Accessing Funds

After being approved funding by an organization or through Budget Committee, students may either submit a reimbursement request or use a Student Senate credit card to make the purchase.

Please note that although Student Senate funds 5C clubs, that reimbursement process is handled through ASPC.


Reimbursement Process

In order to access Student Senate funds through the reimbursements, please follow the steps listed below:

  1. Get approval: a Pitzer organization or Budget Committee may authorize a student to access funds.

    • Pitzer organization: the organization must democratically vote on all funding requests, which then must be recorded and submitted in the meeting minutes via Formstack; without valid meeting minutes approving a request, it cannot be processed

    • Budget Committee: students may be individually funded up to $300 per academic year for academic endeavors such as conferences, research, and senior theses; if the committee approves a request, the confirmation email from the Treasurer classifies as valid meeting minutes

  2. Save all receipts: in order to verify all requests, itemized receipts must be submitted. This does not include receipts with only the final amount included, bank statements, or tickets; only full receipts with a list of all items purchased are valid.

  3. Submit a reimbursement request: using the form linked below, submit a reimbursement request with .pdf files of both meeting minutes and receipts. Please be sure to select the correct organization so that the purchase is debted from the correct account.

  4. Be patient as check is processed: in order to verify and fulfill a request, there is a waiting period that can last between 1 and 3 weeks, as it is a process that involves many steps. Please be patient and know that your check will be coming soon!


Credit Card Process

In order to access Student Senate funds through the reimbursements, please follow the steps listed below:

  1. Get approval: a Pitzer organization or Budget Committee may authorize a student to access funds.

    • Pitzer organization: the organization must democratically vote on all funding requests, which then must be recorded and submitted in the meeting minutes via Formstack; without valid meeting minutes approving a request, it cannot be processed

    • Budget Committee: students may be individually funded up to $300 per academic year for academic endeavors such as conferences, research, and senior theses; if the committee approves a request, the confirmation email from the Treasurer classifies as valid meeting minutes

  2. Submit a credit card request: using the form linked below, submit a credit card request with .pdf file of meeting minutes approving the purchase.

  3. Check out the credit card: a Student Senate credit card may be checked out from the Office of Student Affairs (OSA) from 8am - 5pm on Monday-Friday. Upon arriving at the office, the request will be verified and given on a first-come-first-serve basis.

    • Online purchases: all online purchases must be made using one of the office computers in OSA, and the credit card may not be taken out of the office

    • In-store purchases: for any in-store purchases, the credit card may be used for up to 3 hours; if it is checked out after 2pm, it must be returned by 9am the next morning

  4. Save all receipts: in order to verify all expenditures, itemized receipts must be returned to OSA with the card.

Rules for usage

  • The credit card may NOT be used to purchase alcohol, tobacco, firearms, explosives, weapons, single-use plastic bags or water bottles, or gift cards

  • The credit card must be returned with itemized receipts for every transaction

  • The credit card may only be used for the approved transaction; the amount charges must be at most the approved amount

  • The credit card may NOT be given to any other individuals or organizations for use

  • The credit card number may NOT be stored for any purposes

  • The credit card may not be used for Uber or Lyft charges

  • The credit card may only be checked out for a maximum of 3 hours

Violation of rules

Misuse of the credit card at any point will result in a permanent ban on the student from using the card. If the card is checked out under a club or organization, that club or organization will also be banned from using it until Student Senate approves the club to use the card again. Appeals may be made to Student Senate following the Budget Committee Bylaws. See the Sanctions section below for more information.

We only have two credit cards, so please understand that these rules exist to ensure that every student has the opportunity to use a card. Violation of these rules will result not only in consequences for the perpetrator, but also has negative implications for any other student needing to make a purchase. Thank you for understanding.


SANCTIONS

Any students who violate the rules and regulations of either the reimbursement process or credit card check out system are subject to sanctions, as defined by the Budget Bylaws.