Club Event Reimbursement

Club Event Reimbursement Process and Forms

MBA Clubs that are affiliated formally through the MBA Association will work with the VP of Finances with reimbursement and budget questions. All other reimbursement inquiries should be directed to mbasa@umn.edu.

If you make an approved purchase on behalf of a student organization or purchase something for the MBA Programs Office, you will be reimbursed as a University “Vendor.”  If you are requesting reimbursement for a professional development conference or case competition visit the Case Competition page for the correct process. The steps below outline how to complete the club event reimbursement process. 

Reimbursement How to Guide

Step by step guide on how to submit a reimbursement request including the do's and do not's of reimbursements.

Reimbursement Request Form

Google form to request reimbursement and upload itemized receipts.

First time reimbursement requests will need to be set up as a University Vendor by submitting either a W-9 Form or W-8BEN Form.

Tax forms can be emailed to MBA Student Affairs at mbareqst@umn.edu.

Do's and Do Not's of Reimbursements

DO get an itemized receipt, which shows the details of all items purchased.

DO NOT submit a credit card receipt without the purchase details. You’ll be required to go back to the vendor and get an itemized receipt.

DO get a separate receipt for alcohol charges.

DO NOT make alcohol purchases without prior approval.

DO complete your reimbursement request through the Google form AND upload your receipts for timely processing.

DON’T submit your reimbursement before the occurrence of the event being purchased for. It will be rejected and you will be asked to resubmit after the event has occurred.

DO turn in your reimbursement within 30 days.

DO NOT request reimbursement for items that were not purchased in your name

**NOTE: If you are sharing expenses with another student, only the student who made the purchase will be reimbursed. This means that you may need to further coordinate among yourselves the correct re-allocations. Reimbursements that require re-allocation between a group of 2 or more students cannot be processed until all students in that group submit their separate requests. 

DO make sure that receipts are clear and easy to read for processing.

DO NOT leave out important information when taking a screen shot, including but not limited to: the vendor name, date of purchase, purchaser name, etc.

DO fill in the tip amount, total and provide a signature (where required) on your receipts.