Paying for Expenses

The Law School is sensitive to the limitations of individual student budgets and wishes to allay any concerns about funding activities through a series of payment options that do not require the outlay of funds from individual students.

OSA is happy to explore additional vendors who will invoice the Law School or arrange for other direct forms of payment. Please contact Sachi Sugimoto Rodgers with any vendor suggestions and don’t hesitate to ask the vendor to bill the Law School directly.

OSA Credit Cards

OSA has credit cards for student use for any purpose related to the organization. Directions to use those cards can be found here.

We ask for 24 business hours notice to ensure card availability but, if you have a last minute food/purchase emergency, please come to our office anyway and we will do our best to accommodate you.

Gift Cards

Gift cards are available for a variety of activities including Buddy/Big Sibling Programs, Dean’s Advisors’ coffees, and food shopping for events.

Invoice/Direct Charging

Food

A number of local restaurants and food vendors will invoice the Law School directly. A list of establishments who will invoice the Law School can be found here.

Travel & Lodging

New Haven hotels can invoice/direct charge for room and other charges incurred by visitors and student groups. Instructions on how to arrange for lodging for smaller scale/discrete events can be found here and instructions for student-run conferences can be found here.

Speaker and student travel related expenses, including air, rail, ground, and lodging, can be paid for the the Office of Student Affairs depending on the need. Instructions on arranging for individual travel can be found here. Instructions for group travel can be found here.

The Office of Student Affairs has corporate accounts with Metro Taxi and Zipcar to help minimize out-of-pocket expenses. To arrange for a Metro Taxi trip, please complete the form here. To be added to the Student Affairs Zipcar account, please fill out the information at the link here.

Students traveling for YLS purposes will also need to fill out the appropriate (domestic or international) assumption of risk form and submit to the Office of Student Affairs prior to departure.

Printing

Tyco can invoice the Law School and YPPS can charge expenses directly to your group’s University account(s) for any printing related expenses. Further information on printing resources and how to access them can be found here.

Supplies

Supplies can be ordered and delivered to the Law School and charged directly to your group’s University account(s). Directions on how to order supplies can be found here.

Mailing and Courier

Mailing and courier related expenses can be charged directly to your group’s University account(s). Directions on how to send mail and packages can be found here.

Reimbursements

If, despite everyone’s best efforts, you must pay for something yourself please be sure that when you submit a reimbursement request, you have included all of the necessary information. Otherwise, the reimbursement will be delayed until the information/documentation is provided.

The reimbursement process here (and at most schools) is quite cumbersome because any reimbursement you submit goes from our office to the Law School’s business office to the University’s financial office so delays at any point in the process can delay the reimbursement.

Reimbursement requests should be submitted right away but no later than one month after the expense has been incurred.  Original itemized and credit card receipts are required for reimbursement to occur. Example of both can be found at the links provided above and in the left menu. We are only able to reimburse the person who incurred the expense (i.e., names on the credit card slip/receipt must match the name of the person seeking reimbursement).

Reimbursements may be requested using the online form, visiting the Office of Student Affairs to complete a reimbursement request form, or downloading the form here.

Reimbursements submitted before breaks and at the end of the semester typically take longer to process. Please help us by submitting your reimbursements right away.

Note that the University runs on a fiscal year (July - June) and all reimbursements for the academic year must be processed before you leave for the summer.  At the end of the year, there is a petty cash option available for students whose reimbursement requests total $300 or less.  Please note, reimbursements up to $100 may be picked up at the YLS Business Office but reimbursements over $100 and up to $300 must be picked up at the University’s Treasury Services located at 2 Whitney Avenue between 8:30 am - 4:00 pm.

Visitor Reimbursement Requests

You may share the link to the online form with your speakers or download a Visitor Reimbursement Request Form and send it to your speaker.

A note about missing receip​ts

The University requires original receipts for expenses over $75 so please take care not to lose your original receipts.  In instances where you have misplaced your receipt, you will need to fill out a missing receipt form and submit along with your reimbursement request.

Cash Advances

If a vendor will only accept cash for payment and you are unable to arrange for an invoice or apply for reimbursement at a later date, please contact Sachi Sugimoto Rodgers.

Third Party

Sometimes a third party (e.g., law firm or other outside organization) may offer to cover expenses for your group. The easiest would be to have them pay your vendor directly. If you are ordering through the YLS Dining Hall, you will need to provide Jim Barnett with information on who and where to direct the bill. If it is not possible to have them pay directly, they can reimburse the group for the expenses by submitting a check for the proper amount accompanied by a note to its purpose. Often times you will be asked to prepare an invoice for the payment. A sample invoice can be found here. One thing to keep in mind with the later is whether they need a tax acknowledgement or not. If so, keep in mind the 12% assessment for charitable contributions that will decrease the amount of funds received by the group to cover the expense.