Reimbursements
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 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)
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.
Advances
An Expense Advance Request is used for acquiring University funds for employees traveling or purchasing goods on the University’s behalf prior to departure or purchase. These are used only if the other payment tools do not fit the situation.
Request for Payment
Requests for Payment are completed when a payment is due to an individual, vendor, company, firm, or other organization outside the University that has provided, or will be providing, a product or service to the University. If the payment is for services rendered or goods purchased in the past, the payment will reference the invoice(s) provided to the University from the issuing company. If the payment is for future services or goods, the Request for Payment will refer to applications or other forms associated with the purchase or service provided by the issuing company.
If expenses total $25,000 or more, payments must be made via a Purchase Order.