Financial Affairs

EMPLOYEE & UNIVERSITY GUEST

REIMBURSEMENTS

For the policy guidelines related to Employee Reimbursements see the University’s Employee and University Guests Reimbursement policy.

Subject to this policy, the University will reimburse employees and University guests performing services for the benefit of the University for reasonable business expenses incurred while conducting authorized University business. Employees are encouraged to use their University ProCard for expenses in lieu of incurring out-of-pocket expenses.

Preparing, Approving, and Submitting Reimbursement Requests

Request employee or University guest reimbursements using the Employee and Guest Reimbursement Form.  Prior to completing the form, consult the Employee and Guest Reimbursement Form Instructions.  All reimbursement request forms must be completed, approved, and supported with appropriate original documentation according to the Employee and Guest Reimbursement Form Instructions.  To prevent unauthorized changes to approved reimbursement request, the approver should submit all completed and approved requests, along with appropriate original documentation, to the Accounts Payable Department.

Reimbursement Limitations

  1. Due to tax reporting requirements, the University may not be able to reimburse out-of-pocket expenses for services, such as laundry, valet, movie rental, and/or minibar. 
  2. Reimbursements are not intended for high dollar purchases. For high dollar purchases, (eg.electronics, banquets, large group meals) please consult the Purchasing Requirements Policy or contact Procurement Services

Paying Reimbursement
Accounts Payable pays employee and University guest reimbursements either by direct deposit (ACH) or by check. Choosing direct deposit (ACH) results in faster payments as it is not subjected to U.S. postal service delays. To set up direct deposit follow these steps:

Direct Deposit (ACH) set up through Accounts Payable for employee reimbursements are separate from Payroll's direct deposits.

Questions or comments
Please direct any questions or comments about these procedures to the Accounts Payable Department.