1. How to Complete an SEC Reimbursement March 4, 2010

2. Step 1: Check Your Organization’s Budget  1. Log on to the Zone  2. Click on the Student Groups tab  3. Click on SEC  4. Click on SEC Budget  5. Click on the proper academic year  6. Choose your organization’s budget

3. 2. 3. 4. 5.

4. Step 2: Find & Complete the Proper Forms On the SEC Website: 1. 1. Click on Treasurer’s Corner 2. Download the proper documents

5. Standard SEC Reimbursement Components  1. SEC Funds Request form  2. University Travel & Business (T&B) form  3. Original Receipt(s)  4. Attendance Sheet

9. Caveat: Conferences  Three ways to get reimbursed by the SEC for a conference:  1. Attend an organizational conference  Amount: Requested and allocated in the organization’s budget  2. Individually attend an organizational conference and present research  Amount: $100  Differences:  Include an abstract  Don’t need an authorizing signature or to answer questions about the organization website/Zone calendar  Your name goes in the “Preparer Name” field of the T&B form  3. Individually attend a scientific conference and present research  Amount: $250  Differences:  Include an abstract  Don’t need an authorizing signature or to answer questions about the organization website/Zone calendar  Your name goes in the “Preparer Name” field of the T&B form

10. Step 3: Turn in Forms Staple together, in this order:  1. The University T&B form  2. Receipts  3. Attendance sheet Paperclip the SEC Funds Request Form and/or abstract on top. Deposit to the SEC mailbox in the student lounge Record your information on the Log

11. FAQ  1. What do I put for the account codes/purpose on the T&B form?  Nothing, don’t change the numbers that are already listed. Only change the dollar amount.  2. When will I get my money?  The SEC checks the mailbox every Friday afternoon. Forms should be reviewed in less than a week, at which time you will receive an email. University turnaround time is 2-3 weeks (10-15 business days).  4. Ten people helped pay for this event, how should we do the reimbursement?  Fill out one reimbursement form and have one check disbursed. That payee should distribute money among individuals.  5. I paid an individual (band, DJ, speaker) with a personal check. Can I get reimbursed?  Don’t do this!

12. Need Help?  1. Check out the ‘Read Me’ instructional documents at SEC>Treasurer’s Corner  2. Talk to your organization’s Treasurer  3. Email Gillian Harrison (Vice President of Finance) at sec.vpf@medstudent.pitt.edusec.vpf@medstudent.pitt.edu