Getting Reimbursed for Club Purchases
To be reimbursed for a club purchase or to make a payment, you must fill out a pink voucher, also called a Request for Check Form,
and attach all applicable documents. The Request for Check Form is available at the GSA and the College Association, Thomas
Hunter Hall, Rooms 218 and 214. A correctly completed form with explanations is viewable HERE.
Submit Check Request Form with the following:
- Date;
- Name and address of the person or organization wishing to receive payment;
- Budget line number and itemization of purchase (see sample here);
- Name and club account number;
- Signature by either the club President or club Treasurer (NOT both; the other signature space is for a GSA officer to sign, upon approval); and
- Associated invoice or account number for the vendor must be included on the voucher.
- the AMOUNT of the purchase (NOT INCLUDING TAX).
Attach the correct documents, if applicable:
- ORIGINAL RECEIPT taped to a plain white 8 ½ X 11 piece of paper. No copies, faxes, etc. are accepted (if you forgot to get one, you must return to the place of purchase and request another original). Receipts must include the following items (or include on the white piece of paper):
- Name of vendor;
- Address of vendor;
- Invoice number;
- Method of payment; and
- Itemization of purchases.
- If you used cash, and the use of cash is not noted on the reciept, you must ask the vendor to stamp and sign to indicate a cash payment.
|
|
|