When a Club or Organization is receiving money from a funding source such as S&A, Club Senate, Equity Services Council, or Student Academic Senate for travel related activity there are steps that need to be taken in the proper order.
A travel authorization must be completed PRIOR to travel. Travel authorization forms can be found on the Accounting website. Once the travel authorization has received all signatures excluding the Dean and Provost, this form can be turned into SURC Accounting when the funds request packet it brought in for review (review applies to Club Senate funding and Student Academic Senate). The travel authorization will be stored in the SURC Accounting office waiting on the funding packet to begin the reimbursement process.
After the completion of the trip and once the Club or Organization has reported back (if applicable) and the funding packet has been submitted to SURC Accounting, a timeline of TWO WEEKS begins to turn in all receipts that are being requested for reimbursement. An e-mail will be sent out once SURC Accounting receives the funding packet indicating the funds packet has been received as well as what information is still required.
Any receipts that are turned in after this two week period WILL NOT be reimbursed, so it is important to coordinate with your Club or Organization to make sure everything is turned in promptly. During this two week period, any receipts or documentation turned in will be reviewed to make sure the purchase shows full documentation and any supplemental information will be requested. If there are multiple receipts, please attach them to an 8.5x11 sheet of paper, making sure to not tape over any information as it may fade and become indistinguishable.
In addition to receipts, a travel voucher will need to be completed to reimburse from receipts. Forms can be found on the Accounting website. This form will need to be full completed in full, you can refer to our example or come in to the office if you need assistance.
After the two week period has ended, SURC Accounting will complete the funds packet and issue a reimbursement towards a Club, Organization or individual as specified by the requestors.