💱Reimbersements

Member/Club Reimbursements

• I had a strict no member reimbursement policy this year

• They’re a logistical nightmare for all parties and take anywhere from 4-6 weeks to complete

• Karen hates doing them and the members never have all the information necessary to get a reimbursement

• Karen was extremely happy that there were limited reimbursements to handle this year, and I suggest you stick to this rule

Executive Board Reimbursements

• The ONLY exception to this rule was exec board reimbursements

• I was extremely clear that if they did not keep their receipt, have the right documentation, etc. they would not receive a reimbursement

• I only did 2/3 of these reimbursements this year

• They occurred due to poor planning or the p-card acting weird

Speaker Reimbursements

• Speaker reimbursements take anywhere from 4-6 (sometimes 8) weeks

  • Speakers can sometimes be rude and frustrating to work with... this is money we're talking about hehe

  • Just keep both of these things in mind when going through this process

• International speakers will require a wire transfer

  • Make sure you let them know of this via the information packet we send before conference (with all the other reimbursement information)

• Each speaker will need to fill out the Speaker Reimbursement Form”

  • This can be found in Teams → Finance → Files → Receipts → Speaker Reimbursement → “Speaker Reimbursement Form”

  • Note: I talked to Karen recently and she said it would be helpful if we convert the completed PDF files into an excel spreadsheet.

    • I think technically IU needs this filled out PDF, so we can’t just turn it into a Microsoft Form that autogenerates an excel file. You might have to do this manually which sort of sucks

• I just sent Karen a zipped folder for each speaker containing their reimbursement form and all their receipts

  • It made it easier for me to send her all the information, and made it easier for Karen to know what belonged to each speaker

  • I recommend renaming each file inside of the zipped folder something like “SpeakerName_FoodReceipt” or whatever so that it stays organized

• In the email I sent her with the zipped folder, I briefly outlined each speaker’s expenses and whatever additional information they sent me

• Give speakers a deadline to work towards (some like to procrastinate!)

  • I gave them all 2 weeks and said if they didn’t get it to me in time, they just wouldn’t be reimbursed

  • This seemed to work because I got all the reimbursements by the date I set out for