How to Request Reimbursment for a Hopkins Affiliate in Hopkins Groups - Student Groups
Brittany Claridge
27 steps
7 minutes
Campusgroups
Google
Before making purchases/submitting your reimbursement request, please note the following: - Reimbursement requests must be **submitted directly by the individual who made the purchase.** Students cannot submit these requests on behalf of others. - An **active JHED is required to submit a Payment Action Form (PAF) reimbursement** through Hopkins Groups. - **Individuals who do not have an active JHED or who anticipate graduating before submitting their reimbursement should not make purchases on behalf of their organization.** Student groups are advised to plan accordingly and have others make purchases if necessary. Reimbursements cannot be processed without current JHED access.
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Navigate to <https://jhu.campusgroups.com/> and login using your JHU login.
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Click "Groups"
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Navigate to your student group and click on it.
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Once in your group space, click "Money" on the left hand navigation.
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Click "Budgeting" on the left navigation under "Money".
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Navigate to the approved budget allocation related to the expense you are submitting. Click "Request Payment" in the corresponding row.
Be sure that you request payment in the row accompanying the related approved budget allocation!
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In the "Transaction Type" field click this dropdown and select Purchasing/Spending.
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In the "Description" field, describe the expense(s) you're submitting.
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In the “Revenue/Expense” field, select “Expense”. In the "From Allocated" field, enter the the amount you are asking SA to pay based on the amount you were approved for by SA. If applicable in the field “From Group Funds”, enter the amount coming
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To move to the next step of the request, click "Next"
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Add the primary student contact for the event by clicking the "Primary Contact Name" field. Start typing and wait for suggestions.
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Click the name of the student primary contact once it appears to select this individual.
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In the "Hopkins Email Address" field, enter the email address of the Primary Contact.
**This training is specific to the request for reimbursements for approved event expenses.** You *can* submit more than one event expense at the same time as long as it applies to the same approved budget allocation. While the steps below will outline the process for submitting a reimbursement request, **please select all related fields that apply to your request at that time.**
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Click the "Personal reimbursement to a Hopkins Affiliate (BSPH student) for Out-of-Pocket Expenses" field to submit a reimbursement request.
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Click the field highlighted below and enter how many Hopkins Affiliates (BSPH students) made out-of-pocket purchases for this event and are requesting reimbursement from Student Assembly?
The maximum number of Hopkins affiliates (BSPH students) that can request reimbursement(s) that can be submitted in one request is five (5). **If there are more than five (5) Hopkins affiliates (BSPH students) that require reimbursement(s), please submit a second payment request.**
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Click "Next"
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In the accompanying fields, enter the following information for the Hopkins affiliate (BSPH student) to be reimbursed. - Name - begin typing and allow the name to appear in suggestions. Select the appropriate student name. - Full local mailing address - Email address - Phone number
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If the Hopkins affiliate (BSPH student) is in the payroll system with direct deposit set up, select "Yes" **and follow the corresponding instructions to enter your employee information.** If the Hopkins affiliate (BSPH student) is *not* in the payroll system with direct deposit set up, select "No."
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Click "Upload file"
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Click the "Upload documents" button and select the appropriate file(s) to submit for reimbursement.
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Once the file is uploaded, click the "Done" button.
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Click the field highlighted below and enter the amount of the attached receipt(s) that Student Assembly is responsible for reimbursing to the Hopkins affiliate (BSPH student).
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If you have additional comments, add them to the field highlighted below.
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Click "Next »"
Please note, if you requested payment for more than one (1) Hopkins affiliate (BSPH student), you will be asked to repeat the steps above (#17-23) for each Hopkins Affiliate (BSPH student).
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Enter the Event/Program/Meeting name, date, and number of BSPH student participants in the appropriate fields below.
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Using the corresponding fields, provide a post-event report, entering the following about the event. - Event successes and highlights - Event areas for improvement - Details if event went over budget. If it did not, enter N/A
Alert! This is your last chance to submit content/details.
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*Need to add any other relevant comments/notes? Add them in the last comments box.* Once complete, click the highlighted submit button to officially submit your reimbursement request for review by Student Assembly. Reimbursement requests are first confirmed to match the original amount awarded to you and then are approved shortly thereafter. **BSPH Finance managers will process the submission and contact you with more information regarding next steps.**
