REIMBURSEMENT DOCUMENTATION REQUIREMENTS
 

1. Must be a valid reimbursable University expense.
2. Must meet two components for reimbursement.
   1. Proof of the items that were purchased.  This is the itemized receipt detailing the items purchased.
   2. Proof that the person seeking reimbursement has incurred the expense (paid for the expense). One of the following can be used to provide proof:
      1. Copy of "in store" credit card receipt signed by individual seeking reimbursement.  This should accompany the itemized receipt.
      2. Copy of cancelled check indicating that the check has been processed by the bank. (Front and/or back copy, copy of check from bank statement, encoded, etc.) This should accompany the itemized receipt.
         1. In absence of these documentation requirements, a copy of credit card statement or bank account statement showing the incurred expense may be submitted.   Account number or other transactions on the statement can be redacted but the individual’s name should be on statement.
      3. If the requirements above cannot be met then a FORM 3 must accompany the reimbursement request.  Cash purchases must be documented with a signed FORM 3.  FORM 3’s must be accompanied by itemized receipts.
   3. Reimbursements using 290 or 430 funds which exceed $100 per reimbursement request must include a written statement of justification for the indirect purchase (i.e., personal purchase versus processing an invoice for direct payment to the vendor) as support documentation for the reimbursement.

 

Note:  All reimbursements must be approved by someone of higher institutional authority to authorize the reimbursement.