A Reimbursement is a payment to an individual who fronted money for a service or good. For example, if a member of your group went to the art store to buy craft supplies for posters on behalf of your group, you would need to reimburse them. Student organizations may NOT purchase and/or be reimbursed for alcoholic beverages, tobacco products, firearms, ammunition, gasoline/fuel, or pay for traffic/meter violations. You can read the full policy in the SOAS Guidebook. Please note that you cannot submit a Purchase Request for yourself.
You may not be reimbursed for fronting money to an individual who provided services (i.e.- DJ, choreographer, etc.) or for an honorarium. Please follow the Services Rendered payment process.
SOAS is unable to mail a reimbursement internationally. Please contact our office for assistance with processing your request.
Reimbursement Payment Process
NOTE: Only Authorized Signers can create Purchase Requests on behalf of others.
- Log in to your Dashboard.
- Click on "Purchase Request" link
- Select "Reimbursement" for the type of Purchase Request.
- Fill out the necessary information (payee's address)
- Attach receipts using the Browse function. Check out our receipt requirements for more information
Payment Timeline
- The check will be ready in 5 business days and mailed to the address provided on the purchase request
For more information or help regarding the Reimbursement process, please refer to our online guidebook or call SOAS.
Mileage Reimbursement Payment Process:
Organizations are not allowed to reimburse for gas when a personal vehicle is used for group business. Instead, your group can reimburse for mileage. As of January 1, 2024, the mileage reimbursement is 67.0 cents per mile. Your group is allowed to reimburse any amount below the maximum. For example, if the Standard Mileage Rate is 67.0 and a member drove 60 miles, the maximum reimbursement amount would be $40.20 (67.0¢ x 60 miles); however, your group can always reimburse for a lesser amount. If you rented a UM vehicle or non-personal vehicle, we can reimburse for gas.
- Log in to your Dashboard.
- Click on "Purchase Request" link
- Select "Reimbursement" for the type of Purchase Request.
- Fill out the necessary information (payee's address, etc.)
- Select the appropriate response under "Does payee need to be reimbursed for gas or mileage?"
- If reimbursing for mileage on a personal vehicle, attach a map of the route.
The check will be ready in 5 business days and mailed to the address provided on the purchase request