GPSG Reimbursement Guide

The GPSG reimbursement process requires specific documentation and adherence to University policies for campus organizations, departments, and individuals seeking to recover expenses after receiving funding awards. Proper submission of the GPSG Reimbursement Form through HeelLife is essential to ensure timely processing and avoid potential denial of claims.

University Policy Compliance

All transactions seeking reimbursement must strictly adhere to University policies. The purchase of alcohol, tobacco, and firearms is explicitly prohibited and will result in automatic denial of reimbursement claims. Maintaining integrity throughout the process is essential—providing false or misleading information constitutes a violation of the UNC-Chapel Hill Student Code of Conduct and will result in referral to Student Conduct for disciplinary action.

When submitting documentation, ensure that all information is consistent across receipts, forms, and supporting materials. This consistency helps verify the legitimacy of expenses and facilitates faster processing. Remember that GPSG cannot be held responsible if reimbursement is denied due to policy violations or insufficient documentation, so familiarize yourself with all applicable guidelines before incurring expenses.

Restricted Purchases

• Gift cards are a restricted purchase. This is a University-level restriction and purchases made using gift cards or certificates cannot be reimbursed. Purchasing gift cards is also restricted, and such transactions cannot be reimbursed. Please note that often, if you make purchases via a service that you pre-load funds onto (e.g., rewards accounts), these qualify as gift card transactions and cannot be reimbursed. It is highly recommended that all transactions relating to a reimbursement request be made using the same debit or credit card.
• Reimbursements for food and drink purchases require an event agenda or flyer.

Required Documentation

To successfully process your reimbursement request, you must provide comprehensive documentation that includes:

• The exact purchase date clearly indicated on all submitted materials.

• A legible receipt showing the last four digits of the payment card used for all transactions.

• Copies of bank/credit card statements for all transactions. Please highlight relevant transactions; screenshots of the transactions will not be accepted. Transactions not relevant to the reimbursement may be redacted, but ensure not to redact bank information such as routing and account number, your name, address, etc.

• For event-related expenses, especially those involving food, an event flyer or agenda that matches the description submitted in your HeelLife form. This document must include the event name, date & time, number of attendees, and schedule/description.

• Proof of GPSG funding approval, such as an award letter or official confirmation email.

Proper documentation ensures your reimbursement request can be processed efficiently. Remember that GPSG is not responsible for reimbursement denials resulting from incorrect or insufficient information, and providing false or misleading information constitutes a student conduct violation that may be referred to Student Conduct.

Travel Award Guidelines

When submitting reimbursement requests for travel awards, special guidelines apply to ensure compliance with GPSG policies. For all travel-related expenses, including food, provide itemized receipts showing your name, purchase date, and the last four digits of the payment card. Travel expenses cannot exceed University-determined per diem rates for the specific destination. See the following guide for more information.

Key restrictions to remember:

• You must be the direct payer for all expenses—GPSG cannot reimburse for payments made through third parties (e.g., transfers to friends or colleagues who paid for your accommodations).

• For international travel, you must ensure that the currency on all receipts and bank statements is in US Dollars and not any other currency.

• The value of items purchased with points, miles, or similar rewards is not eligible for reimbursement.

• Only actual out-of-pocket expenses can be reimbursed.

• Event fliers are not required for travel-related reimbursements, but do provide a description of the travel including purpose, dates, and destination.

• Any other financial documentation that you generate or receive due to your travel that is not listed here should be maintained in the case it is needed as supplemental documentation.

Reimbursement Process