myBama
SGA Financial Affairs Committee

Purchase Requests and Reimbursements

Once your funds have been requested, approved and allocated in mySource, you can access them by either submitting a purchase request or requesting reimbursement.

Purchase Requests

To purchase items using FAC funds, the organization’s president or treasurer must complete the online purchase request form.

Steps to Submit a Purchase Request

Visit mySource, sign-in and complete the instructions as follows:

  1. Select the organization for which funds are being requested.
  2. Select “manage organization.”
  3. Select the menu button.
  4. Select the “finance” option.
  5. Select the dropdown menu for “create request” and select “purchase request.”
  6. Enter the organization name.
  7. Enter the amount (total amount of funding request or reimbursement request).
  8. Provide a detailed description for the request including who, what, where, when and why.
  9. Complete the questions under additional information only as it applies to the request.
  10. Complete the checkbox to electronically sign the funding request.
  11. Upload your FAC purchase addendum and any other relevant document(s) for this request. Refer to the reimbursement packet requirements to determine what documents must be uploaded when requesting reimbursement.
  12. Click the “submit request” button.
  13. Notify the organization president and advisor of the need to access the purchase request to provide approval by changing the “stage” to the next level of approval.
  14. If the organization president is the one to submit the purchase request, they will need to change the stage to “Approved by President.”
  15. Notify the advisor of the need to change the stage to “Approved by Advisor.”

UA Procurement of Approved Expenses

Email Cassie Yeager at fac@ua.edu to inquire about the usage of this method of payment. Additional paperwork may be required based on UA spending policies. Guest speakers/bands and certain events/rentals require contracts/agreements (only UA officials may sign contracts/agreements). Please contact the FAC advisor to complete this paperwork at lease four weeks prior to the event.

Reimbursements

If items or services have already been paid for, request a reimbursement to be paid back through FAC funds.

Requesting Reimbursement

To request reimbursement, the organization’s president or treasurer must:

Upload a Complete Reimbursement Packet

A complete reimbursement packet must be uploaded as a document on the purchase request.

Reimbursement Packet Requirements

To be considered complete, the reimbursement packet must include:

  • All invoices and receipts for purchases made by the organization, UA department or individual
  • Proof of payment for each purchase
  • One combined document with receipts/invoices and proof of payment scanned together
  • Documents uploaded in PDF format
  • Clear, legible documents (blurry or missing information may delay reimbursement)
  • Direct Deposit Authorization Form if:
    • The organization is not already in the payment system, or
    • The organization’s banking information has changed

Reimbursement Timeline and Policy

The reimbursement process generally takes two to three weeks. Once the FAC advisor submits the documentation to the Accounts Payable Department, a direct deposit payment is issued to the RSO; funds are deposited directly into the RSO’s bank account.

All payments are subject to UA Spending Policies and state legislation.