To be reimbursed for funds, the president or treasurer of the organization must complete the online purchase request for reimbursement. A complete reimbursement packet will include all invoices, receipts, and proof of payment for purchases incurred by the student organization, UA Department or individual. All information must be legible. Blurry or missing information will delay the reimbursement. Receipts/invoices should be scanned as one document with the proof of payment and uploaded to the Purchase Request before submission. A pdf is an acceptable format for this packet.
A completed Direct Deposit Authorization form should be submitted if the organization is not already in the payment system or if the organization’s banking information has changed.
The FAC Purchase Request is completed through an electronic process. Visit mySource, sign-in and complete the instructions as follows:
- Select the organization for which funds are being requested.
- Select “manage organization.”
- Select the menu button.
- Select the “finance” option.
- Select the dropdown menu for “create request” and select “purchase request.”
- Enter the organization name.
- Enter the amount (total amount of reimbursement request).
- Provide a detailed description for the request including who, what, when, where, when and why.
- Complete the questions under additional information only as it applies to the request.
- Complete the checkbox to electronically sign the funding request.
- Upload your FAC purchase addendum and any other relevant document(s) for this request.
- Click the “submit request” button.
- 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.
- If the organization president is the one to submit the purchase request, they will need to change the stage to “Approved by President.”
- Notify the advisor of the need to change the stage to “Approved by Advisor.”
The reimbursement process generally takes 7-10 business days after the FAC advisor submits the documentation to the Accounts Payable Department. All payments are subject to UA Spending Policies and state legislation.