International Payments

Student organizations may make purchases outside the United States or in foreign currencies. These transactions can be reimbursed through GrantEd, provided that proper documentation is included to verify the U.S. dollar (USD) equivalent of the expense. To read more see: https://sse.frontkb.com/en/articles/2852161

When submitting a reimbursement for an international purchase, you must include:

• The original itemized receipt(s)

• Proof of payment showing the actual USD amount charged, such as a bank or credit card statement that includes:

  • The transaction date

  • The foreign currency amount

  • The USD amount charged

  • Any foreign transaction or conversion fees

This documentation ensures that the reimbursement accurately reflects the amount paid in U.S. dollars.

If the purchase was made in cash, or if a bank or credit card statement cannot be provided, the reimbursement amount will be calculated using the official exchange rate on the date of purchase.

To verify this rate, please include a screenshot or record of the exchange rate for that specific day (from a reputable source such as OANDA or xe.com).
If the exact date cannot be determined, the monthly average exchange rate for the month of purchase will be used.

Please note that ASSU/SSE reimbursement checks can only be issued in U.S. dollars (USD).

All reimbursements will reflect the equivalent USD value of the foreign purchase, including any applicable conversion fees.

Requests that do not include the required documentation or exchange rate verification may be returned to the Financial Officer (FO) for correction or denied for reimbursement.

To avoid delays or complications, make sure all receipts, payment proofs, and exchange rate information are clearly provided when the request is submitted.