Definition of a reimbursement

Reimbursements are payments for business related expenses that have been purchased using personal funds. Reimbursements are for out of pocket expenses, SU does not cash out gift cards 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.

Procedures to submit a reimbursement

To submit a reimbursement, an employee should complete the Reimbursement Request form on ProcureSU. 

This form has the following requirements:

  • General information: All information fields must be completed such as the SU ID number of the person who is being reimbursed, legal name, address (if not direct deposited), amount due, the accounting distribution (fund, activity, and account).
  • Business Reason for reimbursement: This section requires a statement regarding why the expense is an allowable business expense. This section may also be used to provide a list of attendees to an event.
  • Supporting documentation: All reimbursement requests must have required documentation to support the expenditure as an allowable business expense. 

Submitting an incomplete request will cause the reimbursement to be delayed while Accounts Payable contacts the responsible person. Reimbursement expenses must be submitted to the Controller’s Office within 60 days of incurring the expense. If turned in after 60 days, the University reserves the right to not reimburse the expense. The exception to the 60 day rule is when an expense occurs between May 15th and June 30th. In this situation, the reimbursement must be submitted before July 15th.This policy allows the University to recognize the expense in the appropriate fiscal year in accordance with generally accepted accounting principles.

Procedures to support a reimbursement without receipt

If an itemized receipt or packing slip is lost or destroyed, then a proof of payment and an Affidavit of Lost Receipt are required for reimbursement. An example of proof of payment is a non-itemized receipt, credit card statement, or copy of a cashed check. An affidavit of lost receipt is used in lieu of an itemized receipt and states the purchases are in accordance with University policy. The affidavit must be approved by an authorized user. If a person has submitted five affidavits during a fiscal year, their Area Vice President or Dean will be required to approve all subsequent affidavits during that fiscal year.