SBA Group Information

Reimbursements to Law Students

In order to request a reimbursement for entertainment or travel from SBA or student organization funding, students must complete the Student Reimbursement Form. The form is available on the wall outside of Business Services (green) or downloaded here:

2024-2025 Student Groups Reimbursement Form (Expenses from June 1, 2024 - May 31, 2025) 

• The form must be filled out by the student requester.
• Original itemized receipts and expense documentation must be attached by the requester. 
• The form must be signed by the group treasurer.
• The completed form will be returned to Law Business Services for processing by the SBA Treasurer (or by the requester starting 2024-2025). 

ORIGINAL ITEMIZED receipts must be attached to the form prior to seeking treasurer approval. Original receipt must show proof of payment (typically “$0 balance”, “paid with credit card xxxx1234” or “paid cash $xx.xx”) and itemized detail. Credit card receipts or copies of credit card statements are not accepted as complete documentation. 

Payments to students take approximately two weeks, though any deviation from the above process may result in a delay of payment.

Students can opt-in to direct deposit by updating their banking information on WebAdvisor (look for the Financial Information/Banking Information link). If direct deposit it not set up in WebAdvisor, payments will be made to students via paper check and mailed to the local address on file. Direct deposit for financial aid and payroll are separate and distinct from direct deposit for reimbursements. 

Reimbursements must be submitted within 60 days of the purchase date or the end of fiscal year deadline (whichever is earlier).  

Fundraising & Deposits for Law Student Organizations

When raising funds for student organizations, students have several options for collecting funds:  

• CASH or CHECKS can be collected and must be returned to the Law Business Services Office as soon as possible but no later than three days from the date of the fund-raising activity.  If that is not possible, you must contact Business Services to make arrangements. All money turned in to Business Services for deposit should be in an envelope with your name, group name, amount & account number clearly written on the outside of the envelope. The money should be placed in the overnight drop box (beneath the counter window) when no one is available to receive the money by hand.
• PAYMENT LINK unique to a specific group event can be requested from the Law Events Office. The payment link can be used to accept direct credit card payments or payment from peer-to-peer payment services. A credit card processing fee applies. 
• MOBILE CREDIT CARD PROCESSOR can be reserved from the Law Business Services Office for specific events. Make a reservation request using (link coming soon).  A credit card processing fee applies. 

DO NOT collect money raised on behalf of a student organization in a personal bank account or personal app payment service (Venmo, Paypal, etc). 

DO NOT create a new bank account or app payment account on behalf of your student group. This is still considered a personal account and is not authorized for this purpose.  

After cash funds have been returned to Law Business Services and/or credit card and app payments are reconciled, the net amount raised will be added to your student organizations tab on shared budget spreadsheet tracker.

Donations Made to Law Student Organizations 

Donations that are eligible for a tax benefit cannot be collected by a student organization member.  Donations must  be processed through the Law Development Office (either paper check or via online payment). Please contact Darcie Esch (lawgive@lclark.edu) for more information about donations to students organizations including guidelines for student organization fundraising.  

Budgeting

Law Business Services tracks each student organization budget during the fiscal year (June 1 - May 31). Contact lawbussvcs@lclark.edu to obtain current balance for your student organization. Balance information is also available through your group treasurer who has access to the budget tracking spreadsheet. Both the law school spending allocation assigned to your student organization and any raised/donated funds must be spent by the end of the current fiscal year (May 31st).  Neither spending allocations or donations can be rolled over to the next year.

Event Planning for Law Student Organizations

Student group-sponsored events that require room reservation, space rental, catering, or other contractor-based services must be arranged through the Law Events Office.

DO NOT sign a contract with a service company on behalf of your student organization. Only an LC employee should enter into a contract for services. 

DO NOT pay a service company, independent contractor, or honoraria out of your pocket. Lewis & Clark will not be able to reimburse you. All payments for services must be paid directly from Lewis & Clark. If you have questions about what types of payments are considered services, please contact Law Business Services. 

For more detailed information and policies governing law student organizations, please visit the SBA Student Organizations page.