Reimbursement Guide: This document includes funding guidelines (what can and cannot be reimbursed) and criteria for funding allocation.

How to Open a Bank Account: clubs must have a bank account in order to receive reimbursement funding.

Reimbursement Steps

• STEP 1.
  Please review the bylaws to make sure your student organization is eligible to receive funding.
• STEP 2.
  Attend a mandatory Pre-Reimbursement Meeting hosted by the Activities Board one week prior to every Reimbursement Hearing. This meeting is designed to help clubs understand how the reimbursement process works and includes information on filling out the funding application, advice on presenting your request to the board, and necessary requirements to receive funding.
• STEP 3.
  Complete a Reimbursement Request Form and W-9 form. All Funding Request Forms must be turned in by 5pm on the Friday PRIOR to the Activities Board Reimbursement Hearing you plan to attend.
• STEP 4.
  Attend the Activities Board Reimbursement Hearing. The Board will review your request and ask questions pertaining to your activities, group’s mission, and the impact this funding will have on students at the University of Idaho.
• STEP 5.
  Wait for confirmation. The Activities Board Chair will contact you within two business days to inform you of the Board’s decision, including the allocated amount, the items for which you will be reimbursed, and reimbursement procedures.
• STEP 6.
  Upon completion of the Event/Travel, fill out a Travel Expense Reimbursement Form or Non-Travel Expense Reimbursement Form. Contact Debbie Huffman, Administrative Services Manager, to make an appointment to turn in this form and your original receipts.
• STEP 7.
  Wait for your reimbursement check to be processed. It takes a minimum of three weeks for the ASUI and the University of Idaho to process your paperwork once you have turned in receipts. Checks are available for pick-up from the ASUI Admin Assistant in Commons 302.

Spring Semester Pre-Reimbursement Meeting Dates

A representative must attend this meeting before the club is able to apply for reimbursement and attend a hearing.

• Tuesday, February 5, 6:00-7:00pm - Commons Aurora Room
• Tuesday, March 4, 6:00-7:00pm - Commons Aurora Room
• Tuesday, April 8, 6:00-7:00pm - Commons Aurora Room

Spring Semester Reimbursement Hearing Dates

** The sign up sheet will be placed outside the room at 4:00 p.m. (clubs sign up for 10-minute slots beginning at 5:30pm)

• Tuesday, February 12, 5:30pm - Commons Panorama Room
• Tuesday, March 18, 5:30pm - Commons Panorama Room CANCELED
  
• Tuesday, April 15, 5:30pm - Commons Panorama Room

Student Organization Award Ceremony  

• April 22, 6PM, Commons Whitewater
  

  Download and fill out the applications for the following awards:

• Student Organization of the Year
• Outstanding New Student Organization
• Outstanding New Member
• Outstanding Officer of a Student Organization
• Outstanding Student Organization Advisor
• Event of the Year

You can pick up an application packet in the ASUI office, 3^rd floor of the commons, or download it here. The awards ceremony will be held on April 22^nd at 6pm in the Commons Whitewater room which will include the announcement of the awards winners, a congratulatory guest speaker, and food and beverages.