General Reimbursement Guidelines
The Office of Finance and Administration processes many reimbursement payments each week, which makes following proper procedures essential for timely reimbursement. Reimbursement requests that are incomplete or improperly completed will lengthen the reimbursement timeline. Reimbursement requests must be submitted within a reasonable period of time, which is defined by the university as no more than 60 days after the transaction date. Requests made after 60 days will be denied. Additionally, reimbursement requests made toward the end of the academic year must be submitted no later than June 15; otherwise, the requests may be denied.
Student organizations must submit the Office of Student Affairs and Executive Council pre-approval form . If the event is approved, instructions will be provided to request funding to support the event. Non-student organization reimbursement requests must include funding approval documentation from the appropriate individual or office.
Eligibility Requirements
- The university requires reimbursement recipients to submit a supplier registration form. Please refer to the supplier registration guidance page for assistance completing the registration process.
- After you have a supplier ID, complete this Reimbursement Form for submitting approved (non-conference) reimbursement requests.
- The person who incurs the expense must be the person who registers as a supplier to be reimbursed by the university.
- Expenses over $1,000 should be coordinated with the SOM Finance Office (SOMFinanceAdmin@georgetown.edu) to facilitate payment.
- Receipts must be itemized. If you are requesting reimbursement for a purchase that includes a tip, submit both the itemized receipt and the receipt that includes the tip line.
- Bank statements are not sufficient documentation but may be considered as a supplement if necessary.
- If you request reimbursement for services in which the vendor accepted a Venmo/Cash App payment, include documentation outlining the vendor’s pricing structure (i.e., proof that the payment amount was agreed upon ahead of time) and details about the purpose of the transaction.
If these requirements are not followed, you risk forfeiting your reimbursement.
Prohibited Reimbursements
- Gift cards are not reimbursable under any circumstances.
- Alcohol purchases must be accompanied by food.
Conference Reimbursements
The Dean’s Office and the Office of Student Research provide funding support for medical students presenting at conferences.
Procedure
- Submit the Office of Student Research pre-approval form .
- Upon receiving approval from the Office of Student Research, submit the funding pre-approval form . You must submit the funding pre-approval before your conference.
Guidelines
- Students must request a reimbursement before the conference. Requests that arrive after the conference will be denied. However, reimbursements will be processed after the conference.
- Students must submit their receipts within 60 days following conference attendance to be eligible for reimbursement. Failure to submit within 60 days will result in a denied reimbursement request.
- Additionally, June 15 is the deadline to submit conference reimbursement requests for the academic year. Failure to meet the June 15 deadline may result in a denied reimbursement request.
- Reimbursable expenses are limited to:
- Registration or membership fees associated with the conference
- Poster printing ($75 max)
- Airfare* (award miles are not reimbursable)
- Lodging
- Ground transportation** (for local conferences ONLY)
- The maximum reimbursement amount is $650.
- Students are only eligible to receive one conference reimbursement per academic year (July 1 – June 30.) There are no exceptions to this rule (i.e., (1) students cannot receive one $400 reimbursement and one $250 reimbursement, and (2) students can attend a conference in June 2025 as well as July 2025. However, a student cannot attend a conference in July 2025 as well as another in May 2026).
- Reimbursements will only be extended to students presenting at conferences.
*Baggage fees and seat selection fees are not reimbursable.
**Gas, mileage, and tolls are not reimbursable.