PROCEDURE FOR STUDENT REIMBURSEMENTS
FROM THE OFFICE OF STUDENT AFFAIRS
During your time here at JHU School of Medicine, there may be several opportunities for you to be reimbursed for expenses you incur in support of student group activities, community service activities, attendance at regional or national meetings of student groups, etc. This is a guideline to help you with this process.
Step 1: Get approval before spending any money!
For student group activities that require additional funding from the Office of Student Affairs, please prepare an appropriate budget (with explanation of costs) and forward to Dr. Barone. A face-to-face meeting may be required. Dr. Barone will notify Cheryl Bryant (firstname.lastname@example.org, 410-955-3419) of the amount allowed. Receipts can then be submitted to Cheryl (see Step 3). Please understand that we can only reimburse expenses and cannot provide funds in advance of expenditures.
Step 2: Get your information together!
All requests for reimbursement must be accompanied by an original receipt that shows the amount of money you paid for the item. Travel costs are often incurred through on-line services. Please be sure to keep the e-mail receipts that the airline, hotel, rental car company, etc. send to you, not just your confirmation notices. Accounts Payable will only accept receipts that mention “paid” and the payment method.
If you have one or several “small" receipt(s) (i.e., receipt(s) for supplies from a retail store, taxi receipts, train tickets, etc.), please tape them to an 8.5 X 11 piece of paper with your name and current address listed at the bottom. Please do not staple the receipts. Our office submits the receipts to Accounts Payable by fax machine or scanner, so this preparation is necessary to feed the receipts through the machine.
Step 3: Bring your information to Cheryl!
You will be asked to fill out a short form to provide information about your reimbursement event, where the check should be sent, etc. The form for activity reimbursements (supplies, food for groups, etc.) is available here. The form for travel reimbursement (registration, air or ground travel, lodging expenses only) can be found here.
Cheryl will verify your receipts and begin the process of submitting your reimbursement request. The check will be mailed to the address you provide from the Eastern Campus (not from the Student Affairs office); this process can sometimes take 4-6 weeks.