Expense Reimbursement

Before spending any money, double check on myBrandeis under "Bank Account & Club Forms" to see how much your club has received from the Finance Board Marathon. If you have received money through Appeals, email the Finance Board Chair for verification, or if you have received money through a Senate Money Request (SMR), email the Student Union Treasurer for verification. If you have already spent a portion of the money allocated, check on the Weekly Club Finance Report page to see how much money your club has left (Note: The Weekly Club Finance Report is updated weekly and may not reflect all current transactions, so be sure to double check with the Treasurer if you are uncertain how much money your club has left if you have already used a portion of the allocated money).

The Finance Form needs to be filled out for Reimbursement or Pre-Authorization Requests. The Finance Form is available in the Student Union Office or online.

For small expenditures, club leaders should purchase the item(s) and then submit receipts along with a Finance Form. Fill out the form in full and place it in the Treasurer's mailbox in the Student Union office along with your supporting documentation.

For large expenditures, an invoice or purchase order must be submitted along with a Finance Form. Fill out the form in full and place it in the Treasurer's mailbox in the Student Union office along with your supporting documentation. The Pre-Authorization form should clearly note when a receipt will be submitted.

Your check should be ready within five academic days, barring unforeseen circumstances, and will be sent directly through inter-campus mail to the mailbox of the person requesting the check. You must notify the Treasurer if you do not want your check to be mailed through inter-campus mail or if you are under time constraints and would need the check earlier.

The Treasurer may grant exceptions to reporting requirements under special circumstances. Contact the Treasurer for more information.

Individuals providing services to campus clubs, such as speakers, coaches, or instructors, are required to fill out and submit a W-9 form along with a Finance form. W-9 forms are available in the Student Union office or online.