9.1 Expenses

There are multiple ways to pay club expenses: Check, credit card, or campus invoice. Below you can find the options available for clubs to make club purchases. Club Sports are not tax-exempt.

 

Credit Cards

A credit card can be used to pay for items online or over the phone. However, it must be done by submitting an Expenditure Request on DSE.

 

Checks

Checks can take 2-3 weeks to arrive at the destination. If the check is to an individual, the club must submit a W9, their social security number and correct mailing address.

 

If the check is to a business, you must know their FEI Number or EIN (federal employment identification number or employer identification number). To obtain this nine-digit number, you should call the company and ask for the accounting department. If the club is paying a business for the first time, a W-9 is required by University Accounting.

 

Campus Vendor Invoice (CVI)

Any purchases with OSU must be done on a campus vendor invoice. The club must get the department’s name and account number from the Competitive Sports Office.

 

An expenditure request is still required for a CVI.

 

Cash

Clubs may not withdraw cash from their account.

 

Expenditure Request Form

This form must be submitted through DSE. A club officer and advisor must sign off on the form before it is sent for processing. This purchasing option allows Competitive Sports Office to pay for an expenditure using the university credit card. An invoice must be uploaded to DSE before the request is submitted.

 

Reimbursement Request

This form must be submitted through DSE. All reimbursements require an itemized receipt (showing the items bought) to be uploaded to DSE before you will be allowed to submit your request. The receipt must show that the item was paid for. An invoice that states the total does not qualify as an itemized receipt.

 

Possible Expense Challenges & Issues

• Lost Receipt: Request a copy from the business (with name, business, amount, and itemized proof).
• Paying for Service: Submit an invoice with the individual's name, address, phone, service type, and amount (e.g., for referees).
• Name Mismatch: The name on the receipt must match the expenditure form; only that person can be reimbursed.
• Hotel Receipts: Confirmation emails aren’t accepted—must upload itemized receipt showing payment for rooms.