Accessing Funds/Reimbursements

Please follow these guidelines when seeking reimbursements:

All payments and reimbursements from the UDR program require that the funding was approved prior to the occurrence of the expense.
Receipts for reimbursements must be original and itemized. Make copies of the receipts.
Never pay or reimburse an individual, e.g., a performer or guest lecturer, with your own funds. You will be in violation of tax laws and the university will not reimburse you.
Contact the Office of the Dean of Arts and Sciences with questions.

Please consult with the appropriate office for instructions.
All forms should be directed to the UDR program administrator.
Please be sure your name and department/program are clearly referenced on the documentation.

This option is best if you are purchasing supplies online, and can also be used if ordering catered food that must be paid in advance.
Coordinate direct payment with the UDR program administrator.
Original receipts must be submitted to the UDR program office.

Provide the UDR program administrator with the contact information of the person who has responsibility for receiving the transferred funds.
Allow two weeks for the transfer to be completed.

For Amounts Under $100

Complete a petty cash form at the UDR program administrator’s office (Bernstein-Marcus 73-12).
Bring your original receipts.
Once the form is completed and signed, you will take it to the cashier’s office (60 Turner St.) and receive a cash reimbursement.

For Amounts More Than $100

Complete the appropriate reimbursement form at the UDR program administrator’s office (Bernstein-Marcus 73-12).
Bring your original receipts.
The UDR program administrator will send the completed form and receipts to accounts payable.
Once accounts payable has processed the form, a check will sent to your mailbox.
This process usually takes two to three weeks.

Undergraduate Departmental Representatives Program