Reimbursements

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:
  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 2020

  • 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 Reimursement 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