Reimbursements

General reimbursement

• You will need an original hard copy receipt for every item listed on your expense reimbursement form.
• Copies of receipts will not be accepted.  
• Purchases made electronically (via internet) must be substantiated with a hard copy receipt.
• If you are missing a receipt, you will need to submit the Missing Receipt Declaration Form for each missing receipt. 
• If you are unable to provide a receipt, a copy of a cancelled check or bank statement may be provided.  You may block out the account number, but your name must be visible.
• Your supervisor must approve your reimbursement.

Can I be reimbursed for lunch/dinner meeting?

• An employee is required to substantiate the business purpose of the lunch/dinner meeting expense.  To do so, you will need to provide the following:

1. The purpose of the meeting (i.e. content of discussion
2. A list of attendees (names or group association)
3. Itemized receipt
4. Date and location of meeting, if not self-evident

• Account code 2339 should be used for off campus food.  If your lunch/dinner involves solicitation, you should use account code 2351 (entertainment.)

Mileage Reimbursements

• IRS Mileage Rate for travel during 2023

• You may be reimbursed for either 1) mileage driven, at the maximum IRS prevailing rate or 2) your actual gasoline cost, but only for the miles driven.

• Employees use the Expense Reimbursement Form and students use the Check Request Form.  You will need to include a mileage calculation using an online calculator such as MapQuest or other electronic verification of miles driven.

• Account code 2346 (travel) should be used when completing your form.

Student Reimbursements

• The Expense Reimbursement Form should be used for requests for your student worker.
• The Check Request Form should be used for requests for any other student.