Law Student Organization at USD SOL - Module Four : Reimbursement Process

Module Four : Reimbursement Process

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Module 4.1 : Reimbursement Process and Form

For Module 4.1, please watch the videos below. If you are having a hard time viewing the videos below, you can review them here:

4.1 Reimbursement Process Part 1;
4.1 Reimbursement Process Part 2;

Here are also links to slides from the videos and transcript for the videos.

Module 4.2 : New Supplier Form

New Supplier Request Form Submissions (Recommended)

To ensure expedited reimbursement processes, the leaders may complete and submit the New Supplier Form to Law Student Affairs by September 1st. Submissions are to be made through the New Supplier Submission Form. It is highly recommended that each student leader submit this form as it will immensely sped up the reimbursement process.

How to Complete the New Supplier Form

Download the New Supplier Request Form linked here.
Complete only sections sections 1, 3, 4, and 7. (See highlighted sections and sample below)
Then save it as a PDF.
Submit this form through this New Supplier Form Submission link

Sample below:

Module 4.3 : Petty Cash Voucher

Module 4.3: Petty Cash Voucher

Petty Cash Voucher Option

For reimbursements under $100, you also have the option to be paid via Petty Cash Voucher which will pay you directly in cash rather than direct deposit. This will involve taking a physical form to the University's Cashier's Office (Hughes Administration Building 211) between the hours of 10AM-3PM Monday-Fridays and getting reimbursed in cash.

How to Complete the Petty Cash Voucher

#1 Download and complete the Petty Cash Voucher. Save it as an Excel file (.xlsx) (instructions on how to download as an Excel file attached), complete the form per the instructions below, and attach it where indicated below. You only need to fill out the following two sections:

Petty Cash Information: Date, Payee (which is you) Name and Email
Business Purpose (Justification): Include a brief description of what the reimbursement is for. This should include the student organization name, item(s) paid for, the event name and date (this will be the Student Organization Fair on August 29, 2022), and the number of attendees (this can be an estimate of the number of students that visited your table). Be brief but specific in your description. Example descriptions are below:
- Sandwiches for Pro Bono Legal Advocates Careers in Public Interest Law Panel on 9/7/2020. 45 attendees.
- Tabling supplies for Golf Law Society for Student Organization Fair on 9/15/2019. Purchased banner and candy. 37 people stopped by the table.

Sample of Petty Cash Voucher:

#2 Hold onto the physical original itemized receipt. You will need this when you submit your documents to the Cashier's Office. If the receipt is an email confirmation, your upload of the receipt in the last section is sufficient. The receipt must show proof of purchase and the item(s) that were purchased.

Getting Reimbursed via Petty Cash Voucher

Once you have submitted the Student Organization Post-Event Form with your Petty Cash Voucher information, Law Student Affairs will notify you when the completed Petty Cash Voucher is ready for pick up. You will then pick up the Petty Cash Voucher from the Law Student Affairs Office (WH Rooms 116-130) and take the Petty Cash Voucher to the Cashier's Office for payment. This is at the Hughes Administration Building Room 211. It will be the ground floor that you enter on and will be directly straight. They are open Mondays-Fridays from 10AM-3PM.

Map for Hughes Administration Buildling below:

Please take the Module 4 Quiz

Now it's time to take the Module 4 Quiz! Click here to complete the quiz.

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