Student Procurement and Reimbursements

AY2021-22 Announcement

Student organizations must submit a pre-approval form to receive reimbursements for their activities.

Reimbursement Process

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.  Reimbursements which are incomplete or improperly completed will lengthen the reimbursement timeline for potentially weeks.  

It is required that all students¬†seeking reimbursements must submit a supplier registration form. Please register a “regular supplier account.” There will be no tax implications for your reimbursements and it will also allow for easier processing for other financial transactions, like academic awards. Please refer to the W-9 guide for step by step instructions. ‘

For international students, please submit the supplier request form (new window) and request “Set Up: Non U.S. Citizen Person or Entity.” Then complete the Form W-8BEN (new window) and email the signed PDF to¬† Tax_Dep.9m074yyah1@u.box.co (new window)m (new window)

After completing the above form, select the relevant reimbursement form for your request below.

Required Documentation

  • Receipts must be itemized. If you are requesting reimbursement for a purchase that includes tip, please 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, please be sure to include documentation that outlines the vendor’s pricing structure (i.e., proof that the payment amount was agreed upon ahead of time)/details about what the transaction is for.

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

Forms

Conference Reimbursements

Event Pre-Approval Form (required for all in-person, virtual, on-campus and off-campus events)

Reimbursement Form – for submitting approved reimbursement requests (non-conference) (Google Form)