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SURC Accounting

Student Academic Senate

Funds can be requested from Student Academic Senate to support travel, registration, guest speakers, and lodging.

There are three main parts involved in a funds request:

  1. Requesting Funds
  2. Allowable Reimbursable Expenses
  3. Submitting Documentation for Reimbursement

 

 

Requesting Funds:

To request funds from Student Academic Senate a funding request packet needs to be filled out which can be found in the ASCWU-BOD office in SURC 236 or on the ASCWU-BOD website.

In the event of travel, a travel authorization must be completed PRIOR to travel. 

All travel outside of the United States requires approval from the Office of International Studies and Programs (OISP), which must be obtained at least six months prior to departure. Additional documentation may be required by OISP, so you are encouraged to start the process early.

Before turning the completed funds request packet into the ASCU-BOD office, please stop by SURC Accounting (SURC 263) to obtain a review of the packet and receive instructions on proper documentation for reimbursement. At this point in time you can complete your online travel authorization, if applicable, or schedule a time to do so.

Return the completed Funds Request Packet to the ASCWU-BOD office (SURC 236) along with liability and medical waivers for every person attending the event. These items do have a deadline for submittal, make sure that you are aware of the deadlines when requesting funds and attend all applicable meetings.

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Allowable Reimbursable Expenses:

Purchases are paid on a reimbursement basis only. Purchases allowable for reimbursement are:

 

  • Travel: Costs for getting to and from an event; includes all transportation such as mileage reimbursement for car travel, bus far, train fare or airfare.
  • Registration: Costs for participating at a conference or academically enriching event.
  • Guest Speakers: Costs for bringing non-University people to speak at an event. Guest speakers must be recommended by a student representative of a SAS-recognized department. You are required to work with SURC Accounting to create a Personal Services Contract for your speaker. A speaker is not officially approved until a contract has been issued and signed. Guest speakers require a W-9, A-19 or Invoice. A Personal Services Contract is required if the amount is greater than $10,000.00.
  • Hotel: Costs for hotel/motel lodging while a representative of a SAS-approved academic department is participating in an event such as a conference or workshop. Hotel costs will only be reimbursed if the event is more than 50 miles away from Ellensburg. Hotel receipts must be detailed and list all charges separately to ensure funding is spent in accordance with University and State guidelines.
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Please speak with SURC Accounting if you have any questions regarding receipt/documentation for your expenses to ensure prompt reimbursement.

If there are any expenses that you are unsure of, or documentation is different than normal, please talk to SURC Accounting to ensure the documentation is acceptable for reimbursement and any supporting documents are also obtained.

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Submitting Documentation for Reimbursement:

After completion of the event or travel, you must report back to Student Academic Senate. If you miss this meeting, your funds request will not be funded. After reporting back to Student Academic Senate, you have 2 weeks to turn in all relevant receipts and provide travel vouchers for reimbursement to SURC Accounting (SURC 263).

In the event that all receipts have not been returned to SURC Accounting within the 2 week timeframe, only those receipts turned in will be reimbursed.

You will be reimbursed through the online travel voucher process. SURC Accounting will e-mail out instructions on how to complete this portion after all receipts have been submitted to SURC Accounting (or the two week window to turn in receipts has closed) and all of the information reconciled.

The reimbursement process takes roughly three weeks from the time that our office receives the approval of funds after the report back has been completed. you will receive an e-mail from a SURC Accounting staff member indicating the release and any additional information that may be needed.

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1A receipt is any document that shows a detail of the charge(s) and proof of completion of the payment (e.g. credit/debit card charge, $0.00 ending balance, etc.)