There are regulatory and business reasons concerning Seattle University (the university) disbursements that require policies and procedures. The purpose of this information is to provide guidelines and processes for all university employees to conduct business operations regarding items such as vendor payments, employee reimbursements and various Accounts Payable related services.
The Accounts Payable Policy and Procedures can be found here:
Accounts Payable Policy and Procedures
The Internal Revenue Service (IRS) has established strict rules governing business and entertainment expenses. The university will reimburse employees for legitimate, reasonable, and appropriate business and entertainment expenses in accordance with the IRS requirements and the procedures set forth in this policy.
Generally Acceptable Accounting Principles (GAAP) are a framework of guidelines and standards for accounting for financial transactions. Our policies and procedures must adhere to these guidelines for all university purchasing.
The university recognizes the necessity and role of reasonable and appropriate expenses incurred for business, business meals, business meetings and business-related travel, to conduct university operations. The university believes and expects that faculty and staff will exercise prudence and good judgment when incurring expenses on the university’s behalf for these business activities. Divisions within the university may have additional policies so long as they do not conflict with the policies within. It is understood that all tangible purchases made on the university’s behalf become property of the university.
ProcureSU has been established as the university’s purchasing hub with a broad variety of catalogs and vendors. This platform should be the first tool considered for purchasing on the university’s behalf.
Reimbursements are payments for business related expenses that have been purchased using personal funds or recognized costs such as per diem or mileage. Seattle University will not cash out gift cards, airline mileage; wallets; or rewards points used for payment. These expenses typically include teaching supplies, books, memberships, subscriptions, business meals and office supplies. Only original itemized receipts, demonstrating proof (method) of payment are acceptable for reimbursement. If you do not have a ProCard you may request up to two out-of-pocket reimbursements per fiscal year.
Purchasing using grant funds must also be in compliance with federal regulations as well as the grant agreement policies which are not considered within this document. The stricter policy will apply.
This policy and procedures manual is under the responsibility and authority of the Vice President of Finance and Business Affairs who must approve any significant changes or revisions. Any questions, revisions, errors, or changes may be directed to the Controller’s Office.