Case Med Student Group

Funding Requests and Reimbursements Instructions

January, 2025

Treasurer: Anna Zhang

Contact: casecsrtreasurer@gmail.com

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Table of contents:

• Request Funds
• Payment/Reimbursement
• Alcohol Policy

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Pre-event: Request Funds

Please request funds at least a week in advance

• Select budget request type and title of event
• Add a brief description of the event

Fill out date of event and expected number of attendees

• Amount requested
• Amount financed by group should be $0 unless there is internal funding by the group

Green means approved

Payment/Reimbursement

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Submit your reimbursement within 2 weeks of the event

The following screen will show a blue box at the top of the page reminding you which line items you clicked on for reimbursement, funding sources and the amount remaining for reimbursement.

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Details

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• Transaction type: Payment, Transfer, or Deposit.
• Description
• Is this an expense (you are paying someone) or revenue (receiving funds)?
• The amount (this must always be a number - never $0).
• Receipts
• Payee/Vendor (Who was paid or getting paid)
• Additional Notes (Any comments that you want to submit for clarification)

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Select CSR for Group Information

Group Information

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To ensure that the correct people are reviewing your Request Payment, you must fill out the recognizing umbrella organization, group’s AGY # and the group’s name accurately. Choosing the wrong radio button at this stage will almost guarantee your request will be denied/delayed.

The group’s AGY is important. The group listing contains all the groups on campus, so use your keyboard to type the first letter of your group and repeat until you find your group for quicker results.

Select CSR for Group Information - continued

Group Information

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• The group’s AGY is important
• The group listing contains all the groups on campus, so use your keyboard to type the first letter of your group and repeat until you find your group for quicker results.

Transaction type

This question determines what questions you will see later that are based on the transaction type.

• Deposit
• CDEP
• Transfer
• Internal Billing
• P-Card
• T&E Check reimbursement
• Purchase Order

Reimbursement/ Check Request (T&E reimbursement)

Any out of pocket expense will be reimbursed via a check request/T&E reimbursement for any amount. This process is mainly for students.

• Each student should be a separate CG Request Payment transaction.
• The receipts should be combined for the student and submitted as one pdf.
• You will need the 7 digit student id number, phone and email.
• You will need to know if the student wants it sent to the Cashier’s Office for pickup or to their permanent home address in SIS.

Receipts must be itemized and show last 4 digits of card

• Receipts must be itemized; please do NOT submit invoices
• Must show name of the company, the date of purchase, the item(s) purchased, cost for each line, proof of purchase, last four digits of card number, preferably showing the type of card used

Tax Exempt Status

• Your Groups are not Tax Exempt
• You need to account for the tax in your budgets and planning
• You will get reimbursed for tax

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Important Links

• Student Organization Financials
• Campus Groups Resources
• Cdep card application
• Cdep card increase form
• AGY # Look-Up
• AGY Transaction Ledger

Alcohol Policy

Can I have alcohol at my group’s events?

• Yes, but you cannot use CSR funding for it!
• There must be food and non-alcoholic soft drink options.
• A Risk Management meeting with Molly is required for any student group hosting an event where alcohol will be served. This MUST be done at least a week in advance of the event; after meeting with Molly, further approvals are needed by the main campus student affairs team. They have final approval/denial authority.

Student Affairs Handbook section on Alcohol: http://students.case.edu/handbook/policy/substances/alcohol.html

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