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How to Complete an SEC Reimbursement

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

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How to Complete an SEC Reimbursement

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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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