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Student Organization Resources

Student Organization Reimbursement Requests

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Student Organization Resources
Reimbursement Requests

Student organizations who wish to be reimbursed for purchases must adhere to the policies and procedures outlined below. These are specific to student organizations. Please note that reimbursement requests submitted for other departments may have different requirements. 

Questions? Please reach out to studentorgs@mica.edu. 

Submit a Reimbursement Request

Do you have a Workday account? (You will have a Workday account if you are or have been employed by MICA.)

Reimbursement Request Process

NON-EMPLOYEE (i.e. those WITHOUT a Workday account)

  1. Review the reimbursement policies outlined at the bottom of this page.
  2. Prepare digital copies your expense documentation/receipts, as these will need to be submitted electronically in the next step. (Keep any original, physical copies until you have received your reimbursement payment!) 
  3. Complete a Student Organization Reimbursement Request form (also linked above).
  4. Follow the instructions provided in the form confirmation email.
  5. Drop your signed reimbursement form off with the Assistant Director of Student Involvement in the Center for Student Engagement.  If this is your first time submitting a reimbursement request since 12/2/19, you must also include the appropriate tax form. If you are a domestic student, please complete Page 1 of a W-9 form. If you are an international student, please complete Part I & III of a W-8BEN form.

MICA EMPLOYEE (i.e. those WITH a Workday account)

  1. Review the reimbursement policies outlined at the bottom of this page.
  2. Complete a Student Organization Reimbursement Request form (also linked above). You will receive a confirmation email with further instructions upon completion.
  3. Prepare digital copies your expense documentation/receipts, as these will need to be submitted electronically in the next step. (Keep any original, physical copies until you have received your reimbursement payment!) 
  4. Submit an Expense Report via Workday, following the instructions provided in the form confirmation email.

Reimbursement Policies

  1. Reimbursements should be used as a last resort for student organizations whenever possible. With proper planning, student organizations can typically utilize other resources (petty cash, MICA credit card, etc.) to avoid spending out-of-pocket. Review the Student Organization Handbook for more information.
  2. The following items are NOT reimbursable under any circumstances:
    • Gift cards
    • Gas (can request a mileage reimbursement instead)
    • Branded clothing/apparel for organization members
  3. All reimbursements require documentation of purchase in the form of an itemized receipt, with the exception of mileage reimbursements (which require documentation in the form of Google Map directions showing the start and end location, along with the total miles). The following are REQUIRED of all receipts:
    • Receipts must be legible
    • Receipts must be itemized (i.e. show each item/quantity purchased, price per item, and total)
    • Receipts must include the date of purchase
    • Receipts must show proof of purchase 
  4. Student organizations must submit the appropriate Student Organization Reimbursement Request form, which is dependent upon whether or not the requester has a MICA Workday account (i.e. is or has been employed by MICA). 
  5. In addition to the policies noted above, student organizations must adhere to MICA's Business and Travel Expense Policy.
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