The Office for Student Affairs

Reimbursement Requests

Students should never incur any expense without clear confirmation that the expense is reimbursable and compliant with Harvard University financial procedures. All expenses for two hundred dollars ($200) must be billed directly to OSA, please contact us to make these arrangements.

Reimbursement requests submitted for non-approved expenses will not be processed. 

Expenses should be submitted to OSA preferably within thirty (30) but no later than sixty (60) days after the date on which the expense was incurred. Do not wait until the last minute to deliver your information; processing reimbursements and corporate card payments can take several days.

Requests for reimbursement of expenses more than sixty (60) days after the date of the expense will not be processed.  Students may request reimbursement for out-of-pocket miscellaneous expenses, such as supplies and photocopying.

Forms

Student Reimbursement Request Form
Universal Expense Form signed by the treasurer of the Student Group
Vendor Request Form (if applicable)
Foreign National ID Form (if applicable)
Missing Receipt Affidavit (if applicable)
Original receipts

Student Organization Handbook

Please refer to the HSPH Student Organization Handbook 2011-12 for detailed information in running your Student Group. 

Room Reservations

View available rooms in Kresge and FXB on Book It.  In the upper right hand corner, choose "filter" to select the desired day.  Once you have found an open room, contact Student Affairs to place the reservation. 

Note: students are unable to reserve rooms independently.   

Food Orders

Sebastian's Cafe is the exclusive caterer at HSPH.  All on-campus food must be purchased through Sebastian's unless they have given permission to use an outside caterer such as if a Student Organization requires specific ethnic food (e.g. Halal, Kosher, Nigerian, Indian etc.). 

View Sebastian's Online Menus. (Catering Menu and Budget Catering Menu)

Contact Student Affairs to place your food order. 

Note: All orders must be placed at least one week in advance for standard orders.  Special events food orders must be placed three weeks before the event date.   

Web Support

iSites

All officially recognized Student Organizations may have an iSite which is a Student Organization website.  Please contact Mike DeMarco in IT to set-up an iSite or if you need further assistance.

iCommons offers instructions, tutorials, design templates and classes. 

Listserves

Student Organizations are also eligible to set-up listserves to aid with communication.  Contact Mike DeMarco in IT for assistance.   

Supplemental Fund

OSA awards supplemental funding to HSPH Student Groups for events and programs that will incur expenses over the $750 standard Group funding. Funding must be used for events or programming geared toward the social/educational needs of HSPH students.

Only complete applications meeting all criteria are considered. This award is intended to be supplemental funding, other funding sources must be listed including the group’s own funds.

Supplemental Fund Application Guidelines

• Awards will be up to $500 per year per group.
• Only one grant is available per group per year. 
• Proposals should be submitted to OSA and must include:
• Description of the event/program
• Proposed dates
• Speakers (if applicable)
• Audience
• Itemized budget - applications without a budget will not be considered.
• Other funding sources (please see Alternative funding sources and Fundraising/Gift Guidelines in the Student Group Handbook)

Applications must be submitted at least 30 days before the proposed date of any event or activity.

Should a group’s event generate surplus funds or have remaining funds, unused monies will be returned to the Supplemental Fund.

Supplemental Fund Application