Financial Procedures

Reimbursements

The Office of Student Engagement encourages student organization leaders to not do reimbursements if necessary. They have a process set up to ensure you are able to get items purchased though the office, but there might be rare occurrences where an item may need to be purchased last minute for an event. 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. Any purchases made where tax was included will not be reimbursed. 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 Pick-up 

The Office of Student Engagement provides tax exempt Walmart Pick-up orders. Walmart Pick-up can be reserved by reaching out to the Office of Student Engagement via email or the Approved BFC Purchasing Request Form. A Walmart tax-exempt card may also be picked up if students are wanting to make in-person Student Organization tax-exempt purchases for reimbursement. 

When Checking out the Walmart Tax-Exempt Card

  • Original receipts must be included in Approved BFC Purchasing Request Form

  • ONLY checkout at a register with a cashier

  • Present the tax exempt card to the cashier before items are scanned 

Helpful Tips

  • 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 must be returned to the Office of Student Engagement via the Approved BFC Purchasing Request Form.

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. Violations of credit card policy or credit card misuse may be referred to the Office of Student Rights and Responsibilities.