Research and Sponsored Projects Manual (RSP)

Effective: 4/1/1983

Revised: 3/1/2005

RSP 506–01: Expense Documentation for Sponsored Projects

Purpose

To allow for reimbursement of out-of-pocket expenses related to sponsored projects

Sources

Office for Research and Sponsored Projects Administration

Financial Services

Policy

Out-of-pocket expenses to be charged to a sponsored project must be supported by itemized receipts when submitted for reimbursement. The only acceptable documentation is a cash register tape or sales receipt from an outside vendor indicating the date, vendor, items purchased, and amounts. Unitemized charge card sales slips (such as MasterCard, VISA, or Diners Club) are not acceptable documentation; expenditures based on or supported with unitemized charge card slips cannot be reimbursed.

Procedures

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Operating Expenses

For reimbursement of out-of-pocket operating expenses, submit the itemized receipts with a Request for Check form (PV) to Accounts Payable.

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Travel Expenses

For reimbursement of out-of-pocket expenses while in travel status, submit the itemized receipts, along with the Travel Claim, to Travel Reimbursements.

Cross-References

For complete procedures regarding reimbursement of travel expenses, see the Financial Services Policies and Procedures Manual:

1. FIN 504, “In-State Travel”
2. FIN 505–02, “Out-of-State Travel Reimbursement”

   and

3. FIN 511, “Receipts and Itemization.”

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