Payment and Reimbursement for Competitions

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

Club Sport Operating Budget**

Paying for Dues, Tournament and Competition Fees

There are 4 different ways that dues and fees can be paid for:

  1. Each individual or a single team member can pay for dues or tournament fess out of their own pocket using cash, check (if accepted) or a credit card.
  2.  Each individual team member (Butler students only, only 4 at one time) may obtain a cash advance for a maximum of $200.00 each. (Please see Obtaining a Cash Advance). *CASH ADVANCES ARE CURRENTLY SUSPENDED AND WON’T BE USED. WE HOPE TO GO BACK SOON.*
  3.  If the vendor is willing to invoice Butler for payment the following information must be turned in to Joyce:

          This invoice may be emailed to Joyce at jradford@butler.edu.

    • A completed W-9 if the vendor does not already have one on file. (View Sample W-9)

 

Reimbursement for Dues, Tournaments and Competition Fees

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

Note: Reimbursements may take up to 2 weeks to process.  You will be notified via e-mail when your money becomes available.

If you paid with cash or check:

  1. A receipt must be obtained with the following information on it:
    • Name, address, and phone number of the person/business being paid
    • Receipt number (if any)
    • Receipt date

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 charge actually occurred in your name.
  2. A receipt must be obtained from the vendor with the following information on it:
    • Name, address, and phone number of the person or business being paid
    • Receipt number (if any)
    • Receipt date

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:              Fee Charge                        $250.00

                      Cash Advance                   $200.00

                Your personal cash or credit                       $50.00

. (There are separate procedures for Cash Advances).