Fitness membership reimbursement FAQ

You asked questions about the student gym membership program and we answered!

Who can participate?

• Currently enrolled SMHS students rotating outside Grand Forks as part of their curriculum for 28 consecutive days or more.
• If the student is a parent and/or spouse, reimbursement for a family membership will be prorated based on the number of family members included, unless the student provides an itemized receipt showing individual membership costs.

What fitness programs are covered?

• Gym or fitness center memberships or classes.
• Yoga, aerobics, tai chi, swimming/water classes, or one-on-one personal training.
• Subscriptions for workout apps or online exercise programs.

Location Restrictions: (only applies to gyms/fitness centers, not online programs)

• The program address must be in the city or rotation location, outside Grand Forks.
• Memberships at Grand Forks gyms during rotations elsewhere are not eligible.

How much will I be reimbursed?

• You will be reimbursed up to a maximum of $40 per month.
• Reimbursement cannot exceed the actual cost shown on your receipt.
• Any remaining unpaid portion on a receipt will not be reimbursed in the following month.

Reimbursement Timing

• Reimbursement is for the period you spend outside Grand Forks.
• You can be reimbursed for past or currently paid services within the current fiscal year, but not advance payments.

Submitting Requests

• Department/programs may set specific details for the timing of submitting reimbursement requests (i.e., on a per semester basis, etc.).

Revised January 2025

• If the Department/program doesn’t set a specific timeline for submitting requests, we recommend submitting a reimbursement request for a minimum of 3 months of expenses, with a maximum of 12 months, within the current fiscal year.

What documents can I submit as proof of payment and activity?

• A copy of your receipt, credit card statement, gym/program document, or a combination showing proof of payment and program details.

Receipt requirements: The document or receipt must clearly show–

• Student name as a gym member (or subscriber) and payor.
• Gym/program name and address.
• Amount paid.
• Invoice period.