Reimbursement Request Process at Allegheny College

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When you need to fill out a reimbursement request form, the process at Allegheny College involves submitting original receipts with the form by a specific deadline for processing. The form includes details such as event or service rendered, recipient information, and approval signatures. Requests are processed weekly, and any missing information may delay reimbursement. Find out more about the process and requirements in this detailed guide.

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Finance Credit Card Requests Reimbursements Transfers Deposits

Q: When do I need to fill out a reimbursement request form? Reimbursements A: Fill out a reimbursement request form when an associate of your organization fronts personal finances to pay for group related supplies/excursions or when a performer/business needs to be reimbursed for services rendered. ASG Travel Reimbursement Form Reimbursement Request Form Check Q: Do I need to include the original receipts with the reimbursement request form? A: Absolutely! Reimbursement request forms cannot be processed without the original receipts (must be taped to a blank piece of paper, see next slide). Photocopied receipts will not be accepted. Q: What qualifies as an original receipt? A: The following qualify as original receipts 1) Merchant sale receipts that depict the name of the merchant, it s location, and the time/date of purchase 2) Printouts of online sales receipts 3) Event contracts accompanied with a W-9 tax form completed by the performer *W-9 forms can be found on the wall outside of OSI Q: Where can I find reimbursement request forms and when/where should I drop off completed reimbursement request forms with original receipts? A: Forms can be found in the ASG office. Reimbursement requests will be processed on Tuesdays. Please submit reimbursement request forms to the designated box in the ASG office by 12:30 PM on Tuesday to receive reimbursement by the end of that week. Any requests received after 12:30 PM will be processed the following week.

Allegheny College - ASG Reimbursement Request Form 8/14/2011 Today's Date: (ASG Rev. 8/11) If Payable to Student or Employee: Student or Employee ID #: Send Check to Campus Mailbox #: 555555 55555 Person's Name (First, Middle Initial, Last) - No Nicknames Payable to Name: Bob Smith Company Name - No Nicknames If Payable to Other: Original Receipt Accounts Payable Use Only Complete Mailing Address: City, State, Zip Name and Description of Event or Service Rendered: Purchased food supplies for charity volleyball tournament Date of Event or Service Rendered: 8/17/2011 Name of Student Organization Account # (ASG Treasurer Use Only) Amount ($) Men's Volleyball 250 250 Total Was This Request Approved by the ASG Finance Committee to be Deducted from One of the Following ASG Accounts? General Fund Surplus Fund Speaker Fund Date Approved by Finance Committee 8/9/2011 If Yes, Please Circle the Correct Fund If Request Was Not Approved to be Paid from Funds Listed Above, the Payment will be deducted from the Indicated Student Organization's Budget Signature of Person Submitting Request: Bo b S mit h Approved by: Bob Smith Christopher R. Daczkowski Print Name Legibly: Allegheny Mailbox # Email Address: Date 55555 smithb52@allegheny.edu ___ ___ - ___ ___ - ___ ___ Approved: Hold Check in Shultz for Pickup (Name of Person to Pick up the Check) Special Handling (If Applicable) Send Check to a Different Mailbox (Name of Recipient) Campus Mailbox #:

Q: When do I need to fill out a Travel Reimbursement form? Reimbursements A: Fill out a Travel Reimbursement form when an associate of your organization fronts personal finances to pay for gas pertaining to an off-campus group event. ASG Travel Reimbursement Form Reimbursement Request Form Q: Do I need to include the original gas receipt with the reimbursement request form? Check A: Yes, a gas receipt (must be taped to a blank piece of paper) from the day of travel is required. Q: Will I be reimbursed for wear and tare on my car. A: No, ASG only reimburses organizations and their associates for money spent on gas. Those requesting a gas reimbursement will need to provide the following information: location traveled to, total miles of the trip, make, model and year of car used for travel. This information will be reviewed by the treasurer of ASG and appropriate amount of reimbursement will be determined. The Treasurer will then email the party submitting the request to inform him/her the total amount to be reimbursed. Q: Where can I find Travel Reimbursement forms and when/where should I drop off completed reimbursement request forms with original receipts? A: Forms can be found in the ASG office. Reimbursement requests will be processed on Tuesdays. Please submit reimbursement request forms to the designated box in the ASG office by 12:30 PM on Tuesday to receive reimbursement by the end of that week. Any requests received after 12:30 PM will be processed the following week.

Allegheny College - ASG Reimbursement Request Form ___ ___ - ___ ___ - ___ ___ Today's Date: (ASG Rev. 8/11) If Payable to Student or Employee: Student or Employee ID #: Send Check to Campus Mailbox #: Person's Name (First, Middle Initial, Last) - No Nicknames Payable to Name: Company Name - No Nicknames If Payable to Other: Accounts Payable Use Only Complete Mailing Address: City, State, Zip Make, Model and Year of Car Used for Travel: Location Traveled to: Date of Travel Approximate Mileage Traveled: ___ ___ - ___ ___ - ___ ___ Amount ($) [TBD by ASG Treasurer] Name of Student Organization Account # (ASG Treasurer Use Only) Total Was This Request Approved by the ASG Finance Committee to be Deducted from One of the Following ASG Accounts? General Fund Speaker Fund Date Approved by Finance Committee ___ ___ - ___ ___ - ___ ___ If Yes, Please Circle the Correct Fund If Request Was Not Approved to be Paid from Funds Listed Above, the Payment will be deducted from the Indicated Student Organization's Budget Signature of Person Submitting Request: Approved by: Christopher R. Daczkowski Print Name Legibly: Allegheny Mailbox # Email Address: Date @allegheny.edu ___ ___ - ___ ___ - ___ ___ Approved: Hold Check in Shultz for Pickup (Name of Person to Pick up the Check) Special Handling (If Applicable) Send Check to a Different Mailbox (Name of Recipient) Campus Mailbox #:

Transfers Collegiate Departments Post Office Print Shop Motor Pool Q: How do I transfer funds between ASG accounts or between an ASG account and a college department s account? A: Fill out a transfer request form.

Allegheny College - ASG Transfer Request Form Today's Date: ___ ___ - ___ ___ - ___ ___ (ASG Rev. 8/11) Transfer to: Account Number: Transfer From: Account Number: Allegheny College - ASG Transfer Request Form Today's Date: Transfer to: Transfer From: ___ ___ - ___ ___ - ___ ___ (ASG Rev. 8/11) Account Number: Account Number: Complete details of transfer Including Reason for Transfer, Date of Event or Service, and Financial Details Signature of Person Submitting Request: Print Name Legibly: Approved by: Christopher R. Daczkowski Date Approved : Allegheny Mailbox # Email Address: @allegheny.edu ___ ___ - ___ ___ - ___ ___ Remember Include receipts if applicable. Don't worry about filling in your ASG organization's account number, because the ASG Treasurer has that information. Please obtain account numbers from department secretary if wishing to perform a non ASG to ASG transfer. If secretary does not feel comfortable providing you with the account number, please have he/she email the ASG treasurer the appropriate account number to finance@allegheny.edu

Transfers Post Office Business Collegiate Departments Post Office Print Shop Motor Pool Some organizations charge large postal fees to their ASG accounts. If your organization decides to charge postal fees to its ASG account, I ask that you please provide me with a receipt from that transaction to ensure accurate bookkeeping.

Transfers Print Shop Business Collegiate Departments Post Office Print Shop Motor Pool All business transactions pertaining to the Allegheny Print Shop should be charged to a given organization s ASG account. When working with the people in the Allegheny Print Shop, simply inform them that you would like to charge the printing costs to your ASG account. The ASG Treasurer will then provide the print shop with the appropriate account number via email, and the print shop will sent the transaction receipt to the ASG office at the end of the month.

Transfers Motor Pool Collegiate Departments Post Office Print Shop Motor Pool Motor pool charges are automatically deducted from your ASG account, and the Office of Safety and Security sends receipts to the ASG office at the end of each month. Keep in mind Motor pool charges organizations $0.50 per mile for standard sized vehicles and $0.75 for large vans, so charges rack up quickly! There is a 10 mile driving minimum, meaning that if your group uses a motor pool vehicle to drive under 10 miles roundtrip, your organization is charged $10.00 The ASG van is a great alternative to motor pool because organizations using the ASG van are only responsible for fuel costs. To reserve the ASG van, please contact Nicole Piccirillo at asg@allegheny.edu

Finance Deposits Credit Card Requests Reimbursements Transfers Deposits To make a deposit into your ASG account, place the legal tender in an envelope that states Your name, email address, box number, the name of the account to deposit the money into, the amount of cash in the envelope, the total amount of checks, and the sum of cash and check totals. Give the envelope to the ASG Treasurer during his/her office hours. If the treasurer is not available, place the deposit into the OSI drop box and send and email to finance@allegheny.edu to inform the treasurer about the deposit.

Credit Card Requests Finance Credit Card Requests Reimbursements Transfers Deposits Cards may only be requested for amounts greater than $150.00 A maximum of 12 credit cards will be issued each week. Up to 6 cards will be released to organizations on Tuesdays and Fridays. Cards will be available for pickup in the Office of Student Involvement at 1:00 PM. Students must return cards to the Office of student involvement by 8:00 AM on Friday (if card was picked up on Tuesday) or on Tuesday (if card was picked up on Friday). Failure to return cards on time will result in suspension of credit card privileges. The treasurer and president are the ONLY members of a group who are permitted to checkout and use ASG credit cards. When returning a card, be sure to include original receipts taped to a blank piece of paper. Credit cards will be distributed on a first come, first serve basis. To submit a credit card request, go to the finance section of the ASG website and submit the online form. Keep in mind that the cards have a limited amount of credit each month, so some cards might not be available for use towards the end of the month. Students will be informed about the status of their request by 1:00 PM on Tuesdays and Fridays