How to Pay for Equipment

**Please keep in mind that all payments/reimbursements will come out your

Club Sport Operating Budget**

 

Paying for Equipment and Supplies

There are 3 different ways that equipment and supplies can be paid for:

  1. Each individual or a single team member can pay for equipment and supplies out of their own pocket using cash, check (if accepted) or a credit card.
  2. Each individual team member (maximum of 4, Butler students only) may obtain a cash advance of $200.00, which is a maximum of $800. (Please see Obtaining a Cash Advance). *CASH ADVANCES ARE NOT CURRENTLY BEING UTILIZED. WE HOPE TO HAVE THIS OPTION AGAIN SOON.*
  3. If the vendor is willing to invoice Butler for payment the following information must be turned in to Joyce:
    1. A complete detailed invoice from the vendor (View Sample Invoice).  This invoice may be emailed to Joyce at jradford@butler.edu.
    1. A completed W-9 form if the vendor does not already have one on file. (View Sample W-9)

 

Reimbursement Equipment and Supplies

Below are reimbursement procedures for any out-of-pocket expenses incurred for equipment and supplies.  The following must be brought to Joyce at the HRC. Emails will not be accepted.

Note: Reimbursements may take up to 2 weeks to process.

If you paid cash:

  1. A receipt must be obtained with the following information on it:
    • Name, address, and phone number of the motel/hotel
    • Receipt number (if any)
    • Receipt date
    • A statement showing you paid cash
    • Dollar amount paid

2. A completed Reimbursement Form with the following information on it:

    • Date and Club name
    • Name, address, and phone number of person being reimbursed. Check will be mailed to this address.
    • Dollar amount paid
    • Short description of what was purchased

If you used a credit card:

  1.  If a personal credit card was used, a copy of your credit card statement must be made showing that the motel/hotel charge actually occurred in your name.
  1. A receipt must be obtained with the following information on it:
    • Name, address, and phone number of the motel/hotel
    • Receipt number (if any)
    • Receipt date
    • A statement showing you paid cash
    • Dollar amount paid

3. A completed Reimbursement Form with the following information on it:

    • Date and Club name
    • Name, address, and phone number of person being reimbursed. Check will be mailed to this address.
    • Dollar amount paid
    • Short description of what was purchased

 If you obtained a Cash Advance and spent more than $200.00:

  1. Please follow the cash and credit procedures above for the amount spent over $200.00 only.

Example:              Hotel Charge           $250.00

                             Cash Advance            $200.00

                Your personal cash or credit             $50.00

Follow the procedures above for the $50.00 only. (There are separate procedures for Cash Advances).