Reimbursement Process Student Services Department 2017-2018

Check List of Items: Complete the Student Government Reimbursement & Evaluation Form Complete the AdHoc form & provide participant roster Gather all *itemized receipts and affix them to a plain sheet of paper *If student doesn’t have itemized receipts, the “Missing Receipt Declaration” form will need to be completed and submitted with reimbursement request Submit 3 documents as ‘Reimbursement_FirstName_LastName’ to Student_Services@kgi.edu Student Services Dept. will review the reimbursement packet and complete the remaining fields on the form The completed packet will be sent to Business Services by your Club Treasurer & your check should be mailed to you within 4-5 weeks

Student Government Reimbursement Form: Locate the Student Government Reimbursement Form on Sakai Sakai KGI Student Services Student Activities Forms Ad Student Government Reimbursement & Evaluation Form Complete the form in it’s entirety A Treasurer’s signature is required in order to receive reimbursement

AdHoc Form: Locate the AdHoc form on Sakai Sakai KGI Student Services Student Activities Forms Ad Hoc Form Complete the top portion of the form ONLY

This section will be completed by Student Services

What does “Itemized” receipt mean? When a purchase is made over the counter, purchaser must retain the invoice and “customer copy” of the charge receipt. The purchaser is responsible to check that the vendor lists the quantity, fully describes the item(s), and includes sales tax, prior to signing the slip. When the goods are received after placing a telephone or Internet order, retain all shipping documentation.

No Itemized receipt? Locate the “Missing Receipt Declaration” located on Sakai Sakai KGI Student Services Student Activities Forms Missing Receipt Declaration Complete this form in its entirety

Attach the following documents as pdf files into an email: Submitting Reimbursement: Attach the following documents as pdf files into an email: Student Government Reimbursement Form AdHoc form Roster Itemized receipts, affixed to a plain sheet of paper If itemized receipts are unavailable, student must attach the “Missing Receipt Declaration” Email and attach the .pdf files to Student_Services@kgi.edu Subject line of the email should be: ‘Reimbursement_FirstName_LastName’

Reimbursement Check Pick-up Reimbursement Check Information: The turnaround time for reimbursement check delivery is 4-5 weeks. Once the reimbursement packet has been approved by Student Accounts Students should follow up with Student Services no sooner than 3 weeks from the date the reimbursement was submitted, by emailing Student_Services@kgi.edu.

Do not purchase alcohol unless approved by Student Services Important Items: New rule: submit rosters for every event Do not purchase gift cards Do not submit a reimbursement older than 90 days, Business Services will request a W9 form Limit for food student meals is $10/person Only club/org Treasurers should send a reimbursement packet to Student Services Do not purchase alcohol unless approved by Student Services