Santa Clara University

Center for Student Leadership


  • iconWhat 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 business days after Accounts Payable receives the request.

  • iconRequest 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 Locatelli Activity Center.

    For CSOs, submit reimbursement documents directly to Arcelia Rodriguez. For RSOs, submit reimbursement documents in the appropriate tray for RSOs at the Locatelli Activity Center front desk.

    Reimbursement requests are due within 10 business days after the purchase or event. Be sure to follow all instructions on whichever form applies to your student organization.

  • iconReceipts & 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).

  • iconInvalid Proofs of Purchases

    Keep in mind that personal checking account and credit card statements are not valid proofs of purchase to process reimbursements. Receipts and invoices are required.

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