Reimbursement Instructions

For use in requesting reimbursement for allowable Competition Team or RSO-related expenses, excluding travel expenses.

Important Steps Before Submission:

  1. Prior Approval Required:
    1. Request and receive prior approval from the Business Operations Specialist, Katie Jeter, at kjeter10@kennesaw.edu before purchasing.
  2. Confirm Student Vendor Registration:

If you aren’t set up as a vendor in the system, you’ll need to complete that process before reimbursements can be issued. Please allow up to 10 business days. 

Student Vendor Registration Form

Please send this W-9 form through DocuSign fully filled out and signed to the Business Operations Specialist, Katie Jeter at kjeter10@kennesaw.edu.

Reimbursement Documentation Guidelines

To process your reimbursement, please submit the following with your form:

  • Legible receipt
    • Must include store name, date of purchase, total amount, and the last four digits of the credit/debit card used.
  • Redacted bank or credit card statement
    • Must show the last four digits of the card used (matching the receipt) and the name of the person requesting reimbursement.
    • Do not include full account numbers, full card numbers, or any other personal financial information.
    • If the last four digits on the receipt and statement do not match, you must also submit a PDF of the front and back of the card used for the purchase.

Important: Please carefully redact any sensitive information before submitting your documents. This includes full card numbers, account numbers, addresses, and other personal details.

All submissions are processed from 7:30 am - 4 pm M-W, F and 9 am - 5:30pm TR. Should you have any questions prior to or after submitting the Reimbursement form, please contact Katie Jeter at kjeter10@kennesaw.edu.

Please Note: Student Affairs does not reimburse sales tax.

After receiving approval from the Business Operations Specialist, please fill out this form in its entirety. If instructed by the Business Operations Specialist, complete the Student Vendor Registration Form in its entirety. Missing, inaccurate, or incomplete information will affect how quickly this form is processed and reimbursements issued. All correspondence for each submission will go through the KSU email provided.

Please note: The university cannot reimburse sales tax. For questions, please use the contact form on the competition team website.