Student Reimbursement Guidelines
Finance has created a student reimbursement decision tool to assist with required outcomes for student payment processes. A Microsoft Form for the decision tool (link below) and utilization of a SharePoint workflow ensures the correct reimbursement mechanism is used correctly.
The decision tool should be submitted with student payment processing requests after the auto-generated email is received after completing the tool. The email provides instructions for next steps in processing requests. Email results come from “studentreimbursement@purdue.edu”. Users should not reply to that address with questions. Questions about the results or next steps should be sent to the users business office or local purchasing center.
The Division of Financial Aid maintains a resource document titled “Clarification on covering trips, conferences, expenses for students”. For those needing more detailed information, the document can be found in MyPurdue in the “All Resource Cards” section under the card titled “Scholarship Universe Resources”. Click through the Scholarship Universe Resources Webpage link to find the document in the FAQ section. If you have issues accessing MyPurdue from Chrome, please try accessing it from Microsoft Edge.
Clarification on covering trips/conferences/expenses for students
- Is considered a Student Employment Benefit: No need to report to DFA.
- Is a Class Expense being paid for multiple students and covered by course fees: No need to report to DFA.
- Academic Program Requirement:
- Yes: Report to DFA with details.
*Academic Program Definition – “A combination of major and degree type which the student is pursuing.” Requirements of an academic program would be requirements for the major or minor to receive a degree. Example: Students majoring in x are required to travel to y and provide a research paper on their observations to fulfill the requirements of one of their core major classes.
- Not related to the requirements of a student’s academic program:
- With Receipts: Does NOT need reported to DFA; not considered OFA.
- Receipts MUST be kept for auditing purposes in the DSB Business Office.
- Without Receipts: Report to DFA as is considered OFA.
All expenses must be included in the student’s cost of attendance (COA) and funds paid by the school must be included in the student’s other financial assistance (OFA). True regardless of whether the school paid funds to the student via reimbursement or paid the expenses directly on behalf of the student.
When above states it is required to report to DFA, please contact the Erin Steinfort for entry into ScholarshipUniverse.
- Cost of Attendance (COA)
- Other Financial Assistance (OFA)
| File Name | Download |
|---|---|
| Clarification on Student Reimbursement 1-12-26.pdf | Download |