Reimbursement Rules

From Department of Atmospheric and Oceanic Sciences

In order to be reimbursed for official University business expenses, you must provide the following:

1. Original itemized vendor receipt – must include the following information

· Vendor identification

· Date the purchase was made

· Description of each item purchased and

· Quantity and total cost of each item purchased

2. Original proof of payment – can be in the following form

· Original vendor receipt showing items were paid for

· Original vendor receipt/invoice showing note that “Paid in full-cash” and vendor’s signature

· Original credit card slip or copy of credit card summary statement

· Copy of cancelled personal check to vendor

If there is a chance that the expenditure will exceed $100, prior approval/arrangements need to be made to ensure that the necessary paperwork is completed before the event takes place.

You must inform the vendor that the transaction/function is for University business and should be tax exempt. Please obtain a copy of the Certificate of Exemption, from a staff member, if requested by the vendor or if you think you might need it in order to have the tax removed from the receipt/invoice.

When using University funds, all of the following seven tests of propriety must be met in order for the expenditures to be considered appropriate:

1. The expenditures are in the best interests of the University and for official University business only.

2. The expenditures comply with all existing federal, state, and University laws, rules, and policies.

3. The expenditures do not appear to, nor do they actually, provide any personal benefit to any employee without there being a valid business benefit to the University.

4. The expenditures are within approved budgets as determined by the appointed Fund/Unit Manager.

5. The expenditures are necessary to the accomplishment of University business, meaning that, without the expenditures, programmatic objectives would be difficult or otherwise more costly to achieve, or that the impact, level or quality of the achievement of these objectives would be reduced.

6. The expenditures are reasonable, meaning the quality and quantity of the goods or services were sufficient to meet, but not exceed, the identified need.

7. The appropriate level of management has approved the expenditures.