EMPLOYEE REIMBURSEMENTS

The employee reimbursement form is used when requesting reimbursement for expenses incurred while on university business. You may use the employee reimbursement form for all expenses except those related to out of town travel. These are just a few types of expenses typically found on an employee reimbursement form:

• Business Related Meals
• Cab fares
• Mileage
• Parking
• In-state conference registration

Whenever requesting reimbursement for meal expenses please include the name of all those in attendance and the business purpose of the expense. Cab fares, mileage and parking are reimbursable while on university business only; the university will not reimburse employees for cab fares, mileage or parking while coming or going to and from work. If you are unsure if an expense in reimbursable please contact Accounts Payable.

DePaul University reimburses transportation expenses by following the IRS guidelines regarding mileage reimbursements. The IRS adjusts the rate periodically, please watch our site for updates.

The current rate is $ 0.55

DePaul University reimburses for mileage not for fuel expense. Please use Google Maps, Mapquest, Yahoo Maps or some type of mapping software to determine mileage due.

When renting a vehicle, DePaul will pay the cost of the rental costs and any related fuel costs, but not mileage.

In general, DePaul encourages all expenses to be paid via a university ProCard or through Accounts Payable. However, when necessary an employee may purchase items and receive reimbursement.To process payment, the following information is required:

• Employee name
• EMPLID
• Home address or mailing address (non-DePaul address)
• Department name and extension
• Chartfield combination
• A brief description of the expense and the amount
• Original receipts

All checks are mailed through U.S. mail to the recipient's home address. Original receipts are required for all reimbursments.

An employee reimbursement form must be approved by the following:

• The budget manager of the chartfield referenced on the form and
• The employee's director, dean, vice president or executive vice president (or an employee proxy delegated by the dean or vice president as an approving official)

Payment for SERVICES is not allowed and is not a reimbursable expense, see Professional Services. Vendors need to be processed by DePaul Accounts Payable directly.

It is never the university's intention for the employee to use their own funds for purchases related for university business.

Purchases of a high dollar amount are strongly discouraged. Please contact Procurement Services for their assistance for purchases of a higher dollar amount. Many times the item can be obtained at a similar or lower cost. Some purchases made by DePaul University can qualify as a Tax-Exempt purchase, purchases made by individuals are not Tax-Exempt.