Definition of a reimbursement

Reimbursements are payments for business related expenses that have been purchased using personal funds. These expenses typically include teaching supplies, books, memberships, subscriptions, business meals and office supplies. 

Procedures to submit a reimbursement

To submit a reimbursement, an employee should complete the Reimbursement Requisition form. 

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, cost center, and account) and handling instructions.
  • Reason for reimbursement requisition: 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 or the names of the people receiving gift cards.
  • Supporting documentation: All reimbursement requests must have required documentation to support the expenditure as an allowable business expense. 
  • Purchase order number: A purchase order is required for orders of goods and services over $500. Include the purchase order number in the comment section of the reimbursement requisition.
  • Authorized Signature: The approver must appear on the Expenditure Authorization list for the budget being charged. Both the printed name and signature must appear on the requisition form.

After completing the form, the employee requesting reimbursement should staple the itemized receipts, bills and other relevant documentation to the back of the Reimbursement Requisition Form. Paper clips are not a secure way to bind paperwork as they tend to come loose in the mail. If there are several receipts, it is recommended to put them in an envelope and staple the envelope to the reimbursement form. For reimbursements with a large quantity of receipts, it is recommended to provide an Excel spreadsheet detailing each expense. This is encouraged as it will expedite the reimbursement process. 

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.