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 305/306 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.