Student Procurement and Reimbursements

The Office of Finance and Administration processes an average of 40-50 payments per week, which makes following proper procedures essential for receiving timely reimbursements.  Reimbursement requests which are incomplete or improperly completed will lengthen the reimbursement timeline for potentially weeks. All reimbursement requests must be submitted within a reasonable period of time, which is defined by the university as no more than 60 days from the date of the transaction. Requests made after 60 days will be denied. Additionally, reimbursement requests made toward the end of the academic year must be submitted no later than June 15th; otherwise, those reimbursement requests may be denied.  

Student organizations must submit a pre-approval form to receive reimbursements for their activities. Non-student organization reimbursement requests must include funding approval documentation from the appropriate individual or office.

Eligibility Requirements

The person who incurs the expense must be the person who registers as a supplier to be reimbursed by the university.

Receipts must be itemized. If you are requesting reimbursement for a purchase that includes a tip, submit both the itemized receipt and the receipt that includes the tip line.

Bank statements are not sufficient documentation but may be considered as a supplement if necessary.

If you are requesting reimbursement for services in which the vendor accepted a Venmo/Cashapp payment, include documentation that outlines the vendor’s pricing structure (i.e., proof that the payment amount was agreed upon ahead of time) and details about the purpose of the transaction.

The university requires reimbursement recipients to submit a supplier registration form (new window). Please refer to the supplier registration guidance page (new window) for assistance in completing the registration process. After you have a supplier ID, complete this Reimbursement Form (new window) for submitting approved reimbursement requests (non-conference).

If these requirements are not followed, you risk forfeiting your reimbursement.

Prohibited Reimbursements

Gift cards are not reimbursable under any circumstances.

Alcohol purchases must be accompanied by food.