How to Complete an

SEC Reimbursement

March 4, 2010

Step 1: Check Your Organization’s Budget

1. Log on to the Zone

2. Click on the Student Groups tab

3. Click on SEC

4. Click on SEC Budget

5. Click on the proper academic year

6. Choose your organization’s budget

2.

3.

4.

5.

Step 2: Find & Complete the Proper Forms

On the SEC Website:

1.1. Click on Treasurer’s Corner

2. Download the proper documents

Standard SEC Reimbursement Components 1. SEC Funds Request form

2. University Travel & Business (T&B) form

3. Original Receipt(s)

4. Attendance Sheet

Caveat: Conferences Three ways to get reimbursed by the SEC for a conference:

1. Attend an organizational conference Amount: Requested and allocated in the organization’s budget

2. Individually attend an organizational conference and present research Amount: $100 Differences:

Include an abstract Don’t need an authorizing signature or to answer questions about

the organization website/Zone calendar Your name goes in the “Preparer Name” field of the T&B form

3. Individually attend a scientific conference and present research Amount: $250 Differences:

Include an abstract Don’t need an authorizing signature or to answer questions about

the organization website/Zone calendar Your name goes in the “Preparer Name” field of the T&B form

Step 3: Turn in Forms

Staple together, in this order:

1. The University T&B form

2. Receipts

3. Attendance sheet

Paperclip the SEC Funds Request Form and/or abstract on top.

Deposit to the SEC mailbox in the student lounge

Record your information on the Log

FAQ

1. What do I put for the account codes/purpose on the T&B form? Nothing, don’t change the numbers that are already

listed. Only change the dollar amount.

2. When will I get my money? The SEC checks the mailbox every Friday afternoon.

Forms should be reviewed in less than a week, at which time you will receive an email. University turnaround time is 2-3 weeks (10-15 business days).

4. Ten people helped pay for this event, how should we do the reimbursement? Fill out one reimbursement form and have one check

disbursed. That payee should distribute money among individuals.

5. I paid an individual (band, DJ, speaker) with a personal check. Can I get reimbursed? Don’t do this!

Need Help?

1. Check out the ‘Read Me’ instructional documents at SEC>Treasurer’s Corner

2. Talk to your organization’s Treasurer

3. Email Gillian Harrison (Vice President of Finance) at sec.vpf@medstudent.pitt.edu