Reimbursement Procedures
Occasionally, employees/non employees find it necessary to purchase goods for the University using personal funds and then be reimbursed by the University. These procedures were developed to provide the process to reimburse these purchases. First, the appropriate Director/Department Head/Dean must authorize these purchases. Also, statewide contract and mandatory sources must be adhered to.
Procedures for Reimbursement:
1. Make authorized purchase and retain original receipt that indicates amount paid. Receipt must be marked "PAID." The receipt being marked "PAID" mainly applies to receipts handwritten by the vendor.
2. If purchase is less than $100,and not related to travel, complete petty cash form and attach store receipt. Obtain appropriate departmental approval signatures. Present signed petty cash form and receipt to Purchasing Services for approval. Collect reimbursement from cashier.
3. If purchase is more than $100, employee's must be reimbursed through Peolesoft financials module; non-employee's complete purchase request and attach store receipt. Obtain appropriate departmental approval signatures. Mail purchase request and receipt to Purchasing Services for check to be written. Check will be processed and mailed.
4. No reimbursements should be for more than $1000.
5. Sales tax will be reimbursed for items purchased on behalf of the University. If personal items are also on the receipt, sales tax will be pro-rated.
6. Freight will be reimbursed for items purchased on behalf of the University. If personal items are also on the receipt, freight will be pro-rated.
7. Occasionally items purchased and shipped to the University only contain a packing slip with no purchase amount listed. These reimbursements must be accompanied by an original credit card statement indicating amount charged.
8. Purchases paid by check (ex. memberships & registrations), where no receipt is available may be reimbursed by presenting an original cancelled check from the bank.
Any questions concerning these procedures should be directed to the Office of Purchasing Services at (678) 839-6380.
REMEMBER TO ALWAYS ASK FOR A RECEIPT
