Submit a SOFAC Request
Student organizations are able to use their allocated SOFAC funds in two ways. The first is through direct payment. This is when the organization asks SOFAC to pay for something directly using the organization's allocated funds.
The second way is through reimbursement. This can be done when a purchase has already been made by the organization and you want SOFAC to pay you back using your organization's funds. Complete the following steps to submit a SOFAC request!
Step 1: Determine Which Expense Types You Want to Request
SOFAC cannot cover all expenses. Review our SOFAC Funding Standard to see what expenses can and cannot be covered with SOFAC funds. Also be sure to review the caps for each expense type.
Step 2: Gather All the Necessary Documents
After you have determined which expenses you want to request SOFAC funds for, use the guide below to learn more about what types of expenses can be covered and what you need to submit for each expense type:
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Equipment can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for equipment, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for equipment, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Annual Association/Membership Fees can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for Annual Association/Membership Fees, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for Annual Association/Membership Fees, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Different types of transportation can be covered by SOFAC in different ways. Please refer to the chart below to see which request method can be used for each type of transportation:
Transportation Method SOFAC Request Type Allowed Airline Tickets Direct Payment or Reimbursement Vehicle Rental Direct Payment or Reimbursement Bus Rental Reimbursement Only Train/Bus Reimbursement Only Parking Reimbursement Only Taxi/Shuttle Reimbursement Only Gas (rental vehicles only) Reimbursement Only Mileage (personal vehicles only) Reimbursement Only Direct Payment
If you choose to submit a Direct Payment request for Transportation, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for Transportation, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
- If you are seeking reimbursement for mileage, you must also include a screenshot of Google Maps showing the trip from Carrington Hall to the destination and back to Carrington Hall, if it is for a round trip.
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Lodging can be requested through Reimbursement only.
Reimbursment
If you choose to submit a Reimbursement request for lodging, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method
(cash, credit, debit, etc.)
- For hotels, this must be an itemized receipt from the hotel.
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Speaker fees and honorariums/performers,pageants (contract only) can be requested through Direct Payment or Reimbursement.
For any contracted services, please review the Contract for Services Processes document in the Contracts section.
Direct Payment
If you choose to submit a Direct Payment request for equipment, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- Contract between the organization and the contracted service with the amount agreed to be paid.
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for equipment, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
- Contract between the organization and the contracted service with the amount agreed to be paid.
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Conference Registration Fees can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for Conference Registration Fees, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for Conference Registration Fees, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Club League/Tournament Fees can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for Club League/Tournament Fees, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for Club League/Tournament Fees, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Facility Rental can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for a Facility Rental, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for a Facility Rental, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
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Equipment can be requested through Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for equipment, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- Contract between the organization and the contracted service with the amount agreed to be paid.
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for equipment, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
- Contract between the organization and the contracted service with the amount agreed to be paid.
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Advertising can be requested through Direct Payment or Reimbursement, depending on the type of advertising being requested. Contact SOFAC@MissouriState.edu to determine if your request qualifies for Direct Payment or Reimbursement.
Direct Payment
If you choose to submit a Direct Payment request for Advertising, you must include the following:
- Completed SOFAC Direct Payment Form
- Invoice or screenshot of the checkout cart that shows all the items you wish to have purchased and their price
- If the payment must be done by check, we will also require a completed W-9 form from the individual or organization that we will be paying
- You may be contacted after submitting your SOFAC request to book a meeting with the SOFAC Graduate Assistant to complete the transaction.
Reimbursment
If you choose to submit a Reimbursement request for Advertising, you must include the following:
- Completed SOFAC Reimbursement Request Form
- Itemized receipt that shows all the items being reimbursed and the transaction method (cash, credit, debit, etc.)
- Proof of payment (choose one based on the transaction method used):
- Credit/debit card: bank statement showing name on account and transaction OR
- Credit/debit card: (1) receipt has last four digits of the card and (2) a picture of the card showing name and last four digits
- Check: picture of front of check (can be obtained from Online Banking or Bank)
- Cash: receipt says "cash" and has signature of the party seeking reimbursement
Step 3: Complete the SOFAC Request Form
When you click on the expense type you wish to request SOFAC funds for, you will be presented with a list of all the required documents that you must submit to SOFAC. The first of which is the SOFAC Request Form, which can be found below. Ensure that you include all of the listed items and submit them to SOFAC.
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Use the link below to download the Excel file of the SOFAC Direct Payment Request Form.
This form is used to request for SOFAC to directly pay for expenses before the event takes place. This must be submitted at least 15 business days prior to the event/transaction date.
Use this form when you are requesting for SOFAC to directly pay a service, business, or individual.
For certain online purchases, you will be required to meet in-person with SOFAC to complete the transaction in the Office of Student Engagement. Check with SOFAC about specific expense types to find out if an in-person meeting will be required.
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SOFAC can reimburse individuals, the organization as a whole, or a department. It is important that you know who is being reimbursed as it will determine what documentation must be submitted to SOFAC.
Please keep in mind that SOFAC will only reimburse whoever can prove that they paid.
Use the link below to download the Excel file of the SOFAC Reimbursement Request Form.
This form is used to request for SOFAC to reimburse expenses for an event after it has taken place. This must be submitted within 20 business days of the event’s end date. SOFAC will only process reimbursement requests after the event has passed.
Be sure to attach the Reimbursement Checklist for each party seeking Reimbursement. The Checklist is a requirement that will result in the denial of paperwork if ignored.
Need more time?
If you are unable to gather all the necessary documents within 20 working university days of the event's end date, please use the form below to submit a Request for an Extension. Be sure to submit this form before the 20 day deadline has passed. SOFAC will not accept Extention Request forms that are submitted after the deadline.
Step 4: Submit The SOFAC Request
You can submit all of your documents to SOFAC in one of two ways:
- Submit hard copies to the Office of Student Engagement (PSU 127)
- Submit electronic copies to the SOFAC email at SOFAC@MissouriState.edu
- ELECTRONIC FORMS MUST STILL BE SIGNED AND DATED! E-signatures are accepted.
Frequently Asked Questions
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Student organizations must submit requests to SOFAC to utilize the funds they were awarded for the fiscal year. They can submit a direct payment request or a reimbursement request. Navigate to the corresponding tabs above to learn more about each type of request!
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SOFAC award letters are posted to each organization's BearLink page under the Documents tab. Award letters are only posted to organization pages that received SOFAC funding. Award letters are only visible to members listed as officers of the organization.
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It is important to know what type of event your organization is requesting funding for as it will determine what you need to submit to SOFAC. A trip is classified as an event that is overnight and/or over 60 miles from campus. If your organization is requesting funds for a trip, you will need to make sure you complete the following steps:
- Register the event on BearLink using the Event Registration Form
- Have all attendees submit a Trip and Activity Release Form through BearLink
SOFAC will not process trip expenses for unregistered events.
Aside from registering the event, you will need to make sure you follow all of the steps listed above as well to ensure you receive the most funding possible.
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No! SOFAC no longer requires Travel Expense Reports.
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You can submit your paperwork in person to the Office of Student Engagement (PSU 127) or via email to SOFAC@MissouriState.edu. Be mindful of deadlines for each type of request form you are submitting.
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You can reach us by phone or email:
- Phone: (417) 836-7646
- Email: SOFAC@MissouriState.edu
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After you have submitted all the appropriate documentation to SOFAC, a SOFAC representative will review your request and begin processing it. You will receive an email from SOFAC once your request has been processed with information regarding the request and how much money your organization has left in SOFAC funds. If we have any issues processing your request, a SOFAC representative will reach out to your organization's president, treasurer, and/or advisor to address the concern.
Please be patient as some requests can take up to 3 weeks to process. However, feel free to reach out to SOFAC with any questions you may have!