There are a variety of ways in which Recognized Student Organizations (RSOs) can process payments for organization programs, resources, travel, and more. The types of expenditures include:
- Interdepartmental Transfers: moving money internally from one Tulane account to another (i.e. requesting campus services such as TUPD, Facilities Services, Hullabaloo ad, transferring funds to another account, budget corrections)
- Payments: paying for external (non-Tulane) goods and/or services (i.e. vendors, speakers, supplies, performers, equipment, venue rental, catering, etc.)
- Entertainment Reimbursements: a reimbursement for food purchases that could not be paid via check or with the RSO advisor’s Travel and Entertainment card
- Travel Reimbursements: a reimbursement for miscellaneous student organization travel expenses (i.e. rideshare, parking, personal car mileage, conference registration, meals, or other miscellaneous costs); flight, lodging, and rental car must be booked and paid through Concur-World Travel Services
Once an RSO event has been approved through the event registration process in WaveSync, you can submit requests for payment to vendors or to Tulane departments. Below are instructions on how to request each type of expenditure/payment.
An Interdepartmental Transfer (IT) is used for payment for campus services, transfer of funds, or budget corrections. If requesting a campus service such as Facilities Services or TUPD, it is recommended to request the IT at least 10 business days prior to the event. The IT can be processed on the following forms based on your Allocation Committee:
Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment
Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request an IT.
You may need the following information to complete the form, depending on the type of request:
- Event description information & diagram if requesting services for an event
- Copy of budget statement or supporting documentation if requesting a budget correction
- Receipt or invoice if transferring funds to another budget
Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Once approval has been received, the request will be processed and submitted to the appropriate department for further action.
A payment request is used for purchasing goods or services. This includes payments to vendors, venues, speakers, performers, and associations or for supplies, equipment, printing, repairs, rentals, etc.
Payment Requests can be processed on the following forms based on your Allocation Committee:
Center for Intercultural Life Request for Payment
Center for Public Service Request for Payment
Club Sports Request for Payment
LBC Request for Payment
Payments for food/catering should be made on your RSO advisor's Travel and Entertainment (T&E) card. Please note that if your advisor doesn't have a T&E card or if the vendor will not accept a credit card, you may submit a request for payment at the form linked above.
Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a payment.
You may need the following information to complete the form, depending on the type of request:
- Vendor W-9
- Contract signed by both parties
- Quote
- Invoice
- Online cart (ex. Amazon)
Once submitted, the request will be forwarded to your RSO advisor for approval. Please check that your RSO advisor name and email are entered correctly or the form can't be sent for approval. Payments will be paid by university check, purchase order, or Purchasing Card, depending on the type of purchase.
If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Payment form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to the vendor. Checks are issued on Thursdays and mailed on Fridays.
An entertainment reimbursement is used to pay students back for food purchases that could not be paid with your RSO advisor’s Travel and Entertainment (T&E) card, assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the purchase.
Entertainment reimbursement requests can be processed on the following forms based on your Allocation Committee:
Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement
Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a reimbursement.
You may need the following information attached to the reimbursement form, depending on the type of request. If the attachments below are not included, your request will not be processed.
- Itemized receipts showing payment was made
- Attendee list
- Meeting agenda (if food purchased was for a meeting)
- Event flyer or WaveSync event listing (if food purchased was for an event)
If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays.
A travel reimbursement is used to pay students back for miscellaneous travel expenses on behalf of their RSO. This could include payments for rideshare, parking, personal car mileage, conference registration, meals, or other miscellaneous costs assuming your organization accounts have the funding to pay for these items. Reimbursements must be requested within 45 days of the end date of the trip.
Travel reimbursement requests can be processed on the following forms based on your Allocation Committee:
Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement
Please note: If your organization is a Department Sponsored Student Organization or an Office of Fraternity and Sorority Programs Sponsored Student Organization, contact your department to request a travel reimbursement.
You may need the following information attached to the reimbursement form, depending on the type of request. If the attachments below are not included, your request will not be processed.
- Itemized receipts showing payment was made
- Proof of travel (i.e. boarding pass or photocopy of conference nametag)
If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays.
A miscellaneous reimbursement is used to pay students back for supplies for their organization that needed to be purchased immediately. These reimbursements must be under $100 and cannot include payment to vendors, speakers or performers for services. Reimbursements must be requested within 45 days of the purchase.
Miscellaneous reimbursement requests can be processed on the following forms based on your Allocation Committee:
Center for Intercultural Life Request for Student Reimbursement
Center for Public Service Request for Student Reimbursement
Club Sports Request for Student Reimbursement
LBC Request for Student Reimbursement
You may need the following information attached to the reimbursement form, depending on the type of request. If the attachments below are not included, your request will not be processed.
- Itemized receipts showing payment was made
If payment is made via check, checks will be available, assuming all information is complete and accurate, within two to four weeks of submission. The process will take longer if the information in the Request for Student Reimbursement form is incomplete or if university policies are not followed. Once the check is available, it will be mailed to you at the address listed on the reimbursement form. Checks are issued on Thursdays and mailed on Fridays.
