Financial Services Manual (FIN)

Effective: 6/1/1987

Revised: 3/1/2008

FIN 422–02: Student Reimbursements

Purpose

To permit reimbursements to students for authorized expenditures

Source

University policy

Policy

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Travel Expenses

Reimbursement of student travel is generally limited to team/group travel. See FIN 507, “Non-Athletic Team/Group Travel,” for more information.

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Other Expenses

Students may, with departmental authorization, procure goods or services directly from a vendor and request reimbursement from ASU if:

1. the purchase cost of a transaction is less than $1,000
2. the items do not constitute compensation for services rendered

   and

3. the original vendor’s receipt is provided at the time of requesting the reimbursement. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.

Purchases that do not meet the above criteria must be made by submission of an Off-Campus Purchase Request so that Purchasing and Business Services may issue a Purchase Order. If the purchase qualifies for use of a Departmental Limited Value Purchase Order (PDLVPO), the department must use a PDLVPO instead.

Procedures

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Travel Expenses

Follow the procedures in FIN 507, “Non-Athletic Team/Group Travel.”

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Other Expenses

Submit a Payment Voucher (PV) to Payables and Reimbursements for reimbursement with proper supporting original receipts. Original receipts (itemized when available) are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. The preferred object code to use for student reimbursements for other expenses regardless of the transaction type is 7390 41, since no Federal Form 1099s are produced for any transactions using this object/sub-object. Alternatively, an object/sub-object corresponding with the nature of the particular expense may be used if more detailed accounting is essential, e.g., grant reporting requirements. In the latter case, there is the possibility that a Form 1099 will be issued notwithstanding a preliminary screening done each year by Financial Services to eliminate such reimbursement transactions for Form 1099 reporting.

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