ReimbursementsTo download an Request for Reimbursement form, please visit the Accounts Payable Forms page.
Reimbursements are payments for business related expenses that have been purchased using personal funds or recognized costs such as per diem or mileage. These expenses typically include travel related costs, teaching supplies, books, memberships, subscriptions, business meals and office supplies. Only original itemized receipts, demonstrating proof (method) of payment are acceptable for reimbursement.
Documentation for reimbursement;(Should this be here? To be discussed with Laurie)
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Documentation is required for every expense made on behalf of SPU. Examples include receipts and invoices. These documents support accounting and reconciliation best practice.
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A receipt is a written acknowledgment of having received, or taken into one's possession, a specified amount of money, goods, etc. A receipt is not a confirmation notice or quote.
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Receipts should be itemized to show exactly what was purchased. For example, if a meal is being reimbursed, include the itemized receipt showing the food and beverages being purchased at that meal.
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If the purchase is food related, include a list of attendee names. This list will demonstrate adherence to the per diem limit.
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Request for Reimbursement
Individual purchases goods, pays with personal funds and obtains a sales receipt.
Individual completes an Expense Reimbursement Form.
This form, and copies of associated receipts, should be submitted to Finance, via Jira. Your Department supervisor, with appropriate Purchasing Authority, should approve the reimbursement in Jira.