These basic procedures streamline and simplify the reimbursement process – but they are not exhaustive. When in doubt, please contact the Old Engineering Business Center before spending unit or personal funds to ensure full reimbursement.
- Reimbursements should be reasonable and have a clear and obvious business purpose.
- Original itemized receipts or invoices are required, except where per diem is allowed. Credit card statements are not allowed as proof of payment by the IRS or the university.
- Event fliers or brochures may be submitted as evidence of business purpose.
- Alcohol may never be reimbursed with university funds.
- Reimbursements for food for meetings require:
- original itemized receipts.
- a statement of the business purpose.
- a list of attendees.
- Reimbursement documents are due no more than 10 days following the date of the receipts for prompt payment. The business office will make every attempt to process reimbursements within three days of request. The university may take up to an additional 14 days to issue payment. Some transactions may take longer.
- All reimbursement requests paid more than 90 days after the date of the receipts are considered taxable income to the requestor by the IRS.
- The university requires that employees file a travel authorization form before traveling. This form places employees on travel status if necessary for risk management and emergency issues, pre-approves the travel purpose, and allows money to be identified to fund the trip. Failure to file an authorization prior to the trip could result in the denial of reimbursement by the university. Contact the OEBC for more information.
- Conference and registration fees and airfare can be prepaid using the department PCard, saving you and the business office reimbursement time. Please provide the conference flier or brochure, along with the receipt, at time of purchase. Coordinate with the OEBC to make the purchase.
- Hotels must be booked using personal credit cards. The designated conference hotel may the best option, even if it is more expensive than alternatives. Please provide conference brochure showing room rates to ensure full reimbursement by the university. If you decide to book a room at a non-conference hotel, it must be within the lodging per diem rate for the university (rates vary by location). Itinerary and lodging receipt, if applicable, are required.
- Travelers who spend the night in a commercial establishment are eligible for meal reimbursement. (Confirm with your faculty adviser prior to travel.) Please retain and submit itemized original meal receipts. Alcohol is never reimbursable.