All reimbursement questions should be directed to the GSA Vice President ([email protected]).

SAVE YOUR RECEIPTS:

Graduate Students/RSOs can be reimbursed only for what was spent for each category, as evidenced by the receipts.  You will not be eligible for reimbursement if no receipt is available. 

REIMBURSEMENT FOR APPROVED AMOUNTS ONLY

Graduate Students/RSOs can be reimbursed up to but not exceeding the amount that was approved by the Graduate Funding Board for each expense category (Conference fees, Travel, Lodging, Miscellaneous) per person.

REIMBURSEMENT ONLY FOR WHAT WAS USED

Graduate Students/RSOs can be reimbursed only for what was used/attended.  In the event that a student does not go to the conference or use the lodging or travel funds, but still pays for these things, we will NOT reimburse for those expenses.  FOR EXAMPLE: When students plan to share a hotel room, but one student backs out, only the student who used the hotel will be reimbursed, but only up to what was approved by the Graduate Funding Board per person. 

REIMBURSEMENT FOR APPROVED STUDENTS ONLY

Graduate Students can be reimbursed only if they were approved for funding. A list of students attending the conference/event was submitted with the GSA Funding Request.  Only those students were approved for funding and reimbursement.

SHARED BILLING/RECEIPT

In the case where one bill/receipt is paid by one individual, but covers multiple individuals, the individual who paid the bill will be reimbursed for the entire bill, as long as the bill only covered approved individuals.  For example, if three students share a hotel room, but one student pays the entire bill, the student who pays the bill will be reimbursed for the entire amount (the amount approved for three students).  The other two students will not be reimbursed for the hotel room.

REIMBURESMENT ONLY AFTER EVENT

Graduate Students can only be reimbursed after the event has been attended, NOT before.  Please submit for reimbursement within two weeks of the event.

FULL FOLIO RECEIPTS IN PDF FORMAT ARE REQUIRED

For more details and examples of a full folio receipt, please see the GSA Reimbursement Rules page Here 

1. Shortly after your Budget Request has been approved by the Graduate Funding Board, a link to a google folder will be sent to the Individual/RSO Representative (Usually the RSO Finance Officer) via e-mail. You will upload all your reimbursement documents to that folder.
2. For RSO requests, after the conference the RSO Finance Officer/Representative should gather the receipts (conference fees, travel, lodging) from all the students who need reimbursement. For individual requesters, please gather all your receipts.  Receipts must be in PDF form, and digital.
3. Download the appropriate Reimbursement Excel File. For Individual/RSO Travel, please download the Travel/Expense form here.  For Campus Programming Events, please download the Campus Programming Expense form here.
4. The Expense forms have several sheets. For each student requesting reimbursement, please fill out a “student sheet” on the excel file.  To make more student sheets, you can “duplicate” student sheet #1.
5. Please fill out the blue and green boxes for each sheet in the Expense File.
6. Once the Reimbursement Excel File sheet is filled out completely, please submit the Expense form along with all the receipts to the folder provided by the GSA for reimbursements (see step #1).
7. Please e-mail the GSA Vice President ([email protected]) to let them know all the files have been uploaded to the google folder. 

Note:  We do not accept partial submissions.  Please submit all the receipts and Expense Forms at once.

Once submitted

1. The GSA will send you an acknowledgement of your submission via e-mail.
2. The GSA will decide if the reimbursement submission is complete or needs amendments.  They will contact the Individual/RSO Representative about their decision.  If amendments are required, they should be made in a timely fashion.
3. Once the reimbursement submission is complete, the material will be sent to the Graduate School for processing.  The Individual/RSO Representative will be notified when this occurs.
4. The Graduate School will send a paper check to each student requesting reimbursement.  The check will be sent to the address on the Expense form for each student.  Please make sure the address is correct.