Student Organizations Finance

Purchases may be made using one of the following two methods:

1.   Procard (Preferred Method)

The University Procurement Card (Procard) is a Mastercard linked directly to a University index number. To avoid out-of-pocket expenses, the Office of Student Affairs has a Procard that can be used to make online purchases on behalf of student organizations.

• Student Affairs will place the order using the Procard

• All items will be shipped directly to Student Affairs

• You will receive an email notification once your order has arrived

• Maximum amount per request form: $1,000.00

Required form:

Student Organization - Supply Request Form

2.    Personal Reimbursement 

Students may make purchases using personal funds and request reimbursement as long as policy permits. 

• Students may use personal funds for purchases and request reimbursement, provided the expense complies with University policy.
• Receipts must be submitted within 10 days of the purchase date.
   

Step 1:   Create Your Profile

Log into Academica → Student Resources → Direct Deposit & Student Refunds – Personal Information
Confirm that your mailing address and bank account information are correct.

Once verified, complete:  Reimbursement Profile

Step 2:  Complete this Form - Student Organization - Supply Reimbursement Form

Required documentation:

• Where the items were purchased (store/company name)

• What was purchased (itemized list)

• Method of payment (e.g., credit card ending in XXX1234)

• A $0 balance due

• Copy of the event invitation, e-vite, announcement or provide a justification of purchase.   

Processing Time

Reimbursements can take 6-8 weeks to process. Checks will be mailed to the address that you provide unless you provide your banking information when you register.

Promotional Items & Apparel Guidelines

Promotional items may be purchased with a maximum of $20.00 per student and a maximum of $400.00 per student organization, inclusive of set-up fees and shipping costs.  Items purchased may not be resold for fundraising purposes.

Vendor Policy

Per University policy, all promotional items and apparel ordered by student organizations, departments, or affiliates must be purchased through a licensed vendor, regardless of whether University funds are used.

Ordering from a non-licensed vendor is not permitted.

Approved Licensed Vendors

• 4imprint
• A-1 Screenprinting LLC
• Alternatives in Advertising
• Ann Arbor T-shirt Company LLC
• Barnes & Noble College Bookstore
• Club Colors Buyers
• Corporate Specialties LLC
• Custom Ink
• Halo Branded Solutions
• I Am Detroit Inc.
• MacKellar Associates
• Magellan Promotions LLC
• Mercury Fulfillment Systems
• Shamrock Companies
• Wanda Lee Spencer

Logo & Branding Requirements

• The School of Medicine (SOM) logo must appear on all merchandise

  • Download Logos

  • Approved apparel colors: Black, White, Grey, Green, or Yellow

• Merchandise may not be resold for fundraising purposes

Important Note on Medical Imagery

The caduceus is not the correct symbol for medicine. The appropriate and historically accurate symbol is the Rod of Asclepius, which features a single snake wrapped around a staff, representing healing. Only this symbol should be used when incorporating medical imagery.

Procedure for Ordering Promotional Items

Step 1: Logo Approval

If your organization has an existing logo, you must provide a high-resolution image or vector file to the vendor. The vendor will submit the logo to Marketing for approval when the order is placed. If you do not have a logo and would like one created, contact the Office of Biomedical Communications at biomed@wayne.edu.

Step 2: Vendor Selection

All licensed vendors are competitively priced. You may review merchandise options directly on vendor websites. Once you have selected a vendor, contact Ms. Gherardini, who will connect you with the appropriate sales representative to obtain a quote.

Step 3: Apparel Selection

Provide the vendor with the following details:

• Apparel color

• Style

• Sizing information

• Logo placement

This information is required to generate an accurate quote.

Step 4: Quote & Purchase Order

The vendor will provide a quote and a mock-up of the merchandise. Submit the quote to Ms. Gherardini, who will generate the purchase order. Please allow 4–6 weeks for order processing.

Step 5: Delivery

All orders will be delivered to Student Affairs, 315 Mazurek. You will receive an email notification when your order is ready for pickup.

If you are having a guest speaker (NON-WAYNE EMPLOYEE) and want to pay them a stipend for speaking, below is the paperwork that needs to be completed by the guest speaker and the student organization.   DO NOT PAY SPEAKERS OUT OF POCKET AND EXPECT TO BE REIMBURSED. THIS IS AGAINST UNIVERSITY POLICY.

Honorarium Request Form

Catering Guidelines for On-Campus Student Organization Events

Student organizations hosting an on-campus event may use their allocated funds to pay for refreshments, provided all criteria below are met. The maximum allowable amount for catering is $400.00 per year, contingent upon approval in the organization’s approved budget.

A member of the organization must be willing to pay out of pocket at the time of purchase and submit a reimbursement request in accordance with university procedures.

Catering Eligibility Requirements

• A guest speaker is required
• The guest speaker must not be a WSU employee
• The event must be held at the School of Medicine
• Funding may not be used to cater private student organization meetings

Step 1:   Select a Restaurant - Contact restaurant to verify that they deliver.

Using these approved vendors will help expedite the approval process. You may choose a restaurant that is not on this list; however, approval may take additional time. 

• Beyond Juice: 5211 Anythony Wayne Drive
• Choolah Indian BBQ: 495 W. Ferry
• Delite Cafe and Deli: 320 E. Canfield
• Erbert's & Gerbert's: 655 W. Kirby
• Hungry Howies: 5231 Anthony Wayne Dr.
• Insomnia Cookies: 5171 Anthony Wayne Dr.
• Jimmy John’s: 5118 Anthony Wayne Dr.
• LaPalma: 113 E. Canfield 
• Mezcal Mexican Restaurant Detroit: 51 Forest Ave.
• Moka & Co Organic Yemeni Coffee Shop: 5165 Anthony Wayne Dr.
• Panda Express: 49 W. Ferry
• Shibman Coffee: 4715 Cass Ave.
• Shields Detroit Restaurant:  5057 Woodward Ave.
• Starbucks: 495 W. Ferry
• Taco Bell: 495 W. Ferry
• Uncle Joe's Chicken Fingers: 5215 Anthony Wayne Dr.

Step 2:  Complete this form -  Wayne State under $500 Food Safety Approval Form

At least two weeks prior to the event date complete the Wayne State Under $500 Food Safety Approval Form. This form is required before any purchase is made, submit at least 7 days in advance. Once approval is granted, you may proceed with your purchase.

If you are requesting reimbursement, proof of approval is required.

Step 3:   Create Your Profile

Log into Academica → Student Resources → Direct Deposit & Student Refunds – Personal Information
Confirm that your mailing address and bank account information are correct.

Once verified, complete:  Reimbursement Profile

Step 4:   After the event request reimbursement - Catering Reimbursement Form 

To request reimbursement, you must upload the following required documentation:

• Itemized receipt

• Credit card receipt

• Copy of the approved food safety waiver

• Sign-in sheet listing the name and affiliation of all attendees (e.g., M1, M2, Guest Speaker)

• Copy of the event invitation, e-vite, or announcement

Additional food and safety policies are available through Catering and food service guidelines.

Liability Disclaimer

Wayne State University, along with its employees and agents, is released and indemnified from all liability for claims or damages—including injury or illness—arising from the consumption of food or beverages provided at any meeting or event by a student organization, department, or outside organization.

Additional Restriction

Home-prepared food or home entertainment is not permitted.

If you have questions regarding catering, please contact Nicole Collier ncollier@med.wayne.edu  at 313-577-1463.

Travel Participation & Funding Guidelines

Travel Funding Policies

• Travel funds are limited and vary by fiscal year.
• Travel is restricted to destinations within the continental United States and Canada.
• Funding support for airfare, lodging, and registration is limited to:
  • $500 per student, or $3,500 for approved student organization group travel (contingent upon the organization’s allocated travel budget).
• Student organization conferences and scientific conferences are funded through separate funding sources.
• Student organization conference travel must be approved by the organization’s Treasurer or financial designee, who will determine available funding.
• All treasurers are required to meet with the Office of Student Affairs prior to planning group travel.
• Each student is eligible for one stipend only and may not combine or apply for multiple stipends.
• Once travel support is received, students are not eligible for another supported trip until one full year has passed.
• Students on academic probation are not eligible for travel funding.
• Full Travel Policy applies.

Travel Procedure

Step 1:   Request an Excused Absence

Submit the Excused Absence Request Form (even if you are off-service or on break) and attach:

• Your acceptance letter

• A copy of your abstract, poster, or presentation

The form is not required for local presentations (e.g., WSU or Henry Ford presentation days). For local presentations, contact your counselor directly and attach your acceptance letter.

Submission Timing

• Submit the form at least 60 days prior to the event.

• If accepted fewer than 60 days before the event, submit within 3 days of acceptance and note the acceptance date.

Step 2:   Determine Conference Type

Type 1:   Student Organization Conference

Purpose: Leadership, networking, professional development, and organizational engagement
Audience: Members of student organizations or interest groups
Examples:

• Leadership workshops

• Cultural or diversity organization conferences

• National and regional student organization meetings (e.g., AMA, SNMA, APAMSA, AAMSA, etc....)

Type 2:   Scientific Conference

Purpose: Academic research, scientific advancement, and professional development
Audience: Researchers, clinicians, faculty, trainees, and students
Examples:

• ACG, SGIM, The Generalist, SHM, etc... 

• Specialty conferences (cardiology, surgery, neuroscience, etc.) *Students attending on behalf of an interest group, travel expenses will be deducted from the appropriate interest group’s budget.

Step 3:   Upon Approval of Your Excused Absence: Create Your Profile

Log into Academica → Student Resources → Direct Deposit & Student Refunds – Personal Information
Confirm that your mailing address and bank account information are correct.

Once verified, complete:  Travel Profile

Step 4:   Submit the Travel Reimbursement Form within 10 days of your return

Complete the Travel Reimbursement Form and upload the required documentation.

All receipts should be submitted in PDF format. Receipts may be scanned into a single document or uploaded individually. 

Required Documents

• Excused absence approval email from your counselor (Word documents accepted)

• PDF of the program agenda

• Registration receipt

  • Must show payment method and $0 balance

  • Registration confirmation alone is not sufficient

  • Documentation is required even if registration was free

Travel Receipts

• Airline ticket receipt (must include e-ticket number, travel dates, and payment method)

  • Itineraries and confirmations are not accepted

  • Reward miles are not reimbursable

  • Do not purchase tickets for others

• Baggage receipt

• Lodging receipt (required unless total receipts already equal $500)

  • Your name must appear on the receipt — no exceptions

  • Receipt must show payment method and zero balance

  • Room sharing is encouraged; list roommate names on the form

• Mileage (72.5 cents per mile from 540 E. Canfield, Detroit, MI 48201)

  • Upload mileage calculator printout: https://www.calculator.net/mileage-calculator.html

  • Only the driver may be reimbursed

  • Provide list of all individuals that drove with you.

• Uber/Lyft/Taxi/Shuttle receipts​​​ 

  • Receipts must include the pickup and drop-off locations.

  • Example:

    • From: Detroit Metropolitan Airport (DTW)

    • To: Marriott Downtown Conference Hotel

  • Transportation not directly related to the conference will not be reimbursed.

• Miscellaneous receipt

  • Abstract submission fees

  • Poster printing cost

Not Reimbursable

• Meals

• Rental cars

• Gasoline Receipts

Processing Time

Reimbursements take 6–8 weeks to process. Checks will be mailed to the address on file unless direct deposit has been set up.

Additional Funding Opportunities

Additional funding may be available for students presenting research through the Office of Medical Student Research – Scholarly Activity Awards Program (non-student organization travel only). Requirements differ from those listed above.

Questions regarding travel may be directed to:
Ms. Gherardini - agherard@med.wayne.edu

For off-site events/banquets please contact Ms. Gherardini agherard@med.wayne.edu prior to making any arrangements. Entertainment at home is not allowed.

There is a lengthy approval process for purchasing gift cards. The office of Student Affairs must purchase them for you.  Students cannot purchase gift cards on their own and be reimbursed – this is against university policy.  If you are interested in purchasing gift cards complete the Gift Card Form. These requests can take 3-4 weeks to process.

Prizes/raffles and gift certificates - If you need prizes for raffles visit SOM Alumni merchandise store.  The store is located in Room 1369 Scott Hall.  You do not have to pay out of pocket, they will bill against the Student Affairs account index.

Gifts - Do not purchase gifts for individuals. Gifts are not reimbursable. 

Student Affairs has a standing account with Medical Communications (Room 1367 Scott Hall).  Place the order under the name of:  "Student Affairs - Student Organization Name" and the funds will be withdrawn directly from your Alumni funds.  Posters can be printed for conferences through this department. You will need an IRB number so please contact Ms. Collier ncollier@med.wayne.edu or Ms. Gherardini agherard@med.wayne.edu

Available for guest speakers in Student Affairs.  (See Nicole Collier or Tracey Eady)

Each organization must send a minimum of two members (depending on the membership size of the organization) each academic year to volunteer to participate in Alumni Appreciation Calling which is held several times per year. Information will be sent when this process begins.

The OSA strongly encourages you to send a Note of Appreciation to the Alumni Association for supporting your outreach programs, travel and activities. These notes are posted on their website and allows them to see the impact engagement & donations have had on our students and their education. They also love to see photos of the work that you are doing so please take a few moments to share your gratitude and send them a thank you note!  Send a Thank You note