Reimbursement of Expenses

 

General Information

When to Expect Payment

  • IB staff will contact you within one week if further information is needed. If you do not hear from the staff, assume your request has been processed.
  • If you do not have your reimbursement within one month, and have not received recent update on its status, please contact Michael Schneider.

Social Security Number & Reimbursements

  • If the University has reimbursed you in the past, do not fill in your SSN. This will reduce the chance of your SSN being used inappropriately.

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Supplies & Expenses

Procedures

  1. Complete and sign a reimbursement request form [PDF] [Microsoft Excel]; hard copies are available in 3040 VLSB.
  2. Submit the signed form with original receipts to the IB administrative office in 3040 VLSB.

Policies & Tips

  • reimbursement of expenses is appropriate for small dollar amounts
  • larger purchases should be made through the department purchasing staff
  • for total purchases of $2,500 or more, you must use the University's purchasing system

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Entertainment

Procedures

Reimbursement for food (except for that associated with research, lab animals, etc)

  1. Complete and sign a reimbursement request form [PDF] [Microsoft Excel]; hard copies are available in 3040 VLSB.
  2. Information on the event (a flyer or event description)
  3. List of attendees; if the event is very large, a list of invitees or information on who was invited
  4. Submit the signed form, receipts, event description, and list of attendees to the IB administrative office in 3040 VLSB.

Policies & Tips

  • per-person limits exist for different types of meals: (please check Travel & Entertainment's website for the most recent allowances)
    • Breakfast: $26
    • Lunch: $38
    • Dinner: $64
    • Light refreshment: $17
  • exceptions to the per-person limits can be requested but must be done in advance and well-justified
  • exceptions to these limits require approval from the Department Chair and the Dean

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Travel

Procedures

  1. Within 20 days of returning from your travel, complete and sign the IB travel reimbursement form [PDF] [Microsoft Excel]; hard copies are available in 3040 VLSB.
  2. Submit the signed form with original receipts to the IB administrative office in 3040 VLSB.

Policies & Tips

  • E-tickets may be submitted as a receipt and should include the following basic information:
    • Name of traveler
    • Itinerary - including date and departure time (foreign travel also needs arrival time)
    • Total Cost of the ticket including airport taxes, and surcharges
    • Ticket Number
    • Payment Method: show either credit card information (charged XXXXXXXX4736) or a statement that the credit card is on file and has been charged. 
  • Show that you paid:  Make sure your receipts, especially for lodging, show not only the amount of the charge, but that you were the one who paid for it. A detailed itemized invoice is required for hotels and rental cars.
  • Document unusual circumstances: If there is something unusual about your trip or your documentation, give a brief description of the circumstances and/or explanation.
  • See the travel arrangements policy & tips page for more information.

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Last updated 1/8/07