Reimbursements

Students are discouraged from spending their own money on club expenses.  Please note the following:

You cannot be reimbursed for sales tax!

You cannot be reimbursed for the purchase of alcohol!

You cannot be reimbursed for paying a service provider!

You cannot be reimbursed without appropriate documentation. You must provide original receipts and proof of payment.  In addition, whenever you want to be reimbursed for food you must provide an itemized receipt of the food that was purchased and a list of the people who ate the food.

You cannot be reimbursed for prizes or gift certificates until you report the names of all recipients to Trish by emailing pdoran@csbsju.edu. 

You cannot be reimbursed for mileage on a personal vehicle.  If you drive your own vehicle on behalf of a club you can be reimbursed for 2/3 of the gas expenses if you provide original receipts. 

You cannot be reimbursed without auditor approval.

You can be reimbursed for auditor approved expenses. 

 

If your club is housed at CSB, you need a reimbursement and you spent less than $100.00...

• Complete a Club Cash Disbursement Voucher in Trish’s office. 
• This form must be signed by your club’s treasurer and auditor.  Leave the form in Mary Commons 208 for your auditor to sign. Remember to:
  1. attach original receipts to verify the expense
  2. notify your auditor that he or she has paperwork waiting to be reviewed.
• Trish will notify the individual being reimbursed when the club auditor has approved the paperwork.
• The individual being reimbursed must take the signed form to the appropriate business office to receive a cash reimbursement.

The SJU Business Office never reimburses students in cash, regardless of the amount.  All reimbursements processed at SJU require the use of a check request form.

If your club is housed at SJU or if your club is housed at CSB and a club member spent more than $100.00, to process a reimbursement you should...

• Complete a check request form.

CSB Check Request Form

SJU Check Request Form

• Attach original receipts to verify the expense.
• Have the club treasurer sign the check request form and drop it off in Student Activities, Mary Commons 208, CSB.
• Let your auditor know that there is a check request to be signed.
• Trish will forward check requests to the business office to be processed once they are signed.   Checks can be picked up at the Student Accounts window on the campus which houses your club account.

Student Accounts does not notify individuals when checks are ready.

You cannot be reimbursed for an expense unless the expense was approved by your club auditor.  Do not order items (such as t-shirts) with the intention of using allocated money unless you have auditor/CFB approval!!!!!  If you make a purchase without prior auditor approval, you are personally responsible for the expense.