Guidelines for expense reimbursements.
- 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:
- The purpose of the meeting (i.e. content of discussion
- A list of attendees (names or group association)
- Itemized receipt
- 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.)
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.