Reminder: Student Reimbursements – New Process Launches October 15!
We are excited to announce that an updated, simplified process for student reimbursements in Emburse is scheduled to go live on Thursday, October 15.
To help you get familiar with the new functionality and layout, we have published updated step-by-step guides.
- Get the Guides: Bookmark the VCU Procurement Website and check the Non-Employee/ Student Travel & Expenses page. There will also be a link to this page directly on the Emburse Home Screen.
- Join Office Hours: We will host a special edition of Procurement Office Hours on Tuesday, October 20 at 12 noon – Register here – specifically to answer your questions about this new process.
Thanks to extensive backend configuration and testing, we’ve created a smooth transition with only a few minor—and very positive—adjustments to your user experience.
The Big Improvement: No More Onboarding!
The most significant change is that onboarding through Realsource is no longer required for student reimbursements! We have integrated a daily student data feed directly into Emburse, making payee selection faster and far more efficient.
How things are changing:
- Old Way: Log into Realsource → Wait for onboarding → Manually enter student details → Submit in Emburse.
- New Way: Go straight to Emburse → Select Student → Submit.
How it Works: Moving forward, submitting a reimbursement for a student is as simple as:
- Select the Payee Type: Choose “Payee Type – STUDENT” on the expense report.
- Select the Student: Pick the student from the new live dropdown list. Their V number, full name, and payment option (either their mailing address or “Pays by ACH”) will populate automatically. Submit as Usual: Complete the rest of the expense report just like you always have—the remainder of the submission process is completely unchanged!
Helpful on-screen instructions will be available if an address ever needs updating to help reduce the number of lost checks.
*Please note: this new process affects Expense Reimbursements only. The travel booking process through CTP remains unchanged.
Categories Uncategorized