Reimbursement for Approved Out of Pocket Expenses

If an organization has received funding through the NISG Budgetary Process, Non-Allocated Fund, or Coca Cola Fund for items that must be purchased on a reimbursement basis, you must complete a Request for Reimbursement Form. To obtain this, please email involvement@uni.edu.

Special Notes:

• Reimbursements must be made payable to the person or organization who initially incurred the expense. If a student purchases a pre-approved funded item, the reimbursement should be requested by and returned to that individual. If an organization debit card was used to make the purchase of a pre-approved item, the reimbursement should be requested under the student organization name.
• Itemized receipts are REQUIRED. The items purchased must be clearly stated on the receipt.
• Scanned and emailed receipts are acceptable as long as they are clear and legible.
• Soft drinks and bottled water are not allowable reimbursable items due to the University of Northern Iowa contract with Coca Cola.
• Reimbursements cannot be made for payment of professional services rendered, such as payment for a speaker, DJ, performer or instructor. Professional services require a contract, and payment is issued based on the contractual agreement.
• Reimbursement for travel in a personal vehicle is calculated by mileage driven multiplied by the applicable per mile rate according to the travel guidelines listed on the Office of Business Operations website
• Reimbursement for any pre-approved travel expenses with respect to a conference must include a conference agenda and a list of names of students who attended the conference