Reimbursement Procedure for SBSA
This page documents the reimbursement procedure for anyone who incurs expenses while running or purchasing supplies for a scheduled SBSA event. Please follow all of the instructions to ensure that you can be reimbursed in a timely fashion. Reimbursements should be submitted as soon as possible after the event, and no later than within 60 days.
Please note that if your event will involve the purchase of alcohol in excess of $70, it NEEDS to be pre-registered on Cardinal Sync (http://orgsync.stanford.edu/) before the event occurs otherwise you CANNOT be reimbursed.
Put all the associated charges for the event on either a personal credit or debit card, and you will be reimbursed via a check in the mail after you submit a reimbursement request. The most important thing is to have proper documentation. You will need:
- An itemized receipt(s) of your purchases.
- Proof of payment for your purchases. This can be either a credit card statement, or the receipt from #1 as long as it shows a charge to your credit card with the end balance being zero. If you order something online, the order confirmation page is not sufficient, unless it shows that the item was shipped (it can’t just be pending).
- An image connecting your name to the account used to purchase the items. This could be the credit card statement from #2, or a picture of your credit card (you should put tape over all but the last 4 digits).
Without these three documents, the reimbursement will not be accepted on MyGroups, so it is important to have all three.
Please submit all reimbursement requests using this form: https://goo.gl/forms/jPQk06ZXfz3yo58m2, and then email the necessary documents from above to the SBSA Financial Officer, (firstname.lastname@example.org). Once both of these steps are completed, the request can be processed. When filling out the form, providing a good description and evaluation of the event will help us track successful events and plan for future events, but at the minimum you will need to provide a 3-4 word description of each purchase in order to process the reimbursements.
Reimbursement requests will processed as soon as possible after they are submitted, but once entered on MyGroups they can still take several weeks to be accepted. Please contact the Financial Officer (email@example.com) if you have any questions!