Texas Tech University Chapter
For Treasurer: Approving or Rejecting Refund Request
Here's what you need ;
Access to STC TTU Gmail account [The account should be checked every week]
Applicant receipt and Refund Request Form
Your electronic signature
The process for approving or disapproving a refund request shall be:
How do you know if you purchase is eligible for reimbursement?
Appropriate purchases include;
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Items for food/food service
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Professional development
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Gratitude and incentives deemed important or necessary by the executive board and advisor.
If that is the case;
1. Cross-check Form and Receipt Dates
Cross-check that the receipt and the date the form was submitted is within 1 week
Was purchase on behalf of STC?
If purchase was on behalf of STC, check that there was an initial purchase request at an executive board meeting at least 1 week before purchase date
2. Insert Electronic Signature
Confirm the purchase is approved and accurate by electronically signing the PDF.
3. Email Advisor
Email the form to the Chapter Advisor within 3 business days.
Approving Reimbursement
.
Refund Request Form
If the form is incorrect, email the requester with directions to properly complete the form within 3 business days.
Incorrectly Filled Form
.
Rejecting Reimbursement
.
How do you know if you should deny reimbursement?
Denied purchases are ones that are not previously approved, cost a significant amount more than requested, purchased alcohol, or other reasons that may be considered inappropriate by TTU and STC.
If that is the case;
1. Reply Applicant
Reply applicant with an email explaining why and direct them to the president for further questions.
Example Email
Dear (Applicant Name),
Thank you for submitting your refund request to the STC Student Chapter at Texas Tech University. At this time, your request has been denied because <reason according to the bylaws>. Please complete and resubmit the form within 3 business days for reconsideration. If you feel this is incorrect, please e-mail the president, (President Name), at (President Email) with any questions.
Sincerely,
(Treasurer Name)
Treasurer