The University of Chicago

.Step 1: Submit Proposal

Email the PSD-SC board with the following information:

• Event date, time, and location
• Price per ticket, including all fees (We are tax exempt –  please let the venues know to remove any and all taxes. Please look for student/group discounts whenever possible)
• Proposed number of tickets*
• Any additional costs (buses, etc.)

Step 2: Host Sale

Send an email to the PSD-SC Secretary with a draft email for advertising the event at least 5 days prior to the ticket sale date. Please see the example here. The event advertisement should contain the following information:

• Event date, time, place, subsidized cost of tickets, # of tickets being sold
• What type of sale you would prefer (see right)
• When/where you would like the sale to take place

To help facilitate transportation and encourage socialization, hosts are encouraged to create a group chat/event page for their event with all the attendees.

Step 3: Deposit and Reimbursement

Reimbursement requests and deposits must be made no later than 2 weeks after the event. Reimbursements will only be processed following an approved deposit with Maroon Financial. Total amount to be deposited should be the total $ made from the ticket sale. 

• Submit a reimbursement form (funding organization is PSD Social Committee)
• Fill out the ROMR template and print 2 copies (one for your own records).
  • Keep dept # (431), dept name (PSD-DOS), and FAS Account (9-52314-3000) the same. The fields to fill out are date, preparer, email, phone, description, and amount.
  • See an example of the filled form here. Please email the PSD-SC Treasurer and CC Sarah Lippert for any questions with this.

• For Cash: Bring cash to Maroon Financial Credit Union (5525 S Ellis Ave C, Chicago, IL 60637) and request to have it converted to a cashier’s check made payable to the University of Chicago. There is no fee for this service. A completed Currency Transaction Form is required. The form is available at https://bit.ly/3HT4Yds.
  After obtaining the cashier’s check, take the ROMR form to the Central AR office for processing.

  For Checks: Bring the check and ROMR form to Central Accounts Receivable Office (6054 S. Drexel Ave., Suite 301, Chicago, IL 60637). Central AR will deposit the
  checks and provide a receipt via email to the address(es) listed on the ROMR.
  • To expedite check receipt going forward, the Central AR mailing address should be listed as the remit to address on your invoices.

  Please email the PSD-SC Treasurer, and CC Sarah Lippert the ROMR form and the deposit receipt once you have successfully made the deposit (Maroon Financial does not give you a physical receipt by default so please ask for one).

• Once the Treasurer approves the reimbursement, it will be distributed in the next pay cycle through Workday.