FIN 422–02: Student Reimbursements
To permit reimbursements to students for authorized expenditures
Reimbursement of student travel is generally limited to team/group travel. See FIN 501, “ASU Travel Policy,” for more information.
Students may, with departmental authorization, procure goods or services directly from a vendor and request reimbursement from ASU if:
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.
Follow the procedures in FIN 501, “ASU Travel Policy.”
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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