Financial Procedures

Reimbursements

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 PO box), original receipts must be submitted along with a completed budget transaction form.

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.

Helpful Tips

  • Before you check out at the store, inform them that your purchase is tax-exempt.

  • 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 pm 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 $5.00 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.

Office Credit Card Usage

Professional staff members in the Office of Student Engagement have general use credit cards that are available for use by student organizations to make approved in-office purchases online or over the phone. Staff credit cards may not be removed from the office. Failure to properly follow usage procedures may result in individual or organizational restrictions and/or referral to the Office of Student Rights and Responsibilities. The office credit card usage process is as follows:

  • All registered student organizations (except club sports) must email student.engagement@kenyon.edu to schedule an appointment for a time to use a credit card.

  • Note: all Club Sport purchases should contact clubsports@kenyon.edu to schedule an appointment for a time to use a credit card.

  • Place order when in office. Use the following information for each purchase:

    • The Office of Student Engagement address for both billing and shipping.
    • Include the name of the student organization on the order so the office staff will know which organization to alert when the item arrives.
  • Ensure that the transaction receipt is sent to the designated staff member’s email address and printed, if possible.

  • Return the credit card to the staff member.

NOTE: Purchases should be made in a timely fashion. Late or rush shipping will not be paid for from BFC allocated funds. All purchases will be delivered to the Office of Student Engagement and may be retrieved by a member of the student organization that is listed on the official organization roster. Deliveries must be picked up during business hours only. Students may not have access to the office to retrieve deliveries when the office is closed.