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In order to have your SORF allocation released and transferred into your RSO Account, you must provide a complete packet to the Registered Organizations Office which includes your SORF Expenditure Request, Voucher, and original supporting documentation including but not limited to proof of purchase, proof of payment, and proof of attendance by payee.

• Proof of purchase showing that an item was purchased may include a paid itemized receipt, invoice, bill, contract, letter of agreement etc. In some cases item(s) may need to be purchased and requires an invoice, bill, or contract.
• Proof of payment verifies amount and payment was made by a specific individual or organization that is seeking reimbursement. Proof of payment may include an account balance sheet from Organization Fund Account/RSO Account, copy of the front and back of a cleared check from the bank, or a bank/credit card statement showing the card holder's name, account number, and the charge. Card holder's name, account number, and the charge must match what is on the original paid receipt.
• Proof of attendance may include a nametag, handouts, booklet, agenda, itinerary, roster, schedule, picture, or other documentation that proves an event took place and the individual/organization participated.

Submission of a SORF Expenditure Request, Voucher, and original supporting documentation will release the transfer of approved SORF allocation into the RSO Account while simultaneously allowing payment to be remitted to the payee as indicated on the voucher.

SORF will only release payment of the amount that was allocated by the SORF Board for the specified expense. If the cost exceeds the amount allocated by SORF, there must be sufficient funds in the organization’s RSO Account to cover the expense. If there is a negative balance or insufficient funds to cover the remaining expense, Office of Business and Financial Services will NOT process the voucher to remit payment.

SORF will only cover items approved by the SORF Board on the original application. No exceptions.

SORF must compensate the original person or account that paid the expense. If a name appears on a receipt other than the name of the person whom the organization is requesting to be reimbursed, SORF will require secondary documentation showing that individual actually paid the expense. For example if a parent or friend's credit card is used to pay for an expense, documentation is required from the parent or friend, and the payment will be paid directly to the parent or friend.

Do not pay expenses with cash. The Office of Business and Financial Services requires secondary documentation such as a credit card statement, bank statement or canceled check provided by the bank.

Be cautious before incurring expenses through online purchases/buying (PayPal, Travelocity, Hotwire, etc.). Often, online businesses do not provide adequate documentation of a purchase and secondary documentation is required. Organizations need to check with the business before ordering as to the type of receipt/invoice they will be receiving.

Non-itemized receipts will not be accepted. Invoices must indicate exactly what was purchased and the method of payment. If purchaser's name does not appear on receipt, backup documentation verifying proof of payment must be provided. Invoices that show a balance due cannot be reimbursed without proof of payment.

Itemized counter receipts, or generic receipts (the type that are not pre-printed with a vendor’s name and address) must be submitted with back-up documentation such as a credit card statement or canceled check.

All small pieces of supporting documentation (receipts, boarding passes, name tags, etc.) must be taped to an 8 ½ x 11 sheet of paper. Stapled documents and scraps of paper hanging over sides will not be accepted.

Contact the Registered Organizations Office for guidance in advance if there are any questions about documentation requirements.

In general, organization must submit an original signed letter of agreement, SORF Expenditure Request, a completed Voucher, as well as a copy of all publicity materials (to verify acknowledgment of SORF as a supporter of the event)  to the Registered Organizations Office. In addition, copies of publicity materials for the event must be included featuring the phrase “FUNDED BY SORF.” The service provider or outside agent may want to use their contract for the event, but the contract will not be with the University of Illinois. The contract must be between the RSO and the service provider (artist, agent, etc.), never the University of Illinois.

It is possible that payment can be made BEFORE or AFTER services are rendered. Once you are allocated funding, work with SORF to discuss payment process, especially if your organization has multiple funding sources for the event.

Full payment for contractual services must be processed through the RSO Account. The University is required to report payees earned income to the IRS.

In general, organization must submit an original signed letter of agreement, SORF Expenditure Request, and a completed Voucher to the Registered Organizations Office. The service provider or outside agent may want to use their contract for the event, but the contract will not be with the University of Illinois. The contract must be between the RSO and the service provider (artist, agent, etc.), never the University of Illinois.

If the individual/group has never been paid by the University before, a Vendor Information Form must also be completed and submitted with required documents. The Vendor Information Form allows the University to assign a Banner Vendor Number to that individual/group in order for payment to be processed.

It is NOT permissible to reimburse an RSO’s outside bank account for payment of contractual services. However, if your organization received funding from other University sources and they do the contracting, it is allowable to reimburse a department or unit affiliated with the University. Organization must provide a letter of agreement/contract and proof of payment by that department/unit. These documents must accompany completed SORF Expenditure Request and Voucher. SORF will pay at most the amount that was granted to the organization for specified item(s).

All advertising, publicity, newspaper ads, etc. funded (or partially funded) by SORF must have printed on it: “FUNDED BY SORF.” An original copy of such communications must be included with required documentation before payment will be released. Failure to do so will result in withdrawal of your SORF allocation.

Payment can be made directly to vendor listed on invoice or as a reimbursement. For payment of publications/communications items, provide an original bill/invoice with information to include: 1) name and address of vendor/business 2) item(s) and amount to be paid. SORF will pay at most the amount that was granted to the organization for specified item(s).

If the vendor/business/payee has never been paid by the University before, a Vendor Information Form must be completed and submitted. This allows the University to assign a Banner Vendor Number to that individual/group in order for payment to be processed.

For reimbursement of publications/communications, provide a paid, itemized receipt and proof of payment by payee. These documents must accompany completed SORF Expenditure Request and Voucher. SORF will pay at most the amount that was granted to the organization for specified item(s).

Payment can be made directly to vendor listed on invoice or as a reimbursement. For payment of equipment items, provide an original bill/invoice with information to include: 1) name and address of vendor/business 2) item(s) and amount to be paid. SORF will pay at most the amount that was granted to the organization for specified item(s).

If the vendor/business/payee has never been paid by the University before, a Vendor Information Form must be completed and submitted. This allows the University to assign a Banner Vendor Number to that individual/group in order for payment to be processed.

For reimbursement of equipment items, provide an original, paid itemized receipt with proof of payment by payee in order to receive the money granted by SORF towards the equipment purchase. SORF will pay at most the amount that was granted to the organization for specified item(s).

Payment can be made directly to vendor listed on invoice or as a reimbursement. On-campus/University rentals are typically debited from the RSO Account/Organization Fund Account by the department/facility providing services; therefore payment will be made as a reimbursement to the organization. Proof of payment can be verified with an invoice and supplemented with an account balance sheet, showing charges were deducted from the RSO account.

If the charges were not automatically debited from RSO Account, provide an original bill/invoice with information to include: 1) name and address of vendor/business 2) item(s) and amount to be paid. SORF will pay at most the amount that was granted to the organization for specified item(s).

For payment of off-campus/non-University rental items, provide an original bill/invoice with information to include: 1) name and address of vendor/business 2) item(s) and amount to be paid. SORF will pay at most the amount that was granted to the organization for specified item(s).

If the vendor/business/payee has never been paid by the University before, a Vendor Information Form must be completed and submitted. This allows the University to assign a Banner Vendor Number to that individual/group in order for payment to be processed.

For reimbursement of off-campus/non University rental items, provide an original, paid itemized receipt with proof of payment by payee in order to receive the money granted by SORF towards the rental. SORF will pay at most the amount that was granted to the organization for specified item(s).

Payment can be made directly to vendor listed on invoice or as a reimbursement. For payment of film rights/viewing privileges, provide an original bill/invoice with information to include: 1) name and address of vendor/business 2) item(s) and amount to be paid. SORF will pay at most the amount that was granted to the organization for specified item(s).

If the vendor/business/payee has never been paid by the University before, a Vendor Information Form must be completed and submitted. This allows the University to assign a Banner Vendor Number to that individual/group in order for payment to be processed.

For reimbursement of films rights/viewing privileges, provide an original, paid itemized receipt with proof of payment by payee in order to receive the money granted by SORF towards the film rights/viewing privileges. SORF will pay at most the amount that was granted to the organization for specified item(s).

Each traveler must provide the Registered Organizations Office with proof that travel was made for its intended purpose with documentation such as a boarding pass, e-ticket, ticket stub, or luggage tag.

Each traveler must provide proof of attendance such as a conference brochure, nametag, handouts, itinerary, a sports schedule, roster, picture, or other documentation that proves an event took place, and the individual/organization participated.

Payment will only be made as a reimbursement for travel related items. Provide an original, paid itemized receipt with proof of payment by payee in order to receive the money granted by SORF towards specified travel related item(s). SORF will pay at most the amount that was granted to the organization for specified item(s).

Automobile travel (personal, rental, chartered)
Gas receipts are not acceptable. A MapQuest or GoogleMaps printout with starting and ending location, route, and mileage is required. Mileage will be verified. SORF will only reimburse mileage to and from the event. Mileage beyond the intended destination or departing from locations other than Urbana-Champaign, IL will be subject to review and may be denied. Mileage will not be paid as a lump sum to the organization. Each driver must submit MapQuest for mileage reimbursement.

Ticketed travel (train, plane, bus)
Provide E-ticket confirmation with flight itinerary that includes traveler’s name, dates, departure and arrival locations, and ticket price. Receipt must be supplemented with proof of payment by payee. One original boarding pass, ticket stub, or luggage tag is required as proof that travel was taken for intended purpose that money was allocated toward.

Fees (conference, registration, admission, tournament, competition)
Provide paid, itemized receipt of fees with proof of payment by payee. For sport-related fees, documentation may include verification on business/organization/university letterhead showing RSO’s name, date of event, and amount paid in full by organization.

Lodging (hotel, hostel, host family, dorm)
Provide an original hotel check-out slip or receipt on business letterhead showing room number, dates stayed, number of nights, and charges paid. Receipt must be supplemented with proof of payment by payee.

International Travel Documentation Requirements
Follow the Travel Documentation Requirements for ticketed travel, fees, and lodging.

The Study Abroad Office bills each individual student’s account for CISI insurance and the processing fee. Provide a copy of the student’s account showing CISI insurance charges were processed to the account to obtain SORF allocation for international travel insurance. SORF will pay at most the amount that was granted to the organization for specified item(s).