Reimbursement Procedures

DSA awards money for approved student clubs and grants on a reimbursement basis, up to the total amount listed on your approved budget. All reimbursements are distributed through workday. Be sure to save all receipts.

Please note: DSA no longer offer funding for students attending academic conferences, as the Dean of Students office has stepped in to offer this support for students. If you need funding to attend a conference, please reach out to divinitydos@uchicago.edu.

Please submit reimbursement requests as soon as you can after your event, but no later than 2 weeks after the quarter in which your event was held.

DSA will only reimburse expenses related to student events. If you lead an academic club or receive a conference grant, you may use DSA money for catering, but may not use DSA funds to pay a visiting speaker’s honorarium or expenses.

DSA reimbursements must go to UChicago students, preferably students enrolled in the Divinity School.

You must advertise your events on the DSA listserv (dsa@lists.uchicago.edu) at least 48 hours in advance in order to receive reimbursement.

DSA CAN reimburse (not a complete list – just a few examples):

         -catering expenses (including delivery tip), snack and drink purchases for student events and workshops

         -pub night tabs – please put all drinks and food on one receipt!

         -movie rentals

DSA CANNOT reimburse:

         -speaker fees or honoraria

         -a visiting scholar’s meals, lodging, or visit-related expenses

         -any purchase made by someone who is a not a UChicago student

         -expenses for private events that were not advertised and open to the entire Divinity School

DSA offers club funding in order to enhance student life at the Divinity school. In that spirit, DSA’s reimbursement policies are organized around our responsibility to handle student-collected funds in ways that best serve the student community. If you are unsure whether a particular purchase is eligible for reimbursement, please reach out to the DSA treasurer at fundingdsa@gmail.com. Please check with the treasurer before purchasing gift cards!

Forms

Below are some relevant forms for completing the reimbursement process.

  • Reimbursement request - for expenses incurred during a DSA club event, or for an approved grant (reading group, student-run conference, etc). Please email to fundingdsa@gmail.com with photos of receipts, OR slide under the door of the DSA office in the basement of Swift Hall with original receipts. If you choose to slide the document(s) under the door to the DSA office, send an email to fundingdsa@gmail.com letting the Treasurer know they need to stop by the DSA office.

  • Sample reimbursement request (filled out)

  • W-9 - only needed if you are not already in the workday system (ie, if you are a masters student who has never held a job on campus). As this form contains sensitive taxpayer information, please email the completed W-9 to guzmanp@uchicago.edu, and not to DSA.

Applications