What is a Reimbursement?
If your student organization pays for expenses out-of-pocket (i.e. personal cash, check, credit card, or debit card), then you can request reimbursement for the amount spent as long as your organization has sufficient funds in your fund accounts. Reimbursement requests are paid in one of two ways:
- Via cash if reimbursement is less than $250
- Via check if reimbursement is $250 or more
A cash reimbursement under $250 will be available within a week (on average) of submitting the Expense Request Form and accompanying receipts and invoices. A check reimbursement for $250 or more will be issued 10 working days after Accounts Payable receives the request.
Request a Reimbursement
To request a reimbursement, submit a Payment Request Form (for Chartered Student Organizations or CSOs only) or Expense Request Form (for Registered Student Organizations or RSOs only) along with the appropriate receipts and invoices to the ASG Financial Vice President within 10 working days after the purchase or event. Be sure to follow all instructions on whichever form applies to your student organization.
Receipts & Invoices
Receipts and invoices are the most common proofs of purchase. When submitting receipts and invoices, tape them to an 8.5 x 11 inch piece of paper and make a copy for yourself. Staples and paperclips are not acceptable (tape only).
Invalid Proofs of Purchases
Keep in mind that personal checks and credit card statements are not valid proofs of purchase to process reimbursements. Receipts and invoices are required.