DSBA Funding Request Instructions

 

Event Funding Request Form

• Please submit your Event Funding Request to the DSBA Treasurer inbox (DSBA.Treasurer@lls.edu) at least two weeks prior to your event.
  • Requests submitted less than two weeks prior to your event are subject to denial.
• Include the following in your email subject line: “Event Funding Request – Organization – Event Date”
• Be specific and thorough in your requests for funding from DSBA. The more accurate and detailed the request, the more likely it will be approved.
• The amount requested for your event should reflect an informed estimate of your expected attendance and itemization of all related expenses.
• No long-term items that can be reused by the club will be reimbursed by DSBA. Those items must come from club funds.
• If your request is over $250, the DSBA board must vote on its approval. A member of your board must attend one of our bi-weekly DSBA meetings and explain the reasons why your event should be funded by DSBA and how it accords with DSBA’s Constitution.
  • The Association exists to foster professional character and skill; further legal scholarship; facilitate communication among the faculty, administration, alumni/ae, and students; advance the professional understanding, integrity, and reputation of Loyola Law School; and to promote justice by involvement in the surrounding community.
• Expenses below $250 will be approved or denied at the discretion of DSBA’s treasurers.
• All requests outside of food must be more detailed and will be determined on a case-by-case basis by the DSBA board. Considerations include the nature of the event, related expenses, and whether the event is in accordance with the DSBA Constitution.
• All Student Organization events, both on and off-campus may be subject to federal, state, local or university policies issued pursuant to public health guidelines.

Student Reimbursements

Students will be reimbursed by check (direct deposit and cash reimbursements are not available.)
Payment will be mailed to the student’s address listed on PROWL.

Please fill out and upload the Student Reimbursement Request Form.

• Under Payee Details: Enter personal/club details.
• Under Expense Details:
  • Business Purpose Line: Please start with your club name and then what the event is
  • Account Type: select Student Organization as the Account Type and select your student organization as the Account Name
  • Amount Requested
• Under Receipts: Please upload itemized receipts (see details on next page)
• Under Receipts: Please upload sign-in sheets reflecting the name of the organization, the date of the event, how many students attended the event, their class year, and their email.
• Under Approver Information:
  • Approver’s Name: Drew Vecellio and Julian Lianos
  • Approver’s Email: DSBA.Treasurer@lls.edu
• Note: Forms approved by the DSBA Treasurer will be forwarded to the Fiscal Affairs Office (reimbursements@lls.edu) for processing. It takes about 2-3 weeks to receive a reimbursement in the mail.

Vendor Invoices and Reimbursements

Funding is typically reimbursed after student has paid for the organization’s event expenses. However, if a student organization is working with a vendor who requires payment in advance or the student organization is in a situation where pre-payment is necessary, please note that Loyola may take two to three weeks to process payment. Please plan your event funding request accordingly so you have sufficient time to request payment ahead of your event.

• If this is your situation, and your event funding request has been approved, forward a PDF copy of the itemized invoice to the DSBA Treasurer (DSBA.Treasurer@lls.edu).
  • Loyola can pay a vendor using the university credit card only if the vendor does not charge a credit card fee. If any amount of credit card fee is charged, Loyola will not process payment this way and will have to issue a check instead.
  • If a vendor cannot be paid using the university credit card and a check must be sent, a completed W9 is required. Please contact Fiscal Affairs for a W9 form.
  • If you have any questions or issues with this process, please feel free to contact Johanna Hernandez or Kristina Carrasco at the Fiscal Affairs Office.
• Purchasing Alcohol: All alcohol purchases must receive prior approval from Student Affairs. Students cannot use DSBA funds to get reimbursed for alcohol purchases. See the Student Handbook for more information.

Receipts

• Receipts must be itemized describing order details, price, and taxes. Example: If a receipt is for food/meals, please upload both the itemized receipt plus the final credit card charge. Loyola needs to see what was bought, how it was paid for, and that the funds have cleared.
• All back-up documentation must show proof of payment. The following will suffice as proof of payment:
• If you paid via check: a copy of the front and back of the cashed check.
• If you paid via credit card:
  • A copy of your credit card statement showing the charge (you can redact other transactions.)
  • Another receipt from the Vendor showing the last four digits of your credit card or a balance of zero.
• Email confirmations from vendors alone will not suffice.
• All receipts must be legible and readable.

Gift Cards

Sometimes, Student Organizations offer gift cards to invited speakers or as an event-related prize. It is against University policy to give out gift cards without the recipient information. According to the Purchasing and Payment Policy, Section 11.1 Gifts, “when giving gift cards, information about the recipient such as whom they are and their relationship to LMU should be submitted along with the requests for reimbursement.” Please contact Johanna Hernandez or Kristina Carrasco for a copy of the Awards/Gifts/Information Form.

If you have any questions, please feel free to contact one of the following or stop by the Finance Office (FH-123)/Cashier’s Window (FH-122) for assistance or contact the DSBA Treasurer.

Additional Helpful Documents

Frequently Asked Questions

Event Funding Request

Reimbursement