Reimbursements
The Student Government Accounting Office (SGAO) processes reimbursements to ensure student organization funds are spent responsibly, within the approved budgets of the student governments, and in compliance with University of New Mexico policies. Reimbursements are intended for approved, out‑of‑pocket purchases of goods and food only that directly support student organization business or events.
Not all purchases are eligible for reimbursement. Certain expenses—such as services —must be handled directly by SGAO and cannot be reimbursed to students. To avoid delays or denied requests, students are strongly encouraged to confirm eligibility before making a purchase and to submit complete documentation within required timelines.
Timeline for Submission
Reimbursement requests must be submitted to the Student Government Accounting Office (SGAO) within 30 days of the receipt date.
Submitting after 30 days may result in tax penalties or delayed processing.
- If a receipt is over 150 days old, SGAO may be unable to process the reimbursement.
Required Documentation for All Reimbursements
- Internal Requisition Form
- Reimbursement Signature Form
- Itemized receipt showing vendor, date, items, total, and payment method, including last 4 of credit card used
Additional Documentation Required for Events
- Event Flyer, listing date / time, or a Meeting Agenda
- List of students atending event (if Less than 21 students)
Additional Documentation Required for Travel
- Travel Reimbursement Form
- Travel Affadivit (if you are paying for multiple students)
- Conference Agenda or Travel Itinerary
- List of students who traveled (even if greater than 21 students)
Additional Information
- Because each reimbursement is unique, our accountants may occasionally request additional supporting documentation. Providing any requested information as soon as possible helps ensure your reimbursement is processed quickly.
- Requests submitted without complete documentation may be delayed.
- The University of New Mexico (UNM) is a governmental entity of the State of New Mexico. As such, the University will not reimburse sales tax on purchases of goods. Please present UNM’s tax exemption form at the time of checkout to ensure sales tax is not charged. Sales tax on prepared food is reimbursable.
