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Student Organizations: How to Get Reimbursed for Out of Pocket Expenses

Principal members, find out how to get reimbursed for expenses for a student event.

The following instructions explain how to get reimbursed for out-of-pocket expenses. For travel-related expenses, see How to Get Reimbursed for Travel Expenses.

Note: Only principal members of your student organization are eligible to receive reimbursements.

  1. Get a Payment Request Form.

    • Download the Payment Request Form, or pick up a hard copy from Student Life Business Office on Price Center East, Level 3 (map).
  2. Complete the form.

    • Fill in all the required information, including full street address (with partment number, if applicable), as well as city, state, and zip code. The fund managers are unable to process reimbursement without this information.
  3. Submit the form.

    • Submit the form to your fund manager in Student Life Business Office within 14 days of your event.
    • Original receipts are required. Attach receipts to an 8.5" x 11" sheet of paper, and total each page before submitting with your request.
    • If you paid with a check or credit card, a bank or credit card statement showing proof of payment may be required.
    • Purchase personal items in a seperate transaction from the items to be reimbursed.
    • Please note that if sales tax was not paid, UCSD is liable to account for California state tax, which may reduce the final amount of your reimbursement. 
  4. Receive your reimbursement.

    • A check will be mailed to you at the address you provided.
    • Payments can take up to 4 weeks to receive.
  5. Direct Deposit.

    • If you wish to forego receiving a check in the mail, you can opt to enroll in Direct Deposit by visiting here: Direct Deposit Enrollment
    • Follow steps 1-5, with step 5 outlining where to send the completed Direct Deposit Authorization form. You may fax your completed form to 858-534-4621 or you may scan it to directdp@ucsd.edu with subject line "ACH Form Attached". Please diregard the note about BFSupport, as that is a staff and faculty resource.