PRO-U5348.01B Reimbursing Employees

Action By:

University Employee

  1. Ensures purchase can’t be made through the priority purchasing methods (OneCard, Marketplace) as required in the Standards for Purchasing Goods and Services STN-U5348.01C.  
  2. Requests to make purchase from the appropriate Budget Authority prior to making the purchase. 

Budget Authority

  1. Ensures purchase is within budget and complies with: POL-U5348.01  Purchasing Goods and Services Policy STN-U5348.01B  Controlled and Prohibited Purchases  
  2. Authorizes the purchase to be made with employee’s personal funds, only if the purchase cannot be made using a OneCard or through Marketplace. 

University Employee

  1. Makes purchase and ensures an itemized receipt is obtained.  
  2. Completes the Employee Reimbursement Request e-sign form and reviews Section 2 to understand how reimbursement will be paid and received.  
  3. Attaches (scans) receipt(s) to the e-sign form ensuring the scanned copy is legible.
  4. Submits e-form to the appropriate Budget Authority for approval.      
    1. If the Budget Authority is the recipient of the reimbursement, the form must be approved by the another appropriate Budget Authority or the Financial Manager.    
    2. If the Financial Manager is the recipient of the reimbursement, the form must be approved by their Dean, or VP’s, or President’s Office, as appropriate.  

Budget Authority (or alternate, see #8 a. and b.)

  1. Receives e-sign form.  
  2. Ensures employee had appropriate authority to make the purchase.  
  3. Ensures the purchase is not a duplicate request from the employee. If unsure, searches WebForm Finder or Banner form FAIVNDH for previously submitted reimbursements.  
  4. If request is valid and meets compliance requirements, “approves” e-form to:      
    1. Research and Sponsored Programs (RSP) if grant funded (go to step 14), or      
    2. Purchasing Department if not grant funded (go to step 15).     

Research and Sponsored Programs (RSP)

  1. Reviews for grant compliance. If compliant, approves form to Purchasing Department. 

Purchasing Department

  1. Reviews form and receipt to ensure compliance with  purchasing rules.
  2. Verifies appropriate budget authority received in accordance with Step 8.  
  3. Contacts Budget Authority if there are issues. 
  4. Reviews Section 2 of the form to determine if payment to be processed by A/P or SBO.
    1. If selected #1 or #2, route to A/P, and go to step 19.
    2. If selected #3, route to Cashier (SBO), go to step 22.

Accounts Payable (A/P)

  1. Receives Reimbursement Request e-form.
  2. Processes reimbursement as follows:
    1. Via ACH if employee selected # 1 in Section 2 of the form.
    2. Via check if the employee selected #3 in Section 2 of the form.  
  3. Go to step 29. 

Student Business Office (SBO)

  1. Receives Reimbursement Request e-sign form.
  2. Waits for employee to arrive at SBO to obtain cash reimbursement.
  3. Upon arrival of employee, retrieves Reimbursement Request e-form.
  4. Prints form if not already printed.
  5. Obtains employee’s signature on form  
  6. Processes the reimbursement in accordance with internal procedures.
  7. Provides employee with reimbursement amount in cash.

Employee

  1. Receives reimbursement.

Procedure Information

Approved By:

Director of Business Services

Effective Date:

October 1, 2018

Authority:

Related Forms

No forms apply to this procedure.

Procedure Contact

Business Services

Phone: (360) 650-3340

Business Services website