Student
Reimbursement Procedures
If your purchase is travel
related, please see our Student Travel Benefits page for travel reimbursement information.
Before making any purchase, be sure to check with your program
coordinator or student group administrator to ensure you are staying within
budget and making an allowable purchase. Please contact your coordinator/administrator if you have questions regarding these procedures.
The following information is required for reimbursement:
- Completed Check Request Form that includes the following information:
- Your name as Requestor.
- Program or Student Group that is funding the
payment.
- Recipients name, address and employee ID/federal
ID.
- Amount of payment.
- All event specific information –
- What
the purchase was for?
- When the
event took place?
- Where
the event took place? (please provide the specific building/room)
- Who
& How many? Include information regarding university role (faculty, staff, student, guest, etc.), program affiliation and first/last name of each attendee when there are 12 or fewer. Please ensure this list is legible.
- Completed Event Sign-In Sheet (if applicable) and an event invitation.
- An original, copy or electronic copy of the
detailed purchase receipt or invoice is required. The entire receipt must be visible and
readable. This receipt must contain the
following information:
- Vendor name and contact information
- Date
- Itemized purchases
- Total
- Payment information
- Once completed, the Check Request Form and all required documentation will be submitted to your coordinator/administrator either in person or via email.
DBBS Reimbursement Policy
General -
- Washington University is tax exempt. Whenever
possible, taxes should be removed from business purchases. Work with your coordinator/administrator to
obtain our tax exempt form.
- All reimbursement requests must be submitted
within 2 weeks of the purchase date. If
submitted more than 30 days after the purchase date additional approvals will
be required.
- If appropriate backup is not available, a bank
statement or other proof of payment can be used to submit your payment request.
However, additional approvals will be required.
- If you choose to submit the original receipt,
please tape your entire receipt to an 8.5 x 11 sheet of paper. All four sides should be taped and the entire
receipt should be visible, cutting the receipt when necessary. All staples
should be removed.
- DBBS policy does not allow the purchase of gift
cards. For questions regarding this
policy please contact your coordinator/administrator.
- Washington
University fiscal year is July 1 through June 30. In order to process
reimbursements within the current fiscal year all required documents and backup
must be submitted no later than two weeks prior to the last Friday of June.
Food/Catering
-
- In lieu of paying out of pocket, every effort
should be made to use catering vendors that will invoice DBBS directly. The vendor invoice can be submitted for
payment through your coordinator/administrator using the same reimbursement
process listed above. Please see our current list of Catering Vendors.
- DBBS gratuity policy:
- Dining in – 18%
- Delivery with set up – 15%
- Drop off delivery - $5
- Drop off delivery w/bad weather - $10
- Pick up – no tip necessary
- Before tipping, always ensure gratuity has not
been added automatically
- If your tip exceeds DBBS Policy, your
reimbursement total may be reduced.
- Before purchasing and serving alcohol at your
event, you must review the university’s SharedSpace Alcohol Guidelines.
Goods and
Services -
- Every effort should be made to make purchases
using one of our Marketplace vendors. Your purchase request should be submitted using a Purchase Order Form.
- When making online purchases, always use a
Washington University address as your “ship to” address. Items purchased for business use should not
be shipped to a home address.