Reimbursement Procedure

In the course of submitting a reimbursement request for a Graduate Student Support Grant (SSG), please adhere to the guidelines stipulated in this document. 

Note that the Graduate Student Council (GSC) follows the requirements as per the Office of Accounts Payable at Fordham University; if you have any questions about the basis for the required documentation for the reimbursement process,  please be sure to contact AP at [email protected].

• Formatting

• Unless approved otherwise, please submit all reimbursement requests digitally using the SSG Reimbursement Google Form.

• Structure of required documents

• When submitting your request using the Google Form, please fill out all information and follow the steps outlined in the form; you will receive an email confirmation after your submission. The documents we need you to submit are:
• A copy of your Award Letter
• Copies of your receipts from the transactions (email confirmations, receipt scans, etc.)
• If you do not have a receipt: redacted bank/card statements with the relevant transactions highlighted or circled

Note: For each item to be reimbursed, you can submit either a receipt or a bank/card statement.

• Timeline

• • Submit all necessary documentation for reimbursement through the Google Forms no more than 60 days after receiving the SSG award letter.
  • Please retain a copy of all materials/receipts/documentation for your records.
  • Accounts Payable can take anywhere from 3 - 5 weeks. If you have any questions for Accounts Payable (including ensuring they have the correct contact information on file), please contact them at 718-817-2255

Additional notes:

• Amount being claimed for reimbursement must not exceed the amount stated on the award letters.
• Compress your receipt/statement PDFs using any online compressor to reduce the file size.
• For faster processing, please consider:
• Circling/highlighting the relevant transactions, along with the card number associated with your account in each receipt
• Writing a clear and concise explanation of the reimbursement being sought in the explanation section of the request

Email [email protected] with any questions. More information about Accounts Payable can be found here.