REIMBURSEMENT

A reimbursement packet will be required for each individual/organization looking to be reimbursed, reimbursement is the preferred method of payment. The reimbursement documents required include:

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1. REIMBURSEMENT REQUEST FORM 

   • ​A form requesting reimbursement for money that was spent on goods related to the Senate Act allocation.

2. WH-1 TAX FORM or W-9 TAX FORM

   • ​The WH-1 is to be filled out by individuals who are seeking reimbursement. Please note that we do not allow dorm addresses. The W-9 is to be filled out if it is an organization seeking reimbursement.

3. RECEIPT LOG and COVER SHEETS FOR RECEIPTS

   • ​Please list any and all relevant costs incurred for your reimbursement on the receipt log and support it by attaching receipts to the cover sheets. All receipts must be itemized and have the pertinent information as outlined in the ASUH Fiscal Funding procedures. 

     • Physical receipts must be dropped off at the ASUH Office or mailed to us. We do not accept scanned versions of receipts.​

     • Digital receipts are accepted via email.

     • Receipts must have: payment type, your name, itemized list of purchased items and the total amount.

   • If items were purchased before the event date, please create a letter stating the reason why items were purchased ahead of time.

4. CLARIFY LINE ITEMS FORM (if necessary)

   • ​If the receipt lists items that may not be easily deciphered, fill out this form to clarify what was purchased.

5. CARD AND BANK STATEMENT

   •  If items were purchased with a credit card, provide a front scan of the credit card blacking out all digits except the last four digits and the name of the account holder. 

   • Please provide a copy of the bank statement with the relevant purchases highlighted, the name of the account holder, and the items must not be pending. 

   • If items were purchased with a check, please provide a copy of the cancelled check (can be requested from your bank) and a copy of the bank statement with the relevant purchases highlighted

   • If travel was involved, please provide the itinerary, booking confirmation, and boarding passes (if flight was already taken).

6. FLYER OF EVENT

   • A flyer of your event or message that was used to promote the time and location the event was held. According the ASUH RIO funding rules, the flyer must contain the ASUH logo and indicate the event was co-sponsored by ASUH. If a conference was attended, please provide a flyer of the conference.

7. FOOD MEMO​​

   • If food items were purchased earlier than the date of the event, please fill out this form.

8. PURCHASE ON BEHALF MEMO​

   • To reduce extra paperwork, please have every member who purchased items fill out this form so the reimbursement can go to one person. Please also have members fill out the form if they used someone else's card and ensure that the person labeled as "name of individual requesting reimbursement" is the representative of the organization. If you want individual reimbursement for each member who purchased items, please email us at asuh@hawaii.edu. ​​​​​

9. POST-ACTIVITY FORM

   • ​​An online evaluation form of the event held/attended by the RIO. Must be filled out within a week that the event is held.