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Reimbursement Guidelines for Student Organizations

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: 70-9-7000___-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 107 or click here.  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 Sherrill Womeldorff in the Business Office in McClure Hall room 107 to process a check request.  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 with an invoice:

  1. Who the check/payment should be made out to

  2. Federal Tax ID # or Social Security # (also part of the W-9 form)

  3. Billing address

  4. Services rendered

  5. Total amount due

  6. Signed and dated by vendor

Cash Advances
Cash advances may be used for items such as, hotel reservations for conferences, prepayment of t-shirt orders, etc.  Requests for cash advances should be presented in check request form, similar to check reimbursements.  A copy of the registration, order form, etc. must be attached to the request.  Advances will be considered outstanding until proper receipts are presented to the Business Office.  All advances must be cleared within seven days of the event.  The advanced funds become the responsibility of the recipient and will be charged to the student's account if left outstanding.

Cash advances under $75 will be processed in the Business Office, room 107 and can be submitted for things such as supplies for a meeting, refreshments, etc.  Cash advances should also be presented on a check request form with the 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 three business days of the event,  The advanced funds become the responsibility of the cash recipient and will be charged to the student account if left outstanding. 

Verifying Account Balances
To verify your account balance, please call Sherrill Womeldorff in the Business Office at x2603.  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, call Sherrill Womeldorff in the Business Office in McClure Hall, room 107 or call x2603.