|Note:||At the request of the provost, a vice provost, or a vice president, this policy has been posted in the interim between scheduled posting dates by University Policy Manuals Group because it has significant and urgent importance for the university community. This policy will be included in the publication process by the next feasible posting for online policies and procedures.|
PUR 304–03: Reimbursements
To reduce paperwork and to facilitate the purchase of low-value items
Supplies may be purchased from departmental petty cash funds in accordance with directives established in Financial Services. Departments making purchases from petty cash funds must follow university procedures (see the Financial Services Policies and Procedures Manual—FIN 403, “Petty Cash Funds for State and Local Accounts”).
Faculty and staff may procure goods or services directly from a supplier and request reimbursement if adequate documentation of the purchase is provided, i.e., the original supplier receipt. Purchases prohibited in FIN 401–03, “Prohibited Transactions,” cannot be processed as employee reimbursements. Additionally, payments that constitute compensation for services rendered should not be paid for by faculty or staff directly. Compensation includes, but may not be limited to, payments for services performed by employees or independent contractors/consultants, payments for student support, and payment of expenses incurred by an employee or independent contractor/consultant.
All requests for reimbursement will be made on a Request for Check (PV). Purchase requests (RXs) will not be accepted for individual reimbursements. The Request for Check (PV) will be accompanied by an original receipt marked “paid.” Packing slips or cash register tapes that do not clearly itemize or identify the items purchased are not sufficient. In the event that the original receipt is not available, the individual seeking reimbursement must assemble a preponderance of documentary evidence to support the reimbursement. This evidence could include, but is not limited to, correspondence with the supplier, packing slips, and statements from co-workers that document reception of the item(s).
For reimbursements of $1,000 or less, submit a PV document to Payables and Reimbursements with proper supporting receipts and documentation. For reimbursements that exceed $1,000, the requestor should submit the PV and supporting receipts to the following:
for approval.Requests for reimbursement that lack proper approvals will be returned to the requesting department.
The preferred object code to use for employee/student reimbursements, regardless of the transaction type, is 7390 41 since no Federal Form 1099s are produced for any transactions using this object/sub-object. There are two exceptions to the use of 7390 41:
For further information on petty cash funds and reimbursements, see the Financial Services Policies and Procedures Manual: