Individual Reimbursements for Club Expenses

• Step 1: Review this checklist, and make sure your event followed the applicable on-campus or off-campus event policies.
• Step 2: Scan your receipts, which - without exception - must be itemized with proof of payment. (Here's an example of the perfect receipt.) 
• Step 3: Submit your reimbursement request online within 30 days of the receipt date. (Please submit one request per event, even if you have multiple receipts associated with the event.)New! The form now allows you to upload your receipts in an electronic image format.

Can I get reimbursed for sales tax on a reimbursable expenditure?

Northwestern cannot reimburse any sales tax; Northwestern is exempt from Illinois sales tax.

• To obtain a tax exemption form, stop by the Student Experience Center (1391) prior to making a purchase and provide us with the name of the vendor, name of the person who will be purchasing, and date of purchase.
• Tax exemption forms may be used for organizational purposes only.
• NO taxes will be reimbursed for out of state sales tax.
• We WILL only reimburse IL sales tax at a restaurant if it was dine-in.

In what situations am I not allowed to request reimbursement?
If you’re paying any kind of service provider or contracted service, your only payment option is to request a University check; students will never be reimbursed if they make personal payments for services. (More on contracted services here.)

When will my reimbursement check be ready?
Reimbursement checks should be ready within 6-8 weeks of the date that electronic receipts are submitted. At that point, you'll receive an email detailing where to pick up your check.
 
How can I check the status of my reimbursement? 
Email clubreimbursements@kellogg.northwestern.edu with the transaction ID listed on your submission confirmation email. Please allow at least 2 weeks before checking on your reimbursement's status. 

How do I get technical help with the online form? 
If you find a problem with the form in your browser, or encounter another technical problems when submitting your request, please email clubreimbursements@kellogg.northwestern.edu.

Can club treasurers request reimbursement for club purchases?
No. Club treasurers play a key role in the reimbursement approval process; as such, treasurers are not permitted to submit reimbursement requests, in order to avoid a conflict of interest.

How do I know if I am in violation of any of the Student Organization Finance Office policies? 
You can review the SOFO policy guidelines, contact your club treasurer, or email clubreimbursements@kellogg.northwestern.edu. Common causes for reimbursement denial include:

• Deposits (must be paid by University check)
• Room reservation fees (must be paid by University check)
• Account credits

Can I submit an individual reimbursement for branded materials?
You can submit a reimbursement request for branded materials. When creating commercial products such as T-shirts, mugs and bags using the Kellogg School logo and Northwestern University identity, you must use the registered trademark version of the Kellogg logo AND purchase from a Northwestern licensed vendor. Purchases made from unlicensed vendors WILL NOT BE paid by Northwestern and are ineligible for reimbursement. Prior to purchase, please send your design to the Club Coordinator for approval. Special note: The Kellogg School logo or word mark may not be printed on red products, because red is a trademarked color associated with the Kellogg's cereal brand.

• The online workflow system used to approve requests is called OnBase. OnBase login, account activation and approver instructions are available here.
• For policy exceptions, make sure to add a comment on actions taken to ensure future compliance. 
• To use your KSA funds, use the split funding option. 
• View the expected turnaround time on approvals table.