Reimbursements

Rules from Janelle:

Original Receipts Only. The business office will not accept photos, screenshots, copies, scans, etc. I need the original receipts. If it’s an online purchase, I will need the email receipt forwarded to me. If it’s purchase at a store, I will need the itemized receipt (the list of what was purchased). As for restaurants (and some stores) you receive an itemized receipt and a sales receipt. I need both of those receipts for reimbursement. Sales receipts are only given if you paid with card. If you paid with cash, I will need the itemized receipt.

Student ID# (starts with 98) and Mailing Address Needed. All reimbursements are mailed out by check. The process usually takes up to 3 weeks starting from the day the paperwork was submitted by the business office (that comes from me). I usually try to submit the paperwork within 48 hours from when I receive it unless I am really busy or I am on vacation. If the student has direct deposit set up with student accounts (business office), then I can request for the reimbursement to be deposited into their bank account. I will need to know right away so I can make sure I have the request on the paperwork. The electronic reimbursement takes about 2 weeks from when I submit the paperwork. If the student prefers to have direct deposit and they did not set it up with student accounts, they can complete the form attached. It takes about 2 business days to process. This should be done prior to submitting the reimbursement. Either way (check or direct deposit), I will need the mailing address. FYI – If the student is a tutor and has direct deposit set up with HR, that does not work with reimbursements. It’s a separate department.

Reason for Reimbursement. I need to know the reason for the reimbursement (i.e. purchase supplies for an event). If it’s for an activity or an event, I will need to know the date and where it took place (school/offsite). Most of the time I will know the reason because I keep track of your events, but sometimes there are events I don’t know about that take place offsite.

Alcohol Reimbursement. Any event that has alcohol must be approved (in the school and/or offsite). If ASDA is sponsoring an event at a restaurant/bar with a valid license to serve alcohol, we will reimburse with an original itemized receipt and sales receipt. If the event takes place outside of a restaurant/bar setting, alcohol will not be reimbursed (i.e. Mosso Rooftop). If it’s at the school, the policy is a bartender will have to be hired from Standfield Catering and security will be checking IDs. There is a cost for both. If the event is approved and we have the bartender and security in place, we can purchase the alcohol but only the bartender can serve it. Any leftover unopened alcohol will be returned. The rest will be stored. Alcohol purchased cannot be taken by the students to take home.

Travel Reimbursement. If any reimbursement was from travel, a travel form (click here) must have been signed by the Office of Student Services and the Dean prior to your trip. This form will be needed to reimburse for any travel expenses.