Payment Processing

Need help with processing payments or utilizing funding?

This page will serve to connect you to resources for student organizations on how to utilize allocated SAF-B funding or organization funds.

When using funds through either SAF-B or an on-campus accounts, organizations must have approved funding or confirm that their on-campus account has a sufficient balance. Organizations are notified of approved SAF-B funding. If your organization has an on-campus account, you can confirm the balance by contacting orgfunding@depaul.edu.

Payment Processing Methods

There are four main ways to spend funds:

1. Direct Payment with OSI: Sign up with the OSI Coordinator's calend.ly. The appointment should be scheduled at least one week prior to the program to allow proper time for payment and arrival of items. Time slots are based on coordinator availability. If a time is not available, please plan to pursue reimbursement.

2. Reimbursement: Request a reimbursement through the Payment Processing Form.

  • Must be completed within 30 days of purchase.
  • Save fully paid receipts
  • Do not use cash sharing apps such as Venmo, Cash App, etc. Reimbursements cannot be processed if payment is made through these forms.

3. Contracts: Contracts must be completed for (but is not limited to) DJs, speakers, performers, venues, and vendors.

  • Students must NOT sign contracts themselves. This agreement must be completed by the performer/vendor, and then uploaded by the student organization.
  • Contracts should be submitted to Colin Kalmes at orgfunding@depaul.edu or through the Payment Processing Form.
  • Vendor Agreement (i.e. venues, inflatables, catering)- Vendor Agreement
  • Performance Agreement (i.e. D.J., speaker, musician)- Performance Agreement
  • Contract Submission must be complete 21 days prior to event!

4. Invoice/Vendor Payment: Invoices should be uploaded to the Payment Processing Form.

  • Submit the unpaid invoice and any additional documents provided by vendor.
  • DePaul's default payment timeline is Net 30, meaning a vendor will receive payment within 30 days of rendering services (often the event date). Do not promise payment day of the event, especially without consulting OSI. Failure to follow this timeline may result in revoking purchasing and/or funding privileges.
  • We recommend submitting invoices at least 10 days in advance of an event. If it requires a contract, follow the process outlined in listed above in Contracts.

Payments for Catering

Plate 1898 and EzCater have processes that work with funding to make sure you can make payments without the need for a meeting, but we always understand if you'd like to meet to get your bearings on the process.

As a reminder, all catering orders need to be approved before they're sent along. Don't submit orders until you get approved for funding in DeHub and be mindful if you only receive partial funding!

Plate 1898

Watch this tutorial to see step-by-step on how to make payment either with SAF-B or your on-campus account.

EzCater

Orgs can use EzCater to generate a link that allows you to share your catering order with our team. This tutorial will show you how. Links to your orders can be sent to orgfunding@depaul.edu.

Purchasing Meeting

Sometimes a food option isn't available on Plate 1898 or EzCater. Those cases you'll need to either pursue a purchasing meeting or go through reimbursement.

  • Purchasing Flights, Trains, & Buses

    When purchasing through a Calendly meeting, be ready to have all travelers' information. If you do not have the information available, you will be asked to reschedule the meeting.

    Information needed for each traveler:

    • Full Legal Name
    • Date of Birth
    • Gender
    • Email Address
    • Phone Number
    • Student ID #
    • Conference Name, Date, Location, if applicable

  • Hotels, Airbnb, Vrbo, Peerspace, etc.

    Make sure ahead of a purchasing meeting that you've confirmed the lodging you're pursuing is still available. Make sure you confirm your intended check-in and check-out dates. Many lodging sites will require that you have the name of each traveler.

    Many hotels often require that a credit card is presented at time of check-in. While a DePaul credit card can be used to purchase the hotel reservation, we do not provide a physical card to bring with you. Hotels often provide a Credit Card Authorization form that allows you to check in without the DePaul Card present. After you make the reservation, contact the hotel directly and request a credit card authorization, specifying that the card you made the reservation with will not be present at time of check-in. Provide that form over to orgfunding@depaul.edu and we will send it directly back to the hotel within 48 business hours. Please complete this more than 2 weeks in advance of your check-in date.

    You may still be required to provide a card at check-in for a deposit to cover incidentals. The DePaul ProCard will not be used to cover incidentals and/or room purchases.

  • Amazon

    OSI has an Amazon account with free shipping and business preferred pricing. When purchasing through OSI, all items will be ordered to our Lincoln Park office (Suite 201 of the Student Center).

    Items can be ordered through a purchasing meeting or by providing an Amazon wishlist to orgfunding@depaul.edu

    If you are providing an Amazon wishlist, make sure you put the appropriate quantities and you are mindful of delivery timelines. All orders made using DePaul's account need to be approved which can take up to 48 hours. Amazon orders are all manually sorted by our office when they arrive. An item might be delivered on a Tuesday but may not reach our office until Wednesday. Please be mindful of any processing times. Amazon often delays items. If you need an item in a short time-frame, you are welcome to order through your own personal account or purchase it in-person and pursue reimbursement.

    Orders can be picked up from OSI's office, stop by our front desk and notify them that you are picking up an Amazon order for your organization.

  • Instacart

    OSI has an Instacart account with and can order items directly to our office in Suite 201 of the Student Center.

    Instacart orders are preferred to be ordered through a purchasing meeting. It's recommended that you provide links to items and not images to make ordering quick and easy. OSI will work with Instacart drivers to receive items and hold them for up to 24 hours. We will communicate with drivers if they need to change items as needed. Sometimes an item is unavailable, if this happens you can purchase any of the missing items and pursue reimbursement.

    You can pick orders up directly from the OSI front desk in Suite 201 of the Student Center. Notify our front desk staff that you are picking up an Instacart order for your organization and they will provide with the order. Due to limited space, particularly refrigerated space, we will not hold Instacart orders for more than 24 hours.

Issuing Reimbursements

Reimbursements can be submitted to the Office of Student Involvement for expenses that have been awarded through SAF-B and for funds in an organization's on-campus account. To request a reimbursement, please complete the Payment Processing Form. All documents must be completed (original receipts, invoices, etc.) prior to submitting it to Student Involvement. You will be responsible for reading the award letter to know the dates of when receipts/invoices should be given to Student Involvement. If you miss the deadline, you will NOT be reimbursed and you will be responsible for all invoices. In other words, your award letter will be null and void.

Reimbursements and invoices will be paid 30 days from when accounts payable receives the paperwork. Because of the numerous reimbursements and invoices that come in to the Office of Student Involvement, please allow 10 business days for the Business Coordinator to complete the paperwork. All receipts must be original, not copied.

The receipt should show the following:

  • Purchases made from individuals or organizations with External (Off Campus) Bank Accounts are NOT eligible to utilize DePaul’s tax-exempt status.
  • All food purchases (catering or from a store) must have a notation indicating the business purpose and a list of names taking part in the event. The person who makes the purchase will be the person 6 reimbursed. If what is turned in is only a confirmation of the purchase, you will need to show proof of purchase (i.e., canceled check, bank statement, credit card bill, etc.).
  • Vendor
  • Amount
  • Date
  • Items Purchased

Policies & Procedures

Please review the Student Organization Resources, the Code of Student Responsibility, and the Student Centers Policy and Procedure Manual to ensure that your organization is meeting the expectations and policies and procedures for all activities and events both on-campus and off-campus.

Guest Speakers

If your student organization is hosting an event on campus that includes the presence of a guest speaker or a performer, please be sure you are meeting the expectations of the Code of Student Responsibility.

Protection of Minors

DePaul’s Protection of Minor Children requires that all student organization events involving Minors be registered with Compliance & Risk Management.

If you have not already done so, please take immediate action to ensure compliance with this policy requirement by registering programs on the Programs and Events Involving Minor Children website.

If you are uncertain as to whether your organization has a program with Minors that must be registered as required by the policy, please contact minorchildren@depaul.edu.

Tax Exemption

DePaul operates for educational purposes, making some purchases tax-exempt where Illinois (WI, FL, NY) state sales tax is waived. Additionally, DePaul has internal purchasing methods with Amazon & Staples that can waive tax for some items. Registered student organizations can inquire about tax exemption by contacting (orgfunding@depaul.edu) when paying vendors directly via their university account or designated boards like SAF-B or the Cultural Allocation Board. If requested, a letter can be sent directly to the vendor for tax exemption consideration.

  • Purchases made from individuals or organizations with External (Off Campus) Bank Accounts are NOT eligible to utilize DePaul’s tax-exempt status.
  • Tax exemption is at the discretion of the vendor; it is not a guarantee with all purchases.
  • Other than state sales tax, tax exemption does not waive financial responsibility for city, hotel or entertainment (amusement) taxes.

Reallocation Requests

If there is a change in your event or how you wish to use the funds awarded, you must submit a Reallocation Request Form (provided on page 8) 14 days prior to the event/expense.

  • You are only allowed to re-allocate funds to items on your original funding request.
  • You are only allowed to re-allocate funds to items that received only partial funding in your original request. Additionally, you cannot exceed the original amount requested for any line item.
  • You cannot re-allocate unused funds towards a different event.
  • If the program requires a contract, the request form must be submitted 35 days prior to the event, to allow up to 7 days for a decision of your reallocation request, and contract submission 21 days prior to the event.

Currently we are building out a newer form to make this more accessible. For now, please simply notify us in writing of any of the above changes at orgfunding@depaul.edu. We will have a new form created in the coming weeks.