Scope
Employees
Policy Statement
Employees may receive reimbursement, by check or direct deposit, of certain out-of-pocket business expenses incurred in the performance of their duties on behalf of the University. These reimbursable business expenses include business meals and business entertainment for University or non-University personnel paid by the employee while not on University travel (see Travel Policy).
Business entertainment may not be charged to federal or state grants or contracts. For non-federal or non-state grants or contracts, reimbursement must comply with the terms of the grants or contracts.
Mileage reimbursements for local use of a personal automobile on University business is another type of reimbursable expense and will be paid at a rate in accordance with IRS guidelines and posted on the Administrative Forms website.
Payments to individuals or entities for services performed are not to be made directly by employees, and an employee will not be reimbursed for such payments. Such payments must be made directly by the University using University payment procedures. Payments inconsistent with the University’s purchasing policies will not be reimbursed.
Reimbursement requests submitted more than 60 days after incurring the expense may result in part or all of the reimbursement being treated as taxable wages and reported as additional wages on the requestor’s W2 form.
Policy Administration
Links to Procedures and Related Information
Date: September 2005
June 25, 2014