Non-Travel Expense Reimbursements
NOTE: Please see the Travel Expense Reimbursements page for travel-related reimbursements (this section pertains to all other reimbursements).
The business office reimburses faculty and staff for expenses incurred that have a valid university business purpose, and in the case of grant funding, are pertinent to the scope of work written in the grant.
The reimbursement process is initiated by Emily Walsh in room 117, upon receipt of all items being requested for reimbursement. Emily can be reached by phone at 626-5709, or email firstname.lastname@example.org. The business office needs to maintain a separation of duties between the processing and approval of reimbursement requests. Angelica Aros and David Gonzalez are the reimbursement approvers.
Any item requested for reimbursement must reference the method of payment used in the purchase, as accounts payable would disallow the reimbursement otherwise, causing potential further delay. Please inform also of the business purpose/grant relevance in writing, as that is always best to have accompany the document both to accounts payable and for the department’s records.
You will be contacted for your signature when the reimbursement report is completed. Please stop into the business offices, again to room 117, to sign; we will promptly process the electronic version (disbursement voucher) and send to accounts payable. Please allow sufficient time for routing and for the appropriate university parties to approve the reimbursement request.
The following are miscellaneous alerts and reminders that always help!
- Restaurant receipts must be itemized and be accompanied by a list of attendees and the business purpose or agenda for the meal.
- Alcohol is a disallowed expense and if included on your receipt, will be deducted along with prorated tax and gratuity in determining a net reimbursement amount.