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Reimbursement Requirements FAQ's

Who can get reimbursed?
How do I get reimbursed for clubs?
How do I get reimbursed for conferences?

What can be reimbursed?
What CAN’T be reimbursed?
Is there a time limit for submitting reimbursements?
How long does it take to get reimbursed?
What is the fundraiser match process?
Can reimbursements be submitted online?

As always, if you have any further questions, please reach out to njms.treasurer@gmail.com.

Who can get reimbursed?
- All clubs that have received a budget can get reimbursed up to their approved budget.
- For conferences, all NJMS students can get reimbursed up to $100 of their total conference-related costs.

How do I get reimbursed for clubs?
- The reimbursement process for clubs and conferences is the same.
- EVERYONE must submit the receipt and the reimbursement slip found next to the silver box in Student Affairs, which can also be downloaded here.
- If one receipt has a total of more than $100, please attach a list of attendees, a bank statement that contains the purchase details (if a credit/debit card was used), and meet with Mr. Anthony Marques in Student Affairs to complete a W9 form.
- For large purchases (i.e. Venue contracts, catering for large events, etc.), please e-mail njms.treasurer@gmail.com AT LEAST 1 MONTH PRIOR for approval, tax exemption and coordination.

How do I get reimbursed for conferences?
- The reimbursement process for clubs and conferences is the same. Please refer to the instructions above and be sure to fill out and attach the reimbursement slip to your receipts.

What can be reimbursed?
- Funds from NJMS Student Council can only be used for NJMS students or events open to the entire NJMS student body
- Any expenditures not open to the entire school must be approved by the treasurer AT LEAST 1 MONTH PRIOR to the event
- Food for events & lectures, equipment, decorations CAN be reimbursed

What CAN’T be reimbursed?
- Food/purchased goods for fundraisers and bake sales WILL NOT be reimbursed
- Alcoholic beverages
- Outside guests and speakers for lectures
- All forms of transportation. If this is a concern, please reach out to njms.treasurer@gmail.com.

Is there a time limit for submitting reimbursements?
Yes. For all reimbursements, please drop off the documents specified in the silver box at the Office of Student Affairs within 30 days of the purchase.

How long does it take to get reimbursed?
Once the treasurer receives your reimbursement, it will appear on your club’s Google Sheet along with the date it was received. From that date, please allow up to 2 months for the reimbursement to be completed.

What is the fundraiser match process?
Clubs can only request for matched funds when they spend within $100 of their current budget. Student Council can match up to $250 of earnings from club fundraisers per year at the discretion of the treasurer. Please send an email to njms.treasurer@gmail.com with the total amount raised and an attached flyer or advertisement as proof that the fundraiser occurred. The same rules for reimbursement still apply for matched funds.

Can reimbursements be submitted online?
Rutgers requires hard copies of original receipts to process reimbursements. As a result, all reimbursements must be submitted through the process outlined above.

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Suggestions for additional content on this page? Please email me at pravin.matthew@rutgers.edu

Pravin Matthew
Student Council Webmaster