Student Government Association

Reimbursements

Your Registered Student Organization can pay out of pocket for the item(s) and submit the original itemized receipt to Campus Life Business Operations Coordinator within 30 days of purchase. At times, Accounts Payable may also require a copy of your bank/credit card statement if the payment information on the receipt provided is not complete.

In order to request a reimbursement, complete sections 1 and 3 of an Expenditure Request Form (ERF).Submit the form and original itemized receipt(s) to Campus Life Business Operations Coordinator.

Your reimbursement will be processed via Petty Cash if the total is $50.00(before tax) or less and often takes 2-3 days to process. An email will be sent to the person receiving the reimbursement as notification that it has been approved and that cash is available for pickup.

Your reimbursement will be processed via Check if the total is more than $50.00(before tax), but limited to $150.00* and often takes two weeks to process. An email will be sent to the person receiving the reimbursement as notification that it has been approved and a check is available for pickup. If you receive a payroll check from UNCW then your reimbursement will be issued via direct deposit.

*Reimbursements over $150 must be routed for pre-approval and require additional time for processing.

Reimbursable Expenses:

  • Club Social - meal at a restaurant
    • one person must pay for the entire meal
    • if paying by credit card, both the itemized receipt (no alcoholic beverages to be included) as well as the total/tip receipt are required
    • include a list of all who attended identifying advisor, faculty, and students
  • Club Social - an event such as paintball, skating, etc.
    • one person must pay for the entire admission
    • include a list of all who attended identifying advisor, faculty, and students
  • Equipment
  • Food/pizza for a meeting or event
  • Supplies

Non-Reimbursable Expenses:

  • Postal Services (on or off-campus)
  • Off-campus printing/copying services
  • Alcohol

Your reimbursement will be processed via Petty Cash if the total is $50.00 or less and often takes 2-3 days to process. An email will be sent to the person receiving the reimbursement as notification that it has been approved and that cash is available for pickup.

Your reimbursement will be processed via Check if the total is more than $50.00, but limited to $150.00* and often takes two weeks to process. An email will be sent to the person receiving the reimbursement as notification that it has been approved and a check is available for pickup. If you receive a payroll check from UNCW then your reimbursement will be a direct deposit.

*Reimbursements over $150 must be pre-approved by Purchasing Services and require additional time for processing.

In order to request a reimbursement, complete sections 1 and 3 of an Expenditure Request Form (ERF). Submit the form and original itemized receipt(s) to Campus Life Business Operations Coordinator.

Please note, all requests for reimbursement must be submitted and completed within 30 days of the purchase date.

Return to SGA Funding Information