Student Life

Student Reimbursement Process & Timeline

Overview

To be reimbursed for an eligible PRE-APPROVED expense (ex: pre-approved Dean’s Council funding, Wellness Grants, i2i grants, etc.), submit the Student Reimbursement Request google form.  Submit this form as soon as possible after receiving receipt(s) and attendance information - no later than 14 days after the purchase / event.

Reimbursement Process

  1. Form Submission:
    Student Reimbursement Requests are processed by the Pritzker Student Programs Admin Team (Kate, Candi, Alyssa) and submitted to the University’s Payroll Office.
  2. Payment Timeline:
    Payroll operates on a bi-weekly schedule; paydays are every other Friday. To meet the payroll processing deadline for each biweekly payday, the Student Reimbursement Request Google Form is due by the Monday of the week prior to payday.
  3. Direct Deposit:
    Check your Workday account to confirm direct deposit enrollment. If not enrolled, physical checks are mailed and may take 2–4 weeks after payday to arrive.

Tax Exemption Reminder

  • Pritzker cannot reimburse tax paid. If you end up paying tax, it will not be reimbursed. Only pre-tax amount and eligible tip are reimbursed
  • It is your responsibility to check and follow the vendor’s process for tax exemption before purchase (Tax Exemption letter found here).

Questions? Contact pritzkerstudentaffairs@bsd.uchicago.edu or visit BSLC 104R.

Submission Deadlines

Submission Deadlines

Payroll operates on a bi-weekly schedule; paydays are every other Friday. To meet the payroll processing deadline for each biweekly payday, the Student Reimbursement Request Google Form is due by the Monday of the week prior to payday.

Refer to the chart for Autumn Quarter 2025 submission deadlines:

  • Submitted by 7/14/2025, 11:59pm: Reimbursement on 7/25/2025 payday.*
  • Submitted on/after 7/15/2025, 12:00am: Reimbursement on 8/8/2025 payday.*

*Timeline assumes form is complete and accurate. Missing or unclear information can delay payment.

 

Tax Exemption:

  • It is your responsibility to check and follow the vendor’s process for tax exemption before purchase. (Tax Exemption letter attached)
  • If you end up paying tax, it will not be reimbursed. Only pre-tax amount and eligible tip are reimbursed.

Tip Policy:

  • In-Person Dining: up to 20%
  • Pickup/Delivery: up to the lesser of $20 or 20%

Not Eligible for Reimbursement: Alcohol, gift cards, transportation, small-group-only purchases, and other items not in the approved request.

Receipts Must:

  • Be original, AND
  • Show tax exemption, AND
  • Be itemized (include gratuity/tip), AND
  • Indicate full payment (e.g., "PAID," VISA)
    • For cash payments (not recommended): Must  a paid, detailed invoice; cash tips need vendor verification.

Step 1:
Submit your event via this Redcap form to post on Timeportal All-Pritzker Events calendar and/or request BSLC room if needed.

  • Check for date/space conflicts early.
  • For a wider audience, optionally post to the old UChicago Public Calendar (top right: "submit event"). For private locations, use a general address.

Step 2:
Email relevant listservs about your event.

Step 3:
Confirm Reimbursement Eligibility BEFORE purchases.

  • Only buy items approved in your original request.
  • Use Tax Exemption Status. (Letter attached). 

For reimbursement, your receipt(s) MUST:

  • Be original, AND
  • Show tax exemption, AND
  • Be itemized (include gratuity/tip), AND
  • Indicate full payment (e.g., "PAID," VISA)
    • For cash payments (not recommended): Must submit a paid, detailed invoice; cash tips need vendor verification.

Expenses paid with SNAP benefits or other state/federal programs are NOT eligible for reimbursement through the University of Chicago.

Track attendance:

  • ≤10 attendees: report names
  • 10 attendees: report total number
  • Complete the online reimbursement request within 14 days of the event.
  • If your event has funding coming from multiple sources, in the request, indicate the sources and their contributing amounts within the form in the space provided.

Visual Examples of Accepted Receipts

Best Practice:
Immediately photograph the receipt(s) for all purchases you plan to seek reimbursement for. Your receipt(s) MUST:

  • Be original, AND
  • Show tax exemption, AND
  • Be itemized (include gratuity/tip), AND
  • Indicate full payment (e.g., "PAID," VISA)
    • For cash payments (not recommended): Must be a paid, detailed invoice; cash tips need vendor verification.

If you have any questions about the Student Reimbursement Process, please email us at pritzkerstudentaffairs@bsd.uchicago.edu.

-Revised October 2025-