Individuals who make purchases using their own funds may be eligible for reimbursement for expenses already approved by the BFC (expenses not approved by the BFC will not be reimbursed). To receive a reimbursement check (which typically takes 2 - 3 weeks to process and is mailed to the student’s P.O. box), original receipts must be submitted along with a completed budget transaction form. It is the responsibility of the individual to clarify that the purchase is tax exempt on behalf of Kenyon, even if using their own personal funds. Contact the Office of Student Engagement for further clarification.
Note: Students are encouraged to utilize our other methods of payment as an alternative to spending personal funds and awaiting reimbursement.
Walmart and Kroger Credit Cards
The Office of Student Engagement provides store credit cards for approved student organization use. These cards are available on a first-come, first-served basis. Cards may be checked out from the Office of Student Engagement during normal business hours.
When Checking out the Walmart and Kroger Credit Cards
Card and tax exempt card must be returned in the envelope
Original receipts must be turned in with card
ONLY checkout at a register with a cashier
Present the tax exempt card to the cashier before items are scanned
Card must be returned to the Office of Student Engagement the following business day by 4:30 p.m.
Check-In form must be completed when card is returned
Before you check out at the store, inform them that your purchase is tax-exempt.
You cannot use self checkout, as the store associates have to input the tax exempt number for the College.
Save all receipts. The receipt and credit card must be returned to the Office of Student Engagement by the deadline specified at the time the card was checked out.
If a receipt is lost, it is the responsibility of the person who checked out the card to contact the store to request a copy of the receipt. Store credit cards must be returned by 4:30 p.m. the next business day (unless special arrangements have been made with the Office of Student Engagement in which case it is due by the date specified If the card is not returned by the deadline, there will be a $5 fine assessed to the organization’s account for each day it is not returned. If the card is not returned within three days of the deadline, the individual and/or group may be denied future use of the card(s). Violations of credit card policy or credit card misuse may be referred to the Office of Student Rights and Responsibilities.