Policy and Timeline

Student Reimbursement Process

  • Submission Deadline: All reimbursement requests must be submitted to the SBA Treasurer within 30 days of incurring the expense.
    • E.g. If the event took place on September 1, 2026, then the last day to request for reimbursement is September 30, 2026 at 11:59pm.
  • Source of Funds: Expenses may be reimbursed from either your student organization’s SBA allocation or its dues account, depending on the nature of the expense. Always verify and designate the correct account, as confusing the two accounts is strictly prohibited.

Process & Requirements

Steps

  1. Fill out the official reimbursement form available on the Office of Student Affairs (“OSA”) Canvas page.
  2. Clearly mark on the form whether the reimbursement is coming from your SBA account or your dues account.
  3. Ensure banking details are provided, as all reimbursements are processed via ACH; no physical checks or cash will be issued.
  4. Combine and save the reimbursement form, valid receipts, and attendance lists (if applicable) into ONE PDF file.
  5. Email the complete PDF document to the SBA Treasurer at sbatreas@law.cwsl.edu. The Treasurer will forward it to the Office of Student Affairs for final approval.
  6. Once approved, the request is sent to the Business Office for processing, which can take up to 3 weeks.

Receipt Requirements

To ensure prompt processing without delays, all submitted receipts must meet the following criteria:

  • Itemized
  • Legible
  • Contain the date and time of the transaction
  • Clearly state the name of the vendor
  • Missing Receipts: If a receipt is missing, you must fill out a Missing Receipt Form (available on the OSA Canvas page) and email it along with any available proof of payment to Jeff Chinn. Please note that missing receipts will cause processing delays.

For all questions related to SBA funds, please email the SBA BOR Chair at SBAborchair@law.cwsl.edu