1. Reimbursement Process Student Services Department 2017-2018

2. Check List of Items:
Complete the Student Government Reimbursement & Evaluation Form
Complete the AdHoc form & provide participant roster
Gather all *itemized receipts and affix them to a plain sheet of paper
*If student doesn’t have itemized receipts, the “Missing Receipt Declaration” form will need to be completed and submitted with reimbursement request
Submit 3 documents as ‘Reimbursement_FirstName_LastName’ to
Student Services Dept. will review the reimbursement packet and complete the remaining fields on the form
The completed packet will be sent to Business Services by your Club Treasurer & your check should be mailed to you within 4-5 weeks

3. Student Government Reimbursement Form:
Locate the Student Government Reimbursement Form on Sakai
Sakai KGI Student Services Student Activities Forms Ad Student Government Reimbursement & Evaluation Form
Complete the form in it’s entirety
A Treasurer’s signature is required in order to receive reimbursement

4. AdHoc Form: Locate the AdHoc form on Sakai
Sakai KGI Student Services
Student Activities Forms Ad Hoc Form
Complete the top portion of the form ONLY

5. This section will be completed by Student Services

6. What does “Itemized” receipt mean?
When a purchase is made over the counter, purchaser must retain the invoice and “customer copy” of the charge receipt.
The purchaser is responsible to check that the vendor lists the quantity, fully describes the item(s), and includes sales tax, prior to signing the slip.
When the goods are received after placing a telephone or Internet order, retain all shipping documentation.

7. No Itemized receipt?
Locate the “Missing Receipt Declaration” located on Sakai
Sakai KGI Student Services Student Activities Forms Missing Receipt Declaration
Complete this form in its entirety

8. Attach the following documents as pdf files into an email:
Submitting Reimbursement:
Attach the following documents as pdf files into an
Student Government Reimbursement Form
AdHoc form
Roster
Itemized receipts, affixed to a plain sheet of paper
If itemized receipts are unavailable, student must attach the “Missing Receipt Declaration”
and attach the .pdf files to
Subject line of the should be: ‘Reimbursement_FirstName_LastName’

9. Reimbursement Check Pick-up
Reimbursement Check Information:
The turnaround time for reimbursement check delivery is 4-5 weeks.
Once the reimbursement packet has been approved by Student Accounts
Students should follow up with Student Services no sooner than 3 weeks from the date the reimbursement was submitted, by ing

10. Do not purchase alcohol unless approved by Student Services
Important Items:
New rule: submit rosters for every event
Do not purchase gift cards
Do not submit a reimbursement older than 90 days, Business Services will request a W9 form
Limit for food student meals is $10/person
Only club/org Treasurers should send a reimbursement packet to Student Services
Do not purchase alcohol unless approved by Student Services