Purchases and Reimbursements
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, it NEEDS to be pre-registered on CardinalEngage before the event occurs otherwise you CANNOT be reimbursed. Please fill out the event form (https://forms.gle/1SA8SA6sTJP7TUibA) so we can register your event.
Put all the associated charges for the event on either a personal credit or debit card, and you will be reimbursed via direct deposit or check after you submit a reimbursement request. If you wish to receive direct deposits, you need to log into ASSU Finance (http://assufinance.stanford.edu), select your SUnetID from the top right and select “Opt-In for Reimbursement.” You only need to do this once.
The most important thing for reimbursements is to have proper documentation. You will need:
- An itemized receipt(s) of your purchases.
- Proof of payment for your purchases. This can be the same receipt from above as long as it shows payment for the purchase with an ending balance of $0. The receipt cannot say payment pending or approved, it must be completed. The credit card charge must be apparent on the receipt (showing the last four digits of the card). A credit card statement will also work as long it contains your name and card number. Please black out other expenses on the statement. 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).
Without this documentation, the reimbursement will not be accepted, so it is vital to have both.
Please submit all reimbursement requests using this form and attach all the receipts on the form. Please name the receipt files with the format VENDOR_DATE_COST, for example, PizzaMyHeart_9-25_287.15. They cannot exceed 2 MB, and each receipt must be in its own file.
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 ASSU Finance, they can still take several weeks to be accepted. Please contact the SBSA Financial Officer Minsung Cho (firstname.lastname@example.org) if you have any questions!
For program proposals, guidelines for running events can be found at the Event Running Guidelines.
If you used or requested the use of a purchase card (P-card), please email Helen Brandon (email@example.com) and CC Minsung Cho (firstname.lastname@example.org) with information on what was purchased for what reason and how much was spent. Please fill out this form as well: https://forms.gle/drZAya2fHnK95qi77