Amendments to the policy can be made and students will be notified as they are. University Policies

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1 To All Students within Student Government & Student Media: As an organization that receives funding from student fees on the University of California, Irvine campus, it is stated that all reimbursement procedures must follow University policies. Student Government & Student Media will heavily uphold the University policies starting May 1, Below you will find all the policies and requirements when turning in a reimbursement form. If your reimbursement form fails to meet all the requirements in correspondence to University standards, the request will be declined until properly adjusted. Amendments to the policy can be made and students will be notified as they are. A) Reimbursement Forms University Policies 1) Reimbursement form templates are provided by our office on our ASUCI website. i) 2) All check requests must have the standard reimbursement form with all additional paperwork attached. i) Information on the form must be correct in amount and spelling. Please be as detailed as possible in your description. 3) All reimbursement forms must have two signatures located on the designated spaces on the bottom. i) First signature comes from the requester. ii) Second signature comes from either your Executive, Director, or Financial Department. 4) All check requests must be turned in 30 days after the day of the event. Anything longer than 30 B) Receipts days will have to be approved by the Executive Director and/or Business Office. i) Any events that occur in May or at the end of the academic year must turn in all check requests by June 20 (fiscal close). 1) All receipts must be original copies. Scanned or photos of receipts will not be accepted. 2) All receipts must clearly show items bought, store/company name, and final amount. Any receipts that are faded and hard to read will not be accepted. 3) All receipts must be taped to a separate piece of paper that will be stapled to the reimbursement form. Stapling receipts directly to the form might cause rips and tears. C) Food Reimbursements 1) Any reimbursements that involve food, drinks, and snacks in any way must provide additional paperwork.

2 2) If there are less than 25 people at the event, then a sign-in sheet of all attendees is required. i) All attendees must provide authentic signatures and printed name. ii) Names that are typed out on a document will NOT be accepted. iii) Please see page 5 for sign-in sheet template. 3) If there are more than 25 people at the event, then an advertisement of the event is required. i) Acceptable forms of advertisements would include flyers, posters, Facebook page events, and printed copy of mass . D) Gas Reimbursement 1) Any reimbursement for gas and travel must come with a map (showing mileage) and proof of address for destination. i) Gas is only reimbursed for $0.535 on the mile (please refer to the equation below). (1) Total number of miles x $0.535= Total reimbursement amount ii) Receipts for gas is not required. iii) The map must show total mileage of trip (Google maps is recommended). iv) An advertisement of the event with proof of address must be provided E) Uber/Lyft 1) Any reimbursement for Uber, Lyft, or alternative transportation must provide a map of the trip and total price. i) Uber and Lyft generally provides a map and the total cost on your account. ii) Taxi ride reimbursement will have to provide a map of the mileage and will be reimbursed using the same protocol as gas reimbursement. F) Raffles/Giveaways/Gifts/Prizes 1) All items that were purchased must come with a verification sheet. i) The verification sheet must consist of the name of the person receiving the item in print, their signature, date of item pick up, and item specification. (1) Please see page 4 for verification sheet template. ii) Any gifts that are being given as an appreciation for a speaker must come with an advertisement of their attendance. iii) Any ASUCI member who receives a paycheck for their position (Executive, Commissioner, Senator, etc.) is not applicable to win/receive any giveaways/prizes/or raffles bought with ASUCI funds unless it is specifically for that person.

3 G) Travel/ Rental 1) All air travel should be booked at least two weeks in advance and must be in the Coach section. i) A roster for airline tickets that has the name of passenger to match the roster of attendees is required. The airline should be able to provide this. 2) Hotel reservations will be authorized and paid for by the Executive Director. Corporate cards are not allowed to be placed for incidentals, so another credit card must be fronted at check-in. i) A hotel room roster that shows the name of each room will be needed for reservations. The hotel should provide this. ii) While staying in a hotel on ASUCI/ UCI business, students are not allowed to entertain overnight guests. 3) No reimbursements will be made for entertainment that is not in accordance with campus policy as well as travel outside of respectable area of the event. Any last minute activities or activities that does not relate to the purpose of the trip will not be reimbursed as well. 4) All travel reimbursements must provide a flyer/agenda/brochure of the conference or event. 5) Each member must turn in a UC liability waiver prior to travel. i) A PDF copy of the liability waiver can be found using this link: 6) Reimbursement for travel from the airport to destination will require a map and a receipt. i) Uber/Lyft will provide this on the app. H) Meals 1) Meals during travel for ASUCI/ UCI business has a maximum limit of $62 daily. This includes breakfast, lunch, dinner, and any snacks/beverages in between. 2) You must have a valid original receipt in order to have the check request verified for meal reimbursements. I) General Information 1) All reimbursement forms must be submitted to the Student Government & Student Media office during regular business hours. Student Government & Student Media hold the right to deny any check request that does that follow the policies written above. Once submitted, please allow three to five business days for your check to be processed. The requester will receive an notification once their check is ready for pick up or has been mailed out. If there are any questions regarding reimbursement checks or policy, please contact the Student Government & Student Media Business Office.

4 Verification Sheet Student Government/Media: Item Description: Event Title: Date of Pick-Up: I,, acknowledge that I have received the (Name in Print) item(s) listed above from the event and Student Government stated on this verification form. By signing this form, I agree that the Student Government listed on this verification form is no longer held responsible and will not replace any lost, stolen, or broken items. Signature:

5 Event Title: Date First and Last Name (Print) Signature