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SEC Reimbursement Guide for Organizations

Learn how to request and process reimbursements through the SEC, including forms, conference guidelines, and submission procedures. Get step-by-step instructions to navigate the reimbursement process efficiently.

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SEC Reimbursement Guide for Organizations

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  1. How to Complete an SEC Reimbursement March 21, 2012

  2. 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

  3. 2. 3. 4. 5.

  4. Step 2: Find & Complete the Proper Forms On the SEC Website: • Reimbursement Information • Download the proper documents

  5. Standard SEC Reimbursement Components • 1. SEC Funds Request form • 2. University Travel & Business (T&B) form • 3. Original Receipt(s) • 4. Attendance Sheet

  6. 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 a scientific conference and present research • Amount: $250 • Differences: • Include an abstract • Your name goes in the “Preparer Name” field of the T&B form

  7. 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

  8. 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 week. Forms should be reviewed in less than a week, at which time you will receive an email. University turnaround time is 3-4weeks (15-20 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!

  9. Need Help? • 1. Check out the ‘Read Me’ instructional documents at SEC>Reimbursement Information • 2. Talk to your organization’s Treasurer • 3. Email Katie Malczewski (Vice President of Finance) at sec.vpf@medstudent.pitt.eduor malczewski.katherine@medstudent.pitt.edu

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