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To 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.
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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.
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.
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.
If the purchase is food related, include a list of attendee names. This list will demonstrate adherence to the per diem limit.
Make every attempt to retrieve a receipt from the supplier for the purchase. If a receipt cannot be collected, have supporting documentation available such as a bank statement, confirmation email of purchase, packing slip etc and an itemized list of what was purchased.
Request for Reimbursement
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Individual purchases goods, pays with personal
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funds
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and obtains a sales receipt.
Individual completes
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Individual submits request for reimbursement to supervisor with appropriate Purchasing Authority for approval and signature.
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Request for reimbursement is forwarded to the PD to produce a check to the individual or reclassification of expense advance funds.
Note: While the university allows for this type of reimbursement, it encourages individuals to utilize the other tools available for payment and only use the reimbursement path as a last resort.
Table of Contents
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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.