Rules
The Reimbursement Form should only be completed after the event items have been purchased as you are required to provide proof of payment. Any pre-event disbursements are evaluated on an individual basis and require prior approval from both the SBA Treasurer and the Dean of Student Affairs.
Check requests will be signed off on and cut once every other week. Contact the SBA Treasurer for a status update if a check has not been issued after 15 days from submission of the Reimbursement Form.
Sales tax, “Do Not Fund List” items [SBA Bylaws 10-9(a)], “Set Limitations on Funding” restrictions [SBA Bylaws 10-9b], vendor contracts not previously approved by the Dean of Student Affairs, and requests which exceed the total amount allocated to the event will be deduced from the Reimbursement request. Inquiries on deductions may be made to the SBA Treasurer.
Both the SBA Treasurer and the Dean of Student Affairs will receive a copy of this form. Approval required from both before a check will be released.
Once they have reviewed the request, they will provide the Business Office with the information to cut checks.
It is required to attach proof of payment (receipts, invoices, etc.) to this form.
These regulations are subject to change without notice and are preempted by the SBA Constitution, SBA Bylaws, and Albany Law School policy
*Notice*
Student organizations can utilize the Albany Law School Amazon business account to make Amazon purchases with SBA-allocated-funds in lieu of students paying out-of-pocket and later seeking reimbursement. This process only applies to Amazon online orders and is unavailable for other suppliers. Orders must be submitted at least 2 weeks prior to the date the supplies are needed, and requests are not guaranteed to be fulfilled. Contact adminservices@albanylaw.edu with questions.
To request a purchase, you must first fill out the SBA Reimbursement/Check Request Form available here, indicate in the description that you are “requesting Albany Law School to directly make the purchase on behalf of the student organization”, list the requested items with hyperlinks, and list the estimated total amount without tax. The form will be sent to the SBA Treasurer and, once approved by the SBA Finance Committee, forwarded to Administrative Services for purchasing. You will be notified once the order is successfully placed by Administrative Services.
Tax-exempt forms are only issued by the Business Office to student organizations for in-person suppliers and will not be issued directly to student organizations for online purchases. To request a tax-exempt form, please provide name and address of vendor and email busoffice@albanylaw.edu. Please specify if you would like the form emailed to you or if you will be picking up from the Business Office.