Policies & Expectations
Policies
Spending Restrictions:
- We DO NOT reimburse out-of-pocket expenses over $499.00 for EACH event.
- Besides what is allocated for RGC TTD, no other line items should be used for staff bonding or gifts.
- Gift cards, ride-sharing, alcohol, gas, and ATM fees are against policy and can not be purchased or reimbursed with association funds.
- Any prize over 75 dollars must be purchased by a debit card by the RD/ARD and the recipient must pick it up and from the ResLife office and sign out for it.
- Any prizes must list name and UIDs of recipients in the disbursement form to be reimbursed.
- You may not go over 30 dollars per person on meals.
- All expenditures of the RGC TTD line item, requires an approved TTD Proposal.
Important Deadlines:
- All paperwork for out-of-pocket purchases needs to be turned in within 2 weeks of purchase.
- All paperwork for community debit card purchases needs to be turned in within 3 days of purchase. You may lose community debit card access if the paperwork is not turned in by the deadline.
- As a reminder, checks deposited 6 months after being written are no longer valid. Please deposit checks in a timely manner.
Reimbursement Policies:
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We do not reimburse via Venmo for any purchases of $100 or more per program. If it is over $100, the reimbursement will be given to you via check.
Receipt Policies
All receipts must be itemized and can NOT contain any personal purchases.
A receipt may take many forms (i.e. cash register receipt, copy of an order form, web receipt, or confirmation). A complete receipt must identify:
- Date of purchase
- Vendor or business name
- Itemized list and unit price of the purchased items
- method of payment
- Total amount
An example of an itemized and reimbursable receipt and a non-itemized and non-reimbursable can be found below.
Example of a non-Itemized receipt, NOT reimbursable
Example of an itemized receipt, this receipt is reimbursable
If utilizing Amazon, receipts must say Final Order Details at the top. See the example below.
All receipts must be labeled with an appropriate description. See the example below.
