For recognized student organizations to request a club member to be reimbursed for a purchase made out-of pocket, specific documentation is needed. The student organization treasurer should fill out a Spending Request Form located on IC Engage. Expenditures will not be reimbursed for any tax paid and will not be processed unless an itemized receipt has been provided and is approved by the Student Organization Business Coordinator in OSE. Be advised the process to reimburse students is a lengthly process may take approximately four weeks to be reviewed and processed, if approved. If the student organization treasurer is the individual being reimburse for out-of-pocket purchases, the student organization president should complete the Spending Request Form since an individual is not allowed to request to reimburse themself.
It is strongly recommended to have all student organization purchases be managed by the Student Organizations Business Coordinator or Purchasing Specialists in the Office of Student Engagement. However, in rare instances reimbursements may be approved and processed, but again, should be the exception and not the norm.