BSD Student Pre-approval, Pre-purchasing, and Reimbursement Policy

A step-by-step student guide is available with detailed guidance on submitting requests through the SmartSheet portal, including frequently asked questions. A separate guide for administrators and faculty is available through the Administrative Resources Hub.

For questions regarding the policy or support with the Smartsheet portal, contact the BSD Dean of Students Office.

Purpose
This policy outlines the pre-approval, pre-purchasing, and reimbursement requirements for currently enrolled BSD graduate students seeking funding support for approved academic activities, including conferences, fieldwork, research-related travel and materials, and other Division-sponsored events. It is intended to streamline the reimbursement process, reduce confusion around purchasing, reimbursement, and account allocation, and improve tracking.

Pre-approval:
Students must obtain pre-approval through the SmartSheet portal before incurring any expenses, including pre-purchases made through a university mechanism. Verbal or written approvals do not satisfy this requirement. Expenses incurred without approval may not be reimbursed. 

• Requests must be submitted at least 30 days in advance of the event, travel, or purchase. Requests submitted fewer than 30 days in advance are not guaranteed and are subject to departmental or program discretion.
• If approval has not been received within one week of submission, the student should contact the approver(s) (See Quick Reference in the student guide).
• A separate pre-approval request is required for each event. All expenses associated with a single event may be included in one request.
• For each expense, the student must designate a preference for pre-purchasing or reimbursement in the portal.
• Eligible and Ineligible Expenses— Not all expenses qualify for pre-purchasing or reimbursement. Individual grants, endowments, or program funds may carry additional restrictions. Students should confirm eligibility with their department or grant sponsor before incurring expenses.

Out-of-Pocket Expense and Limits:
Reimbursement cannot be processed until the event or activity has occurred, regardless of when the expense was incurred. Where feasible, departments and programs will purchase eligible expenditures directly on behalf of the student. Students are strongly encouraged to utilize pre-purchasing options available through their department or program and are responsible for doing so whenever possible. Individual out-of-pocket expenses should be kept under $100 per item and total out-of-pocket expenses under $300 per event.

*Important: Students doing fieldwork or extended travel often have expenses that exceed $300 and should discuss potential costs with their funder and obtain approval prior to travel. Expenses should be managed responsibly and kept within reason.

Request for Reimbursement:
Upon the event’s End Date, students with an approved pre-approval request will receive a reimbursement submission link. All reimbursement requests must be submitted through the SmartSheet portal via that link. Requests received by email or any other means will not be accepted. The following documentation is required for payment processing:

• Itemized receipts for all eligible expenses. Receipts must detail each item or service purchased, the individual price, and the total amount. Credit card statements or summary receipts showing only a total may not be sufficient. All itemized receipts for out-of-pocket expenses should be combined into a single attachment.
• Student Certification for Business Related Reimbursement. Reimbursements submitted without this form when required, may be treated as taxable scholarship or stipend income.

Reimbursements will be processed within 20-business-days of the relevant office receiving complete and accurate documentation. Expenses submitted more than 30 business days after they were incurred may not be accepted unless an extension was pre-approved. Exceptions may be granted at the administrator's discretion in extenuating circumstances, but may result in delayed processing beyond the standard 20-business-day timeline.

Students should contact the designated staff responsible for processing their reimbursement if they have any questions. If you have not received your reimbursement within 30 days, please contact the Dean of Students Office immediately. 

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