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General Requirements

No expense reimbursements will be processed without proper approval and proper supporting documentation. All employee information at the top of the form must be completed to ensure proper payment. Individuals must sign their own names stating that the charges were incurred for university business and that they will not be reimbursed by any other agency. If a traveler's signature is unobtainable, an expense report will be processed with only the approval signature, provided that an adequate explanation of the circumstances is attached to the report. If the expense report is not completed properly, the report will be returned to the traveler or to the approving party for correction.

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Documentation Requirements

Travelers must submit an Expense Report and Reconciliation of Advance Form [PDF] with original receipts within a timely fashion. The IRS states that receipts must contain proof of payment, detail of items purchased, and vendor name. Hand written receipts should always have a confirming register tape (or credit card receipt) with vendor logo on the face.

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Per Diem

The university will pay a per diem rate of $30 per day to cover the cost of meals and incidental expenses (taxis, meals, or gratuities). If a traveling employee's meal expenses exceed $30 in a given day, receipts are required. Guidelines for meals are $10 for breakfast, $15 for lunch, and $25 for dinner. An employee may only elect to receive the per diem rate for days traveled or to be reimbursed for specific charges. Under no circumstances may an employee elect to be reimbursed using both the per diem and receipt method on the same expense reports.

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Time Limitations on Submission

Effective July 1, 2004 employees should submit their request for reimbursements within 3 months of the date that the expense was incurred. Employee expenses older than 3 months may be returned to the appropriate department head without being processed. In no case prior to July 1, 2004 will expenses over 18 months be honored.

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Non-employee Reimbursement

In cases where the university is reimbursing individuals that are not employees, the department should submit a check disbursement with supporting original documentation. A valid social security number, must be provided in order for the individual to be reimbursed.

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