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Reimbursement Workshop

Reimbursement Workshop . For 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).

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Reimbursement Workshop

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  1. Reimbursement Workshop For Graduate Student Groups at Wash U.

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

  3. Submit your reimbursement request & documentation within TWO business days following your event

  4. Before you make your purchases… Make sure you have what you need! Tax exempt status letter Schnucks charge card Wal-Mart tax exempt card

  5. Don’t use up funding on sales tax!

  6. 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

  7. 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

  8. 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

  9. 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

  10. At the store or restaurant… business name contact information description of items with associated cost Proof of payment Get what you need the first time!!!

  11. You may need two documents to provide itemization and proof of payment Business Name contact information description of items with associated cost Total amount on this receipt does NOT include proof of payment! Proof of payment is missing!

  12. You may need two documents to provide itemization and proof of payment Proof of payment

  13. Handwritten Receipts… What to look for… • Business/Vendor Name • Contact Information - MISSING • Itemization – IN ENGLISH • Proof of Payment - MISSING

  14. Handwritten Receipts… Before you turn it in… Provide English translation of itemization Provide additional documentation showing proof of payment

  15. Don’t Forget the tip! Gratuity is reimbursable Food = $105.85 Food + Tip = $127.00 Use Food + Tip on Food/Bev Line on Graduate Student Group Reimbursement Form = $127.00

  16. Problems & Solutions Problem: Receipt is not itemized SOLUTION: Go Back to the vendor and ask for an itemized receipt. Call vendor and request itemized receipt be emailed or faxed to LGC Office. 1. 2. or nbauman@wustl.edu/(314) 935-3929

  17. Problems & Solutions Problem: Receipt does not show proof of payment If you paid in cash, have them write “paid in full-cash”. SOLUTION: Go Back to the vendor and ask them to mark receipt “paid in full” 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.

  18. Problems & Solutions Problem: No proof of payment; unresponsive vendor 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) SOLUTION: Go Back to the vendor in person and ask to speak to a manager 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

  19. Remember… ITEMIZATION AND PROOF OF PAYMENT

  20. Final Steps 1. 2. 3. Attach your documentation to a completed Graduate Student Group Reimbursement Form Obtain approval of treasurer or president (note: you cannot approve your own reimbursement) Submit your documentation 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

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