Reimbursement Process

The Student Engineers’ Council (SEC) facilitates reimbursements through the Engineering Organization Fund (EOF), Lynn Nystrom Fund (LNF), and International Humanitarian Fund (IHF). These funds operate on a reimbursement basis, meaning expenses must be incurred after approval and supported by valid documentation.

Requesting Reimbursement

1. Gather Required Documentation

• Valid, itemized receipt(s) are required for every reimbursement submission.
• Ensure the amount requested for reimbursement is equal to or less than the total on the receipt.
• If submitting a receipt with multiple line items but requesting reimbursement for only certain items, clearly indicate the relevant items.
• The date of the transaction must be on or after the official fund allocation date—otherwise, the request cannot be approved.

2. Submit a Reimbursement Request

• Complete the reimbursement request form. SEC will review your submission and provide email updates regarding its status.
• Track available fund allocations and reimbursement statuses [here] (insert link).

3. Review & Processing Timeline

• Processing typically takes 1–2 weeks and follows a first-come, first-served basis.
• High-value reimbursements will be prioritized whenever possible.
• Only items approved during the active funding cycle are eligible for reimbursement.

4. Special Cases & Allocation Splitting

• If splitting a purchase across multiple allocations, submit a separate request for each allocation with the corresponding requested amount.
• However, combining like line items from a single funding cycle into one reimbursement request is permitted.    

Receiving Your Reimbursement

Payment Methods

SEC has migrated to a fully digital system, phasing out check pickups. Reimbursements to VTF accounts may be subject to a 5% cash assessment fee by the Virginia Tech Foundation.

For EOF, reimbursements may be directed to:

• An organization's bank account
• An individual’s bank account (not recommended)
• A VT Foundation account

LNF and IHF reimbursement requests will be processed through your VT Foundation account.

Reimbursement Delivery Options

Payments will be handled through the method previously set up for you or your organization. If updates to financial contacts or payment details are needed, please email secdof@vt.edu. If payment details are unknown or unavailable, they will be requested directly from the email provided.

Available payment methods for EOF include:
✅ ACH Transfer (Recommended)
✅ Mailed Check