Student Union
Spending Rules

Reimbursements

• All money spent by your group must come out of your SU Operating, Fundraising, and/or Gift accounts. NO OUTSIDE BANK ACCOUNTS:   Student Union groups can't use personal bank accounts, Venmo, GoFundMe, Paypal or other similar apps to hold or collect money - the University allows Cashnet for this purpose.

• Appeals and re-allocations must be approved prior to spending

• Events must be registered and approved in WUGO before any spending can be made on Student Group event related purchases

• Please review the Restricted Purchase list

• If paying out of pocket for any travel related expenses, please review the Campus Life Travel Policy when planning your trip. All student group trips must conform to both SU and Campus Life travel policies.

• A student employee can only submit an expense report in Workday (WashU Accounting system)

• Expense reports must be submitted within 7 days of purchase

• An Expense report should only contain expenses related to a single event or appeal request. There should not be expenses related to multiple events or requests on the same expense report. 

• Multiple receipts should not be added together and submitted as one expense line - they must have their own expense line in the expense report

• Supporting documentation should provide evidence of origination from the vendor that contains purchasing details including date, description or itemization of expenses, price and proof of payment.

• Monthly credit card statements and canceled checks alone will not be accepted as supporting documentation.

• Keep paper copies until the transactions are fully complete in Workday

• It is the student group's responsibility to track the progress of all expense reports after submission by checking your Workday Inbox.

• Any Expense Report in the "Sent Back" status beyond the deadline found on the Important Dates card [go to: TRELLO] will be canceled and become non-reimbursable

• A Post Event Form must be submitted within 14 days of the event

• Failure to follow the rules can lead to no reimbursements

Reimbursement Processes

• Events must be registered and approved in WUGO before any spending can be made on Student Group event related purchases

• Make sure to check the restrictions list and that you have a student employee in your group before making an out-of-pocket purchase: Restricted Purchase list

• Get a valid receipt when making your purchase 

• The approved WUGO event form must be uploaded to your expense report along with a valid receipt.

• Process your expense report: The following link has detailed information and instructions for submitting expense reports: Create Expense Report

• Always use Social and Entertainment - Purchases and Supplies as the Expense Item under the Expense Lines when working on the Expense Report

It is your responsibility to track the progress of your student group's expense report after it has been submitted by checking your Workday Inbox.

If there is an error or change on the expense report that needs to be made, it will be sent back to your Workday inbox.

• When you Log into workday, the workday inbox will be in the top right corner.

• When you click on the inbox, you will see any expense reports that have been sent back in the left column.

• Click on the expense report. comments with notes can be seen by scrolling to the bottom of the expense report.

• Expenses Hub also provides centralized access to manage expense reports. Workers can create new Expense Reports and view pending items that need attention.