r eimbursement w orkshop for graduate student groups at wash u
TRANSCRIPT
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.
[email protected]/(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.
[email protected]/(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