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:

• Staff or candidate lunches
• Cab fares
• Mileage
• Parking
• In-state conference registration
• Dinner engagements

Whenever requesting reimbursement for lunch or dinner 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.

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
• Social security number
• 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. If we have all the right information, the first time, then your check will process quickly. 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)

Purchases of a high dollar amount are strongly discouraged. Rather you should consult with Procurement Services prior to making the purchase. Many times the item can be obtained at a similar or lower cost.