Reimbursement for Organizations

Guidelines

In order to receive reimbursement for organizations expenses, you must:

  • Have a current agency resolution on file—this is a form containing the names, signatures, and contact information of your organization’s officers and faculty advisor.
  • You must have a 15-digit account number—all account numbers will follow this pattern: 70-0-7000___-23001 or 23009. The 23001 is the account your organization deposits funds into, the 23009 is the account your SA allocations will be transferred to.

Deposits

Deposits can be made at the teller window in McClure Hall. Click here for a Deposit Form. Any resale of retail items will be subject to sales tax. Sales tax on such items will be deducted from your account and deposited in the TU Sales Tax Account. Please take this into consideration for fundraisers and group purchases.

Check Requests

Check request forms are available from the Business Office in McClure Hall room 106 or Click here for Check Request Form. Reimbursements for expenses should be submitted on a check request form with original, itemized receipts attached within thirty days of the expense. The check request form must be signed and approved by two officers or one officer and the faculty advisor. These signatures are verified against the Resolution form on file. Please fill out the check request legibly and include all fields of information. It takes approximately seven days for a check to be processed.

If you have an invoice from a business or event, take it to Grant Garner in the Business Office in McClure Hall room 106 to process a requisition for a purchase order. The University will mail a check to the vendor; students cannot pickup checks for any business or performer. TU typically does not pay deposits.

What you need to submit with the invoice:

  • Who the check/payment should be made out to
  • Federal Tax ID# or Social Security # (also part of the W-9 form)
  • Billing address
  • Services rendered
  • Total amount due
  • Signed and dated by the vendor
  • Sodexo catering exemption (Purchase of food and/or beverages using University funds - page 40)

Cash Advances & Reimbursements

Cash advances are limited to a maximum of $100 and may be processed in the Business Office, room 106. These purchases may include any expenditure except for honorariums, entertainment and food, or travel reimbursements.

Cash advances should also be presented on a check request form with proper signatures, similar to reimbursement requests. Cash advances will be outstanding until the proper receipts are turned into the Business Office. Cash advances must be cleared within seven business days of the event; the advanced funds become the responsibility of the cash recipient and will be charged to the student’s account if left outstanding.

A copy of the registration, order form, etc. must be attached to the request. For cash reimbursement, present the original receipt(s) at the Teller's window in the Business Office with both the appropriate General Ledger (GL) number and the signature of the 2 officers or an officer and the faculty advisor listed on the receipt(s).

Verifying Account Balances

To verify your account balance, please call Grant Garner in the Business Office at 631-2603. To expedite the request, please have your account number and phone number where you can be reached. The office will do their best to respond the same day. If you need a detailed print-out of all account activity, please allow 24 hours to fill your request.

If you have any questions concerning any of these guidelines or your account, contact Grant Garner in the Business Office in MCClure Hall, room 106 or call 631-2603. 

Organization Resolution Form