Personal Reimbursement
Follow these instructions and guidelines to ensure your personal reimbursement is processed and approved by Accounts Payable.
WHAT IS A PERSONAL REIMBURSEMENT
A personal reimbursement occurs when an employee or student uses personal funds to make a University-related purchase. Note that personal reimbursements do not include food-related expenses. Common reimbursable expenses include:
- Memberships: Only one-year memberships are allowed.
- Supplies: These must be shipped to a University address. For any unused supplies, provide a comment indicating where the supplies are stored on campus.
- Prepaid Travel Expenses: These include airfare and conference registration fees. An approved travel authorization must be obtained before making any purchases.
- New Faculty Moving Allowance
- Cloud Services/Research Services/Communication Services: Examples include OpenAI, Discord, VPN, Slack, etc.
- Tangible gifts
FUNDING SOURCE
Most items with a valid business justification are eligible for reimbursement. The appropriate funding source will be determined based on the specific items you are purchasing.
REQUIRED DOCUMENTATION FOR REIMBURSEMENT
All documentation must clearly demonstrate that the primary purpose of the expenditure is for the benefit of the University and not for the direct benefit of any employee.
| Expense | Attachments Required to Support Claim |
| Memberships | Provide a paid itemized receipt and the dates the membership is valid. Ensure all fields on the “Request a Reimbursement” form are completed to meet the documentation requirements. |
| Student Organization | Submit a paid itemized receipt and any relevant information about the student event or program. This can include, but is not limited to, a flyer, Facebook post, Twitter post, etc. Complete all fields on the “Request a Reimbursement” form. |
| Prepaid Travel Expenses | An approved travel authorization or AP104 is required before the reimbursement request can be processed. Please refer to “Common Travel Expenses” for specific documentation requirements. Complete all fields on the “Request a Reimbursement” form. |
| New Faculty Moving Allowance | Complete all fields on the “Request a Reimbursement” form. Receipts are not required unless otherwise instructed. |
| Cloud Services/Research Services/Communication Services | Provide an itemized receipt. Complete all fields on the “Request a Reimbursement” form. |
| Tangible Gifts | Please review the Gift/Research Incentive tile for required documentation for non-cash gifts |
Need Help Completing the Personal Reimbursement Request Form?
If you need assistance filling out the Personal Reimbursement Request form, click the link below for a step-by-step guide that will help you complete each section accurately.