How to Reimburse Expenses

Most typically, CSA Senate reimburses organizations and individuals for inexpensive items through a reimbursement process.

Organizations (inexpensive items):

  1. A group member pays the initial cost for the item with personal funds.
  2. The club treasurer (or president) fills out a reimbursement form with the name of the group member, the actual receipt and other information in the Student Activities Office (Sayles 159).
  3. The CSA Treasurer checks the form, and, after emailing the club  treasurer (or president) any questions, signs it.
  4. The SAO Director checks the form and signs it.
  5. The Business Office processes the form.
  6. The group member receives money in their back account.

Individuals (inexpensive items):

  1. An individual pays the initial cost for the item with personal funds.
  2. The individual fills out a reimbursement form with their name, the actual receipt and other information in the Student Activities Office (Sayles 159).
  3. The CSA Treasurer checks the form and after emailing the individual any questions, signs it.
  4. The SAO Director checks the form and signs it.
  5. The Business Office processes the form.
  6. The individual receives money in their back account.

Organizations/Individuals (expensive items):

  1.  Club treasurer (or club president or individual) emails the SAO Program Assistant (jvanzuil@) with a link to the item.
  2. The SAO Program Assistant purchases the item with the SAO credit card with money from the club's account (or the Senate account in the case of individuals).

Notes:

  1. Please do not expect to be reimbursed immediately. The reimbursement process takes one to two weeks from the time the CSA Treasurer receives the form (sometimes longer).
  2. It is very important to attach the original receipt (not a photocopy) and have the treasurer of your organization sign the payment request form. Please note: signed credit card receipts (without items listed) are not acceptable. The receipt must clearly detail what was purchased and the individual prices - this is most often an issue with meals.
  3. Reimbursement submission is required within 60 days of expense (or trip) per IRS guidelines. (Reference publication 463).
  4. If you need to pay someone upon delivery of a service (a performer, a rental company, etc), please obtain an invoice and completed W9 form from them one week prior to the delivery. Lee Clark from the SAO office deals specifically with these contracts. Contracts must be signed one week prior to the event.
  5. Even if your organization has already purchased items, Senate cannot reimburse purchases that violate bylaws. Senate does not distribute funds to groups or individuals retroactively. Funds must be requested well in advance.
  6. Senate cannot reimburse items more than the amount in a club's account (or explicitly approved for the expense).
  7. Please email the CSA Treasurer before buying items if you have any questions.