CMP 420 01: Faculty, Staff Reimbursements

Comptroller's Office Policies and Procedures Manual
Effective: 01/01/2000	Revised: 02/16/2010

Faculty and staff are responsible for payment of their own travel expenses; however, the university will reimburse approved travel expenses.

Faculty and staff may obtain travel advances (short-term cash advances) from the university (see CMP-500- Travel).

Faculty and staff may be reimbursed for food refreshments (see CMP 420-02, Food and Refreshment Policy).

New faculty and staff may be reimbursed for moving expenses for moving their household goods and personal effects and for traveling to their new home (see CMP 420-03, Moving Expenses).

Faculty and staff may procure goods or services directly from a vendor and request reimbursement if adequate documentation of the purchase is provided, i.e., the original vendor receipt. Purchases prohibited in CMP 401-03, Prohibited Transactions, and Purchases identified in Purchasing 400, Special Procurement, cannot be processed as an employee's reimbursement. Additionally, payments that constitute compensation for services rendered should not be paid for by faculty or staff directly. Compensation includes, but may not be limited to, payments for services performed by employees or independent contractors/consultants, payments for student support, and payment of expenses incurred by an employee or independent contractor/consultant. Additional information can be found on the Accounts Payable web page.

The Purchasing Card is the preferred method of making off-campus small-dollar purchases for those departments authorized to use the Purchasing Card. For more information visit the Purchasing Card web site.

Employee and Student Reimbursements (GAE)

Effective 7/1/09, employee and student non-travel reimbursements shall be made by entering a General Accounting Encumbrance (GAE) document in the Advantage Financial System. All receipts shall be original and forwarded to Accounts Payable, Box 4104, as back-up, referencing the GAE number. The limit amount for reimbursements is $5,000, and the document shall not be used for travel reimbursements or any prohibited transaction (see CMP 401 03: Prohibited Transactions)

The Check Request Form shall be used to process refunds made directly from a revenue account. Check requests are used when refunding funds to individuals or vendors when there is no value in processing Pd's. Effective 7/1/09, check requests will not be accepted for Employee and Student Reimbursements. (GAE document replaces employee & student reimbursements). See Accounts Payable web page for more information.