Disbursements

Credit Card Purchases can be made by the Executive Committee for Student Organizations. Please consider this option instead of using personal funds and then being reimbursed later. These purchases are under the control of authorized EC officers only.

Invoices for Student Organization payments should be entered as a supplier invoice request in Workday.  The invoice requests needs to include the Student Organization account name and spend category.  If this invoice request includes a contract, please attach a signed copy of the contract with your request.

There will be a delay in payment if emails are missing information or correct authorization is missing.

Checks are mailed directly to the vendor.  Invoices for services, i.e. bands or catering must include a tax ID number for payment. Checks are written and mailed on Fridays. 

Important: The invoice request must be submitted by 12:00 noon on Tuesday and approved by the Program Manager by 9:00 am on Thursday, for any check needed by Friday. Please see the Accounts Payable Schedule for Disbursements for the normal and holiday schedules.  

A W-9 form is a  request form for the taxpayer's identification number from the service provider.  The University is required to report payments for services (including rents, medical fees, honorariums, prizes, awards, and attorney fees) to the IRS on a form 1099- Misc.  The University makes payments directly to vendor/individuals. When an employee/student is reimbursed for payments made for services, rents, prizes and awards, etc., a W-9 is required from the vendor or person paid because this is the same as the University paying for services directly. Please review the W-9 Requirements for more information.

Contracts with bands, outside catering etc. may take additional time to process. Please submit any contract payments as early as possible. Contracts need to be reviewed by General Counsel, Alex Miller for Undergrads and Maria Saez Tatman for Law School.

Reimbursement of Expenses for mileage and other expenses can be submitted as a supplier invoice request in Workday. If the person being reimbursed is the Program Manager, then a second officer or an EC officer approval needs be attached to the request.  A paid invoice or receipt is required to be attached and must include the amount, date, and detailed description of purchase.  The request must include the purpose of the reimbursement. To be reimbursed the request needs to answer the following questions:

  • What was purchased? (description of item)
  • When was it purchased? (date on receipt)
  • Why was it purchased? (name/date of the event) 
  • How much was spent?
  • Who purchased the items?

Direct Deposit for reimbursements is available. Instructions can be found on the Accounts Payable Direct Deposit Instructions page.

Gift Cards/Certificates - Gift cards and certificates are considered income and are taxable to the recipient.  The University prohibits gift cards being purchased and given out.