Expenditures & Reimbursements

Club treasurers always need to make an appointment with SGS to make purchases. The rule is that orgs must make an appointment to come to the SGS to make purchases. SGS has a goal to never make students have to spend their own personal money on student organization expenses, and will try to work with students.

Yes, students always need to make an appointment and must come to the SGS office. Making purchases the day of will not be likely and will not be encouraged, and so orgs need to ensure that they are making purchases ahead of time.

Using the SGS purchasing process is recommended. To use the P-card available in the SGS office for club purchases, please email sgs@emory.eduto schedule appointments.

P-card stands for payment card. It is an Emory University debit card available for students to make online purchases in the SGS office. The card does not leave the office.

Email sgs@emory.edu to make an appointment with SGS to use the P-Card.

No, the P-Card cannot be borrowed.

If a student or club was not able to use their club funds to make a purchase for an event and had to pay out of pocket, a student can submit a reimbursement request to SGS to receive a reimbursement via mail to the student’s mailing address. The student should use the Payment Request/Reimbursement Request form located on the SGS website, which requires the signature of the club treasurer. Per the SGA Finance Code, presidents of clubs also must approve the request in the event that a treasurer is seeking reimbursement.

All events must be posted on the Hub in order to be eligible for reimbursements, with the exception of private events (such as general body meetings). When filling out the SGS Reimbursement Form, the form will ask if the event purchase you are requesting a reimbursement for was posted on the Hub. For exceptions, please specify why the event was not posted on the Hub.

The club just needs to list the event on the Hub for the event purchase as evidence the event actually happened.

A student should email the completed form and required info and receipts to sgs@emory.edu.

Reimbursements are processed on a rolling basis at the availability of SGS staff.

The Clincard is a reloadable prepaid debit card available as an alternative to a traditional reimbursement. Each student requiring a reimbursement using this option will be given a card with the full amount they were reimbursed for. The same card can be used for multiple reimbursements.

The Clincard is a reloadable prepaid debit card available as an alternative to a traditional reimbursement check by mail. Each student requiring a reimbursement using this option will be given a card with the full amount they were reimbursed for. The same card can be used for multiple reimbursements.

The P-card is a debit card located in the SGS office that all student clubs use to make club purchases.

Reimbursements must be submitted as soon as all purchases for a particular event are finalized. It is recommended to submit immediately to expedite the reimbursement process.

Reimbursement through cash is not an option for students.

Late reimbursement arrivals can range from SGS staff availability, incorrect student information on the form, incorrect club information on the form, incorrect student ID, incorrect address on the student’s OPUS account, and high volume of reimbursement applications.

A correctly submitted and filled out Payment Request/Reimbursement form and a screenshot of the printing queue should suffice.

Email sgs@emory.edufor reimbursement updates.

The Clincard is an option for students to receive their reimbursement in the form of a pre-loaded card instead of check.

At the moment SGS can only pull up a student’s address on OPUS, and can’t pull up a student’s bank account info. SGS aims to work on direct deposit for reimbursements rather than checks. SGS does not have a time frame or expected date when direct deposit might be possible, but it is something that will be worked on in the future.

If the student correctly provided his or her student ID, correctly filled out the form and correct documentation, and the student’s mailing address was correctly updated, the student should receive the reimbursement.

Student Governance Services (SGS) is a division of the Student Involvement, Leadership, and Transitions Office (SILT). SGS is the finance team for all undergraduate, graduate and divisional student organizations, and oversees all payments, purchases, transfers, vendor requests, reimbursements, and student organization accounts.

Students in need of the Payment Request Reimbursement Form, Deposit Form, Internal Transfer Form, ACH Authorization form, Small Dollar Reimbursement Form, Sole Source Exemption Form, Supplier Information Form, and the Account Codes Form should visit the SGS website at https://lead.emory.edu/involvement/SGS%20Forms.htmlto access these forms.

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College Council orgs who have questions about how to fill out the SGS forms can reach out the College Council FAB team at organization.budgets.cc@emory.edu or SGS at sgs@emory.edufor assistance. For quick communication, we recommend reaching out to the College Council first.

Clubs should reach out to CC VP of Finance at organization.budgets.cc@emory.edufor more information.

College Council organizations may not purchase alcoholic beverages using club funds. See Article II, Section VII of the College Council Monetary Policy.

Students should order from Emory’s approved vendor list. Please email College Council at organization.budgets.cc@emory.edufor more information.

For events with food trucks, clubs should contact organization.budgets.cc@emory.edufor more information on proper guidelines and approved food trucks.

Campus services only charges when delivery occurs on weekends, holidays, or non-business hours.

Clubs giving gifts or prizes to other students should submit the student name and student ID for any student receiving prizes to SGS so that the student can be taxed for the gift, per Emory policy. Students should consult SGS for policies on gifts.