Reimbursements

Reimbursements

Student organization members may be reimbursed for their allowable purchases.  

Reimbursement Checklist

1. To receive a reimbursement, you must register as a supplier at suppliers.uga.edu 

• Please review the Guide for Registering as a Supplier for additional information and step-by-step instructions 

2. Reimbursement Form 

• Please fill out completely and write legibly
• Your Department ID will start with 5710, 5712, 5713, or 5715 

3. Non-Employee Payment Form

• Total all receipts submitted and put in the Grand Total section
• Sign the form in the Payee Section
• For groups with Student Activity Fees, please get your advisor’s signature 

4. Copies of original receipts with proof of payment must be included 

• Receipts should be clear and not faded
• Please send all receipts in one PDF
• We may need to see a portion of your bank statement if proof of payment is not on the receipt 

5. Send all of these documents to the business office that oversees your organization. 

• Some organizations will send their documents to the Dean of Students Business Office, but many organizations need to send them to their advisor or school/college. Please email DOSBO@uga.edu if you need help determining where to send these documents.  

Include the following additional items if your purchase includes food, drinks, or anything consumable: 

6. Food Justification Form

• Please fill out completely and write legibly 

7. Flyer/Email/Brochure/Agenda or Social Media Post of event 

• Evidence must be provided that your event with food/consumables took place 

Please Note 

• For accounts with Student Activity Fee funds, reimbursements should be turned in no later than 2 weeks after the event/meeting.
• For Agency Accounts, reimbursements should be turned in no later than 30 days after the event.