Purchases & Reimbursable Expense Policy

Expense reimbursement forms must be appropriately supported as described below and approved by the student organization treasurer (or chair if there is a conflict of interest with the requested payee) PRIOR to being submitted to the Office of Student Engagement and Associated Student Body (ASB) for approval. Student Engagement staff are available to assist with completing the form and checking off the appropriate supporting documents.

A request for reimbursement must be submitted to the Office of Student Engagement within sixty (60) days of the date the expense is incurred.

• Approved forms over $50.00 submitted to Accounts Payable (via the ASB Treasurer) by noon on Friday will typically be paid by noon on the next Friday. Payments are made by check or electronically by direct deposit unless there are other extenuating circumstances involved.
• Approved forms under $50.00 along with supporting documents must be submitted to the Office of Student Engagement for approval by the ASB Treasurer. Once approved, the payee will be notified by the Office of Student Engagement and will need to pick up the form and then directly turn it into Student & Departmental Accounts on the lower level of the Fowler Student Center for a cash reimbursement. Reimbursements under $50.00 will NOT be processed as a check or electronic payment.

 

All reimbursable expenses must be accompanied by an original, itemized receipt detailing what was purchased. If the receipt does not show that the amount was paid in full, proof of payment must also be attached (such as a credit card slip or bank statement). Please note that proof of payment alone is not sufficient. Receipts made with a credit card MUST show the last four digits of the credit card number used.

If the reimbursable expense was made for a student organization dinner meeting or for food items, the following information must also be included in the supporting documentation:

• Purchase type and full description
• Date and purpose of related event/meeting
• Number of attendees and names (attendees may be listed or evidenced by a sign-in sheet)

 

Gift cards given out as small gifts or prizes may only be purchased in amounts of $25.00 or less; multiple gift cards may not be given to the same individual. Gift cards may not be used as payment in return for goods or services.

 

With the exception of gift cards, the total monetary value of a single prize, gift or award may not exceed $300.00 (e.g., a student organization may not purchase and gift speakers that value at $500.00).

Student organizations and/or their advisors found in violation of this policy may result in loss of privileges that may include but are not limited to; future purchasing/spending privileges, allocation of funding, etc.

If you must purchase a single prize that is above the $300 maximum limit, you need to email the Director of Student Engagement for an appeal explaining the following reasons in no more than 250 words - why this specific prize is needed and how it supports the mission of the student organization; why a prize valued at $300 or less is not sufficient. This is not a guarantee that an exception will be made though.

 

All drivers who are traveling in personal, College, or rented vehicles MUST have current Driver’s Training and Clearances through Facilities Services.

Use of personal vehicles is not recommended when transporting College students or employees, because it exposes the owner to serious financial loss in the event of an accident. If a personal vehicle is used for College business, the driver’s personal automobile insurance is primary in the event of an accident (i.e., claims filed are first the responsibility of the driver’s policy). In the event of an accident involving passengers who are students or employees, a copy of the accident report (or other notification) should be submitted to the Director of Student Engagement & Special Events immediately upon return to the College.

Gas, auto insurance, or other personal vehicle related expenses ARE NOT reimbursable.

Mileage incurred in personal vehicles on College business may be reimbursed at the rate set by the Office of Business & Finance. The Office of Business & Finance rate ($0.66 per mile) which is based upon the current IRS published mileage rate. Mileage is based on the most direct route. The College does not reimburse for commuting between home and campus. If traveling in personal vehicles is required, College representatives are expected to carpool when traveling to offsite events to reduce incurred expenses.

Mileage reimbursement descriptions should include:

• Location of origination (starting from the College address) to destination with a calculated mileage distance that is supported by Google maps or another comparable mapping tool
• Date and purpose of related event/meeting