Reimbursements are the basic transaction for Sport Clubs. A club member makes a purchase for the group and is then compensated via a check from the University. The funds are directly deducted from the group’s financial account.
The Process
* Make your purchases and don’t hesitate to use a Tax Exempt Form to save a few dollars.
* Check to ensure that your purchase is reimbursable.
Reimbursable Purchases
What to Submit
Varies depending on what type of paperwork is required to verify the expense.
Original printed receipts should be submitted to the Financial Operations Office (RC 006) after the Purchase Request has been approved in Blueprint. Remember, a receipt shows payment. If the submitted document does not reflect payment then it is a ticket, not a receipt, and requires further documentation.
Original printed tickets that do not show proof of payment should be submitted with a bank/credit card statement or, if paid by cash, a Back-Up Documentation Form signed by the individual being reimbursed.
Handwritten receipts should be accompanied by a Back-Up Documentation Form if paid by cash or by a bank/credit card statement if the items were paid by credit card or check.
Tips to Avoid Reimbursement Pitfalls
- Always include the full, legal name of the individual being reimbursed.
- Always submit original receipts; photocopies are never sufficient.
- Complete the event date and number of people boxes on the Purchase Request.
- For food expenses for fewer than 11 people, the full names of all people who were present must be provided
- DO NOT PAY FOR ANY SERVICES OR RENTALS with personal funds are they are not reimbursable.
- Students MUST supply the UChicago email address for the individual being reimbursed to match the student to their CNET ID.
- DO NOT PURCHASE ANY GIFT CARDS with personal funds as they are not reimbursable.
Supporting Documents for Reimbursements
Direct Deposit for Reimbursements
If desired, students can receive reimbursements as a direct deposit through the University’s Workday system.
How it works:
- Submit reimbursements via Blueprint using the standard process.
- Shared Services will send each student an email with directions on setting up direct deposit, including the paydate for their reimbursement check, once their reimbursement request has been submitted properly.
- Reimbursements will be distributed per the University’s Payroll Paydates.
- All students should make sure their information is correct in Workday. If direct deposit is not set up, students will be mailed a check to the registered address listed in Workday.
- When dropping off original receipts, please write the Purchase Request # on the receipt and deposit it in the door safe on RC 003. Receipts should be put in envelopes as the door safe may damage loose receipts.
- Contact the CLI Financial Office for further assistance.
Club travel must be registered and approved in advance, in accordance with the Student Organization Travel Policy. An individual student or club must complete and submit the Travel Registration Form to the Center for Leadership and Involvement no later than ten (10) business days before the scheduled trip. The travel form will be reviewed by the RSO advisor and must be approved by the advisor before the trip can proceed. Expenses from trips that are not pre-approved will be ineligible for reimbursement regardless of funding available to the RSO.
