Student Org Reimbursement Request (MICA Employee)

This Reimbursement Request form is required when the requester has a MICA Workday account (i.e. is or has been employed by MICA). If you are NOT a student employee, you should use this form instead.

Student organizations who wish to be reimbursed for purchases must adhere to the policies and procedures outlined below. These are specific to student organizations. Please note that reimbursement requests submitted for other departments may have different requirements.

Reimbursement Policies

1. Reimbursements should be used as a last resort for student organizations whenever possible. With proper planning, student organizations can typically utilize other resources to avoid spending out-of-pocket. Review the Student Organization Handbook for more information.
2. The following items are NOT reimbursable under any circumstances:
   • Gift cards
   • Gas (can request a mileage reimbursement instead)
   • Branded clothing/apparel for organization members
3. All reimbursements require documentation of purchase in the form of an itemized receipt, with the exception of mileage reimbursements (which require documentation in the form of Google Map directions showing the start and end location, along with the total miles). The following are REQUIRED of all receipts:
   • Receipts must be legible
   • Receipts must be itemized (i.e. show each item/quantity purchased, price per item, and total)
   • Receipts must include the date of purchase
   • Receipts must show proof of purchase
4. Student organizations must submit the appropriate Student Organization Reimbursement Request form, which is dependent upon whether or not the requester has a MICA Workday account (i.e. is or has been employed by MICA).
5. In addition to the policies noted above, student organizations must adhere to MICA's Business and Travel Expense Policy.

When possible, student organizations should inform the Student Involvement Specialist that they will be requesting one. Reimbursements will only be approved if the purchases align with the student organizations goals and mission statement.

Please provide the following for each expense:

• Event / Meeting Name (type "N/A" if not applicable)
• Expense Purpose: Briefly describe the purpose of this purchase. If the purchase was for a specific meeting or event, please include that in your description (examples: Snacks for BSU meeting; Supplies for print making workshop; Mileage for camping trip transportation). If the purchase was supplies or equipment for ongoing use, please specify the item(s) and intended use in the description (example: Gaming console for bi-weekly tournaments; Camping stove for hiking trips)
• Amount: Please list the reimbursable dollar amount associated with this specific purchase. MILEAGE NOTE: If you are being reimbursed for mileage, multiply the number of miles traveled by the current mileage rate.

Please review the Expense Report instructions and complete an Expense on Workday. Please note: I cannot initiate reimbursements for Student Employees. It is your responsibility to complete this step.

By clicking submit, you are ready to proceed to Workday to complete your Expense Report. You may need to enable popups to show the next page.