Reimbursements
Our Finance team reimburses students through ACH payment, otherwise known as Direct Deposit.
The process to submit for reimbursement is as follows:
- Complete the Expense & Payment Request Form in Google Sheets (Make a copy) or Excel and save as a PDF.
- Use the instructions on the first tab to help you complete the form.
- Reimbursements may be sent back for adjustments if instructions are not followed correctly.
- Compile all the relevant accompanying documentation for submission (as PDFs).
- Receipts
- List of Event Attendees (If not present on Club Macaulay Event Page)
- Submit PDFs of all of these documents to our online Student Reimbursement Form.
- Note: all documents must be submitted in PDF format. Otherwise, these will be sent back to submitter to adjust and resend in PDF format.
- If you have any questions or concerns, email us at Student.Clubs@mhc.cuny.edu for support.
- Further instructions for how to securely submit your banking information (Account & Routing Number) will be directly emailed to the contact person you put in the Request Form. Do not ever provide any banking information in the form or over email.
Please note that students cannot get reimbursed for items not in your club’s approved budget (Scholars Council and Student Development approval). Any funding spent prior to budget approval is at the risk of the spender and is not guaranteed reimbursement.
After the payment is completed, your banking information gets deleted, so it does not live within any of our databases.
NOTE: The Student Development team recommends that all purchases are made using our purchase request form. If you are unable to submit a purchase request form, please contact the Student Development team for guidance on how to effectively manage your club budgets and finance processes.
If you do not provide an attendance list for your event, you will not be reimbursed.
Reimbursement Minimum per event: $10.
Reimbursement Maximum per event: $250.
REIMBURSEMENT DEADLINES
After your event, you will have 10 business days to submit your response to our reimbursement form. Please note, late submissions (more than 2 weeks) cannot be reimbursed.
Reimbursements are due at the end of each semester for any spending within that semester. Your reimbursement will not be honored if your reimbursement is not submitted by the deadline. Consult the Important Dates and Deadlines for the most up-to-date information.
All reimbursements must be complete and correct by the deadline. Incorrect reimbursements will not be processed.
Additional Restrictions
- Reimbursement Minimum per event: $10.
- Reimbursement Maximum per event: $250.
- Club Funding may not be used to purchase gift cards.
- The cost of prizes cannot exceed $5 per item.
- We are unable to fund individual expenses for non-Macaulay students with a group’s allocated budget.
- Unfortunately, we cannot provide funding for Speaker Fees or honoraria.
There are extensive resources within Macaulay and CUNY that clubs can utilize for free. You can also reach out to the Student Development team at student.clubs@mhc.cuny.edu for some suggestions for how you can get a speaker for free.