Reimbursement Procedures

Authority: Student Body Treasurer

1. Reimbursements will only be made for SG-related expenses. Expenses that fall into this category include, but are not limited to, the following: publicity supplies (staples, poster board, markers, printing costs), food for meetings (use with extreme discretion), and travel expenses (lodging/gas for trips to ASG meetings).
2. Reimbursements will not be granted if:
   1. The expenditure was in the amount of $100 or more and was not first approved in writing (via the Expense Authorization Form) by the Treasurer or Comptroller.
   2. Either a branch head or a department/committee head relevant to the expense did not approve the expenditure. Such approval may be either case-by-case or blanket for recurring situations.
   3. A person not holding an official-level position within Student Government made the expenditure.
3. Reimbursements for expenditures made more than fourteen (14) days prior to the date the receipts are submitted to the Office of the Treasury will not be granted.
4. Procedure for Submitting Receipts:
   1. Download the Reimbursement Request Form from the Student Government website. Print the form and complete it, then TAPE your receipts to the designated area on the page. Make sure you have crossed out all unrelated expenditures (e.g. a pack of cigarettes you bought while picking up refreshments for the Senate meeting). If you paid with a Credit Card, make sure the Credit Card Number is crossed out. Please use only one form per expenditure/receipt.
   2. Obtain the Reimbursement Request Form from the Treasury Office. Complete the form and attach receipts as described above in section (a). Please, again, use only one form per expenditure/receipt.
   3. Place the filled out form and receipts in an envelope. On the front of your envelope, write your name, the amount of your expenditure(s), email, and telephone number (if email is not a preferred method of contact). Drop the envelope into the Seth’s box.
5. Please allow 5 class days from the submission of receipts for the reimbursement request to be processed. You will be notified ASAP when your reimbursement check is ready to be picked up.
6. Reimbursement checks are accompanied by a Check Receipt Form, which you must sign and date with a witness present.