To request a club reimbursement, a payment for services*, or an advance of club funds please follow the directions below.
- Fill out Club Payment Request Form.
- Send Club Payment Request form to firstname.lastname@example.org with scanned copies of receipts in the same PDF file.
- You will receive an email confirmation once your request has been approved.
- Complete Bursar Refund Request and email it to email@example.com. For Bursar Quick Pay Instructions, please visit bursar.caltech.edu/refunds.
*Please note that payment for services (e.g., instructors, on-site vendors, etc.) require a W9 form be filed with the Procurement office prior to services being rendered.
Complete the Bursar's Club Account Form and submit it to the Bursar's Office at firstname.lastname@example.org to update your club officer information if it should change during the academic year.
Please notify email@example.com of the changes as well so any club related notifications can be sent to the current club officers.
All clubs must submit a Club Members Roster annually in order to maintain recognition. Please submit a completed members roster by November 30 (every calendar year) to firstname.lastname@example.org.
All service providers must be listed in the Caltech payment system by having completed a W-9 form prior to the club requesting payment for their services.
Students are not able to place an AiM request with Facilities with a club or house account number. To request a PTA from the Student Activities and Programs Office, Please fill out a PTA Transfer Club Request (Sections 1, 3, and 4) and email it to email@example.com.
Once the form is received, you will receive a response with a PTA to use for your AiM request and make sure to forward the AiM final invoice after your event. The Bursar will transfer the cost on the work order from your club account back to the PTA provided.