion of travel, the Advisor must provide a roster of attendees and which room number they stayed in (or campsite number).   This information must be provided to Accounts Payable within 3 business days following the travel, and any Advisor reimbursement for travel will not be processed until the documentation is provided.  

For documentation it is recommended you utilize the final “Student Travel Excel Sheet” entered in your FalConnect submission, and add in the specific room numbers to the ‘Hotel Info’ column.  All other information needed by Accounting/Campus Police for reporting is already included in that form.  

 

ASCC Sponsored Travel Reimbursement Process
ASCC Conference and Travel Expense Claim Form 

Post-travel reimbursements require an ASCC Conference and Travel Claim form from each traveler, to be submitted through the FalConnect payment request process within your club/department’s group page in the system.

For detailed information on what to include on each section of the ASCC Conference and Travel Expense Claim form please review pages 15-16 in the ASCC Fiscal Guidelines.  

Steps to Submit a Travel Claim Form 

1.      Submit a FalConnect payment request form per payee to process the reimbursement.

a. ADVISOR REIMBURSEMENT – documents to attach in the form:

i. Filled out ASCC Conference and Travel Expense Claim form available on the Accounts Payable website, with itemized receipts attached/included in the PDF file.  

1. For meal money - on each receipt, write the date and meal it corresponds to (i.e. 4/17/26 lunch) and the names of those who it pertains to. If the meal cost is for the entire group, a printed list of the group is allowed (should space not permit writing names on a receipt). For each receipt, it must be clear what day and meal the receipt is for, and who the costs are attributed to.

b. STUDENT REIMBURSEMENT – one completed for each student seeking reimbursement. Documents to attach in the form:

i. Filled out ASCC Conference and Travel Expense Claim form available on the Accounts Payable website.

ii. If assistance is needed with the form, visit the Student Life & Leadership Office to complete the form on one of our open computers.  Staff present can assist in explaining the parts of the form.  Be sure to bring all your receipts, whether hard-copy or electronic, to assist you in completing the form.  Staff can assist with scanning receipts if needed.

iii. One file with all itemized receipts combined.

1. For meal money - on each receipt, write the date and meal it corresponds to (i.e. 4/17/26 lunch) and the names of those who it pertains to. If the meal cost is for the entire group, a printed list of the group is allowed (should space not permit writing names on a receipt). For each receipt, it must be clear what day and meal the receipt is for, and who the costs are attributed to.

2. Student Life & Leadership will send the form for signatures in AdobeSign.

3. Once all signatures obtained, form will be submitted by Student Life & Leadership to Accounts Payable so the check may be issued.  


For questions related to ASCC funded
traveling timelines & documentation,
please contact Chris Delacruz.

 

 District Travel Policies:

You have ten (10) business days from the first day of the start of the current semester/session to submit a signed Student Activities Fee Waiver Request form.Waivers will not be processed after the ten days.Fee waivers will not be processed for past semesters. 

Before you decide to waive the fee, check out the benefits! 

Form: Student Activities Fee Waiver Request