Club Sports Connection

Purchase Requests and Reimbursements

Purchase Requests

Please remember the following so purchase requests can be completed in a timely manner. Processing time for vendor to receive a check is approximately three weeks.
Purchase requests are accepted in the Club Sports Office in Student Union Room 302 on Mondays and Wednesdays.

Steps to ensure your Purchase Order can be processed

• Purchase Order Form filled out properly and completely
• Verification of Services including documentation of date, cost, location, name of tournament/show. For official payment please include Officials form completed properly and legibly.
• Examples of Verification Example, online with credit card, check, verification of payee with appropriate address.
• Vendor Contact Information includes documentation of event name, complete address, phone number, fax number, e-mail address, federal Tax ID number or Social Security Number (if paying a individual).
• List of Team Members attending the event with peoplesoft numbers.
• How Payment should be made. Example, online with credit card, check; verification of payee.
• Deadline Dates

Reimbursements

Reimbursements are not always guaranteed. It is best to complete purchase orders on time to avoid reimbursements.

Guidelines for applying for reimbursements

• Complete all requirements used above in addition to:
• Original Receipts/Proof of Payment; copy of original check, copy of cashed check, check number, credit card statement with charges highlighted.
• Documents are submitted at most one week after the event.
• Detailed reason explaining why a reimbursement is necessary.
• Social security number, name, phone number and home mailing address of the individual being reimbursed.
• If the team’s account is getting reimbursed, provide the federal ID number of the University of Connecticut along with the team account number.