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SABO Expense Reimbursement Voucher
Preliminary Checklist (Check all boxes to continue)
*
Complete the check list below and ensure all receipts adhere to
receipts and proof of payment requirements
.
Reimbursements that do not meet these requirements will NOT be processed.
I certify my receipts with expenses greater than $75 include an
itemized description
of goods or service purchased.
I certify my receipts include the
vendor's name
(for ex. Amazon, stop and shop, Target).
I certify my receipts includes a
Transaction Date
for each expense.
I certify my receipts include the
amount paid
for each expense.
I certify my receipts include the
form of payment
for each expense (Cash, check, or last four digits of credit card).
This reimbursement is *NOT* for a faculty or full-time staff member.
The reimbursement does not include sales tax unless it is for a prepared meal or hotel.
NU STUDENT/GUEST REQUESTING REIMBURSEMENT
Name:
*
First
Last
NU ID (Required for students):
Street/PO Box
*
City
*
State
*
Zip Code
*
FOR WHICH TYPE OF EXPENSE DO YOU WISH TO SEEK REIMBURSEMENT?
*
I made a non-travel purchase (e.g., supplies, groceries, food for meeting).
I made a travel-related purchase (e.g., attended a conference or workshop).
I made both, a non-travel and travel-related purchase.
NON-TRAVEL EXPENSES
Business Purpose:
*
Date of Expense:
*
Expense Description:
*
BREAKDOWN OF NON-TRAVEL EXPENSES
Index:
*
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
*
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
I certify that I am submitting *only* Non-Travel Expenses.
TOTAL EXPENSES:
TRAVEL EXPENSES
Business Purpose:
*
Date travel started:
*
Date travel ended:
*
Destination/Expense Description:
*
BREAKDOWN OF TRAVEL EXPENSES
Index:
*
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
*
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
I certify that I am submitting *only* Travel Expenses.
TOTAL EXPENSES:
NON-TRAVEL PURCHASE
Business Purpose:
*
Date of Purchase:
*
Expense Description:
*
BREAKDOWN OF NON-TRAVEL EXPENSES
Index:
*
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
*
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
TRAVEL-RELATED OR TRIP EXPENSE
Business Purpose:
*
Date trip started:
*
Date trip ended:
*
Destination/Expense Description:
*
BREAKDOWN OF TRAVEL EXPENSES
Index:
*
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
*
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
Index:
INDEX: 6 digit cash or budget index. Beginning with “8” for student groups or “3” for Club sports. Example 8XXXXX or Club sport Example: 3XXXXX. See
here
.
Account Code:
ACOUNT CODE: must start with 7 and consist of 5 numbers. See
here
.
Out-of-Pocket Expense:
*
I certify that I am submitting *both* Non-Travel *and* Travel-related Expenses.
Total Expenses:
UPLOAD RECEIPTS
File
*
Drop files here or
Accepted file types: jpg, gif, png, pdf.
You are allowed up to 10 file uploads and a maximum of 1MB per file.
Receipts and proof of payment requirements
Send this completed form to SABO with ITEMIZED RECEIPT(S) ATTACHED if a reimbursement is needed for out of pocket expenses.
APPROVALS
Student/Guest Name
*
First
Last
Today's Date:
*
Email
*
Phone:
*
Student Group Treasurer Name
First
Last
Student Group Treasurer Email
*
I certify that this report is a true and accurate accounting of business-related expenses incurred on behalf of Northeastern University.
Advisor/Supervisor Name:
*
First
Last
Date
Advisor Email:
*
Please note this is your student group's faculty advisor. An approval request will be sent to email provided.
IMPORTANT NOTES REGARDING THIS REIMBURSEMENT REQUEST:
1) You will not be reimbursed for sales tax paid except meal/food tax, and hotel occupancy taxes. 2) Travel reimbursements should be submitted within 10 days of returning from trip
Under IRC sections 62(a)(2) and 62(c), reimbursements for travel that meet established tests for an ACCOUNTABLE PLAN, are not subject to employment taxes (federal income taxes, Social Security and Medicare). The following are the three requirements for an accountable plan:
1. There must be a business connection and the expense must be reasonable.
2. There must be reasonable accounting for the expenses.
3. Expense reimbursements must be filed within a reasonable amount of time.
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