REIMBURSEMENT WORKSHOPFor Graduate Student Groups at Wash U.

A few words on depositing $$...• $$ collected from membership dues,

event guests, contributions, sponsors, etc. should NEVER be used directly to pay for items or services (unless you have prior approval from Dean Curtis).

• All $$ collected MUST be deposited in your group’s account with Louise Neeley or Susan Shannon in the Graduate School (Cupples II Room 204) as soon as possible. Don’t walk around with your group’s $$!!!

Submit your reimbursement

request & documentation

within TWO business days following your

event

MAKE SURE YOU HAVE WHAT YOU NEED!

Tax exempt status letter

Wal-Mart tax exempt card

Schnucks charge card

BEFORE YOU MAKE YOUR PURCHASES…

DON’T USE UP FUNDING ON SALES TAX!

TAX EXEMPT STATUS LETTER

• Washington University is a tax exempt institution

• Your group’s $$ comes from Wash U

• You shouldn’t pay tax on ANY purchase made for your group!

GET YOUR COPY OF THE TAX EXEMPTION LETTER AT THE LIBERMAN GRADUATE CENTER

WAL-MART TAX EXEMPT CARD

• NOT a charge card

• Allows you to make tax exempt purchases at Wal-mart

• Your out-of-pocket expenses to be reimbursed

• Check out from Grad Center front desk!

• Check in card with receipt within 24-48 hours of event

SCHNUCKS CORPORATE CHARGE CARD

• Check out from Liberman Graduate Center front desk!

• Automatically tax exempt

• No $$ out of your pocket

• Check in card with receipt and reimbursement form within 24-48 hours of your event

DON’T FORGET TO TURN IN THE RECEIPT!

• Schnucks Card accrues interest if not paid in full each billing cycle

• Loss of receipt/failure to turn in can result in additional charges or in loss of charging privileges

• Turn in your receipt & social reimbursement form when you return the card

AT THE STORE OR RESTAURANT…

GET WHAT YOU NEED THE FIRST TIME!!!

business namecontact information

description of items with associated cost

Proof of payment

YOU MAY NEED TWO DOCUMENTS TO PROVIDE ITEMIZATION AND PROOF OF PAYMENT

Business Name

description of items with associated cost

contact information

Proof of payment is missing!

Total amount on this receipt does NOT include proof of

payment!

YOU MAY NEED TWO DOCUMENTS TO PROVIDE ITEMIZATION AND PROOF OF PAYMENT

Proof of payment

HANDWRITTEN RECEIPTS…

• Itemization

What to look for…

• Proof of Payment

• Business/Vendor Name

• Contact Information - MISSING

– IN ENGLISH

- MISSING

HANDWRITTEN RECEIPTS…

Before you turn it in…

Provide English translation of itemization

Provide additional documentation

showing proof of payment

DON’T FORGET THE TIP!

Food = $105.85

Gratuity is reimbursable

Food + Tip =

$127.00

Use Food + Tip on Food/Bev Line on Graduate Student Group Reimbursement Form = $127.00

1.

PROBLEMS & SOLUTIONS

SOLUTION:

Problem: Receipt is not itemized

or

Go Back to the vendor and ask for an itemized receipt.

2.Call vendor and

request itemized receipt be emailed or faxed to LGC

Office.

nbauman@wustl.edu/(314) 935-3929

PROBLEMS & SOLUTIONS

SOLUTION:

Problem: Receipt does not show proof of payment

Go Back to the vendor and ask them to mark receipt “paid in full”

If you paid in cash, have them write “paid in full-cash”.

If you paid by check, have them write “paid by check” and include check #.

If you paid by credit card, ask for duplicate copy of the credit charge slip.

PROBLEMS & SOLUTIONS

SOLUTION:

Problem: No proof of payment; unresponsive vendor

Go Back to the vendor in person and

ask to speak to a manager

If you paid in cash, you must obtain a statement from vendor of what was purchased and verification that the bill was paid, in cash, in full. (Can be faxed or emailed)

If you paid by check, you may submit a bank statement or a copy of cancelled check for the transaction (black out account numbers and non-related expenses).

If you paid by credit card, you may submit a copy of your credit card statement (black out account numbers and non-related expenses.

nbauman@wustl.edu/(314) 935-3929

REMEMBER…

ITEMIZATION

PROOF OF PAYMENT

AND

3.

2.

1.

FINAL STEPS

Attach your documentatio

n to a completed Graduate Student Group

Reimbursement Form

Obtain approval of treasurer or

president (note: you

cannot approve your

own reimburseme

nt)

Submit your documentatio

n and Graduate Student Group

Reimbursement Form to

Dean Curtis or to Nancy

Help your treasurer to maintain your group’s budget; report all reimbursements to them

immediately