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LSSO Handbook

Purchases & Reimbursement

LSSO Student Reimbursement

The University-wide student reimbursement limit is $499.99 and the Law School is prohibited from allowing exceptions. The process for submitting a student reimbursement is as follows:

  • Before your purchase, make sure that your LSSO has sufficient funds and event/item is approved by the Dean of Students Office. This can be done via the off-campus/non-standard event request approval form or ask Dean of Students Office via email in advance of event.
  • Reimbursement requests for non-approved events/items will be denied.
  • Make purchase and save a copy of the detailed receipt.
  • Complete the LSSO Student Reimbursement Form within two weeks of the expense being incurred.
  • Students must complete event information and upload a digital copy of their receipt(s) outlining expenses.
  • Students are reimbursed through direct deposit. Student should log into Workday to ensure address, payment election, bank information, etc. are accurate.
  • Payment will be paid on the next biweekly paydate via the payment election (check/direct deposit) in Workday.
  • Students will pay out of pocket cost difference for incurred expenses over $499.99. 

Examples of Reimbursable Expenses

  • Goods: Office supplies, art supplies/decorations, stickers, and fabric.
  • Services: Photocopying, taxi, ride-share, and parking expenses, tickets to approved events, and rentals related to approved events (e.g., reserving bowling lanes for a social).
  • Food: Candy, snacks, cookies, etc. for approved tabling; Food for lunch talks. Dinner at a restaurant.
  • Alcohol at restaurants/bars with liquor license: 50/50 alcohol/food ratio. Details below.

Alcohol Expense Reimbursement

  • LSSOs must receive approval from the Dean of Students Office to receive reimbursement for any alcohol or alcohol-related purchases, bar tabs, or social event expenses. For such events, students must complete the Off-Campus and Non-Standard Event Form at least three weeks prior to the event.
  • All student reimbursements are limited to $499.99 per student per event. The policy allows alcohol to be reimbursed at a 50/50 ratio with food. For example, reimbursement for $15 of alcohol would also require a purchase of $15 of food. Alcohol reimbursement can be lower than food. For example, a reimbursement for $5 of alcohol and $15 of food.
  • In order to receive reimbursement, students must submit an itemized receipt that shows all items purchased, and a credit card/other final receipts, which shows the completed purchase. Reimbursements cannot be provided with a credit card receipt only.

Please note that LSSOs are not required to offer alcohol reimbursement to guests. It is up to the LSSO to budget appropriately and decide what type of reimbursements they want to offer guests, if any.

Alcohol Purchases

Alcohol is not permitted at LSSO events that take place at a private residence or apartment, at the Point or any other location outside of the Law School that does not have a licensed and insured bar tender. Whenever alcohol is served on campus by students, the students who are serving must be UCARE Certified. Additionally, a UCARE Certified faculty or staff member must be present the entire time. Please review the information on Getting UCARE Certified.

Alcohol for large events (e.g., receptions, banquet): LSSO leaders work with the Dean of Students Office to purchase alcohol on their behalf, either through a restaurant, bar, or other vendor. 

Examples Non-Reimbursable Purchases

Not all goods and services are eligible for reimbursement. Several categories of non-reimbursable expenses have caused problems for LSSOs in the past. These include:

  • Gifts of any kind/Donations/Gift Cards
  • Service expenses: DJ Service, Performers, Catering (servers, bartenders, rentals), graphic or web designs, screen-printing (t-shirts).
  • Speaker honoraria: The rationale for not paying honoraria is that speakers are honored to be asked to speak at the Law School. There are no exceptions to this rule.
  • Alcohol: The exception to this is only ordering alcohol from a restaurant/bar with a liquor license at the 50/50 food/alcohol ratio. 

When in doubt, ask!

Travel arrangements purchased with miles or points

The University can only reimburse for travel arrangements (e.g., plane tickets, hotels, etc.) purchased with actual funds, such as cash or credit card. The University cannot reimburse travel arrangements made using frequent flier miles or points.