Reimbursement for Purchases Procedure

Due to the increased ease of ordering goods via the Internet or telephone, the Controller’s Office is providing the following guidelines to ensure that you receive timely reimbursement for such purchases made on behalf of the University.

This procedure may not be used to avoid adherence to state contract or other purchasing guidelines. The Purchasing Department should be contacted in advance in case of doubt about a purchase. Please refer to Policy Statement #50.

When requesting reimbursement for a University expense paid with a personal credit card, cash or personal check, the following documentation is required:

• Face-to-Face Transactions: When the goods are received at the time of purchase the original receipt must be attached to the check request. A credit card slip is not an adequate original receipt unless it itemizes each purchase, shipping costs, sales taxes, and other charges.

• Internet Transactions: When ordering over the Internet, a printed copy of the web confirmation page (the page must itemize each purchase, shipping costs, sales taxes, and other charges and give a total amount due), OR a copy of the confirming e-mail message containing the same itemization, OR the original invoice, PLUS the original packing slip (which accompanies the shipment of goods) must be attached to the check request.

• Telephone Transactions: When ordering by telephone, the original invoice PLUS the original packing slip must be attached to the check request.

• In all cases, Financial Services must have confirmation of payment and receipt. All requests for reimbursement should be submitted within 30 days of receipt of goods.

• Any request for reimbursement must be signed by the responsible person on the reimbursing account or by the purchaser’s supervisor if the purchaser is the responsible person on the account.

Questions? Contact Carol Lee in Financial Services at 2814.

12/2001