Guidelines for expense 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:
- 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.)
Mileage Reimbursements
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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.
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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.
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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.