We all know how organizations have the potential for there to large amounts of bureaucratic red-tape, right? Especially when it comes to money?
I don't even know how many conferences I've gone to in the past 7years, but they all required reimbursement from a school.
Let me share with you how it is done at Miami:
- For non-department funds, fill out application estimating costs. Get approved for $X. Nothing needed for department funds.
- Attend conference. Save all receipts, except for food.
- By end of the semester in which travel occurred, submit for reimbursement the following:
- Original receipts
- Canceled checks and/or credit card statement showing that receipts had actually been paid
- If sharing expenses (e.g., hotel room) with others, provide:
- Proof that you paid them/they paid you in form of canceled check
- Typed, signed letter stating that you paid/were paid by colleagues
- Wait for.ev.er to finally receive money.
(I happen to believe the items in blue are absurd.)
How it's done at Colby:
- Fill out application estimating costs. Get approved for $X.
- Attend conference. Save all receipts above $75.
- Within 30 days of travel, submit for reimbursement the following:
- Original receipts
- Handwritten note on receipt stating that you shared the hotel room
- Wait 2days to receive approval/money.
Whoa. WHOA. What? Only 2days?
That's right. I submitted my forms on Monday - hell, via campus mail they probably didn't even get to the correct office until Tuesday - and today, Wednesday, I got an email saying that my reimbursement had been approved and it would be deposited into my account by Friday. Awesome.
Of course, I still had to go through all of Miami's shenanigans because I shared a room with Miami peeps and in order for them to get money they needed the correct documentation... but I am amazed at how easily this whole thing went down with Colby. I was expecting a response saying they needed "proof" of payment or some other nonsense. WIN.