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Reimbursements for Required Course Materials
Reimbursements for Required Course Materials
PSEO reimburses the costs of required books and consumable materials, when those items are not available through the University Bookstores.
You must purchase these items using your personal funds and complete a reimbursement request to be reimbursed for these items.
The reimbursement limit for all required course materials and supplies is $350 per semester.
Financial Hardship
Financial Hardship
If purchasing required, reimbursable supplies using your personal funds causes any financial hardship to you or your family, please contact your PSEO advisor immediately. We can work with you to find another way to purchase these items.
What is Covered?
What is Covered?
Items must be required for the course.
Art/Paint/Drawing Kits
Books & E-Books (if not available through the Bookstore/CourseWorks)
Consumable Items
Consumable items are those which are used up over the course of a semester.
Examples: paint, canvases, drawing pencils
Course Fees
Course fees, lab consumable fees, and required materials fees charged to your student account will be automatically covered through PSEO funds.
You do not need to submit a reimbursement request for course fees. Contact us if you have questions about a course fee in your student account.
Course Packets
Instructors tell you where to purchase course packets and will list this information in the syllabus provided to you during the first week of class. Typically, course packets range from $15-35 each.
Practice rooms for music lessons
Music locker rentals
Locker rentals for ceramics courses
Rentals of non-consumable* materials
Examples: Rentals for cameras, calculators, or equipment for Physical Education courses
Transportation/parking costs for required off-campus travel experience
Example: parking for a required class field trip held off-campus
Shipping/Handling
Software Subscriptions/Access Codes (if not available from the Bookstore/CourseWorks)
Taxes
What is Not Covered?
What is Not Covered?
See the Optional Expenses page for a list of optional purchases not covered by PSEO.
Non-Consumable Items
Consumable items are those which are used up over the course of a semester.
Non-consumable items such as cameras or athletic uniforms are not covered.
Basic School Supplies
Examples: notebooks, lab notebooks, graph paper, pencils, pens, backpacks, and ink cartridges are not covered
A copy of a required material in an alternate format, unless the alternate format is required for the student under an agreement through the Disability Resource Center (DRC) or due to a health concern. See the FAQ in the Getting Your Course Materials page for more information.
Example: a physical copy of a textbook when PSEO has covered the required digital version of the textbook would NOT be covered
How to Complete a Reimbursement Request
How to Complete a Reimbursement Request
1) Itemized Receipt or Invoice
1) Itemized Receipt or Invoice
You will need an itemized receipt, which lists the price of each individual item purchased. It should also list the taxes and shipping, if applicable.
For course packets, the receipt must list the course name or number (e.g. WRIT 1301).
For software and electronic subscriptions/textbook purchases, it's often helpful to take screenshots during the process to ensure some proof of purchase.
For multiple, ongoing purchases during a semester (e.g. monthly software subscriptions, equipment rentals, art supplies), it's helpful to save up the receipts and submit them all together in one reimbursement request at the end of the semester.
2) Syllabus, Instructor Email, or Screenshot
2) Syllabus, Instructor Email, or Screenshot
You will need your course syllabus, or a signed note or email from your instructor that indicates the item you purchased is required for the course.
If the information about the item being required for the course is instead posted in your Canvas course or equivalent, you can submit screenshots where the instructor stated the item is required for the course. Make sure the course title and/or instructor name is visible in the screenshots you submit.
3) Submit a Reimbursement Request
3) Submit a Reimbursement Request
Complete a PSEO Reimbursement Request. You will upload your receipts and syllabus.
Reimbursement requests must be submitted by the end of the academic year.
What Happens Next
What Happens Next
You will receive a confirmation e-mail when your reimbursement request has been processed.
If your reimbursement request was incomplete, we will email you to ask for any additional documentation needed.
Once approved, a check for the reimbursement total will be sent to the address listed on the reimbursement form. Reimbursement checks may take 4-6 weeks to arrive.
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