Reimbursement

UFC Funds can only be used to reimburse organizations, not people. If an individual used their own funds for an event, it is up to the organization to reimburse them.

Prior to the event, a budget must be prepared and shared with the GLC and GLASS Financial Coordinator. Unless explicitly noted by the GLC, this budget must be shared PRIOR to the event.

The GLC shall send an approval memo to GLASS, mentioning that UFC funds are to be used and stipulating conditions. These conditions include:

1. A minimum of one listserv advertising the event prior to it taking place with the GLC listed as a co-sponsor or sponsor.

2. Explicit mention of the amount of money provided, as voted on by the GLC.

Reimbursement shall only be provided after an event has taken place.

If any of the conditions in #3 were not met, It is the responsibility of the GLC to notify GLASS PRIOR to distribution of funding; no funds will be disbursed in these cases, nor if alcohol is in the receipts.

It is the responsibility of organizations to provide itemized receipts for reimbursement. All receipts must be dated, have the name of who was paid, the amount spent, the event name (including Greek organization name), and an itemized list of all items purchased.

Purchases from any accredited business must be documented with a receipt or invoice from the vendor. Screenshots of transactions or Venmo payments are not acceptable. Supermarket register tapes, invoices from Hanover Strings etc. are acceptable.

Payments to student bands, DJs, and performance groups can be done via Venmo. Screenshots are acceptable, PROVIDED they include all the information from #6.

No payment will be processed without meeting the above criteria.

Purchases that exceed the reimbursement amount voted upon by the GLC shall only be reimbursed to the approved amount. 

No purchases of equipment (ie non-consumables) can be made without special approval.