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REIMBURSEMENTS

This category includes reimbursements to people, including employees, who have spent personal funds on appropriate University business-related items.

Equipment purchases should be made through the requisition/purchase order process. However, in the event of an unusual circumstance where that couldn't happen, please keep in mind that equipment purchases may have additional requirements when entered into Banner. If the reimbursement is for equipment purchases, contact Equipment Inventory at 797-1999 before turning in the check request reimbursement form to Purchasing for processing.

The University requires that departments follow a bidding process when purchases cost $2,000 or more. Therefore, to ensure that bidding occurs as required, purchases greater than $1,999 should be made through the requisition/purchase order process. This does not preclude reimbursements through the check request process when circumstances require it.

The University prefers that employees use the requisition/purchase order process and/or P-Cards for University related purchases for the following reasons:

1. Internal Controls. The State of Utah has allowed the University to establish the Office of Purchasing Services to develop and administer procurement procedures in lieu of using the State Purchasing Office. Procurement procedures have to balance the need for controls providing assurance that funds are spent on appropriate University-related expenditures versus allowing Departments to operate without excessive "red-tape." Online requisitions (Purchase Orders) and P-Cards have built in controls that occur before the purchase is made. Reimbursing an employee or other individual is an after-the-fact situation, although Departments can refuse a reimbursement.

2. Cost of Utah State Sales Tax. When employees and other individuals use their own funds (cash, checks or credit cards) to make purchases within the State of Utah, sales tax is charged. The University itself is tax-exempt, but individuals are not. Departments need to factor in the additional cost of the sales tax rate (currently 6.55%) when allowing check request reimbursements for purchases.

3. Savings with State Contracts. State contracts can save departments substantial amounts of money if they are used. Departments can find out about available state contracts by contacting Purchasing Services. In order for Departments to use a state contract, established procurement methods have to be used. For example, if there is a state contract with Staples, an individual would have to use a P-Card or requisition/purchase order for purchases to qualify for state contract prices.

Request for Meals and Entertainment Reimbursement

Employees may be reimbursed for qualified meals and entertainment expenses. Policy 516 - "Meals & Entertainment" provides detailed information about these types of expenses.

Alcohol

When meals and entertainment include alcohol purchases, i.e., candidate entertainment, development activities, etc., employees can be reimbursed through the check request reimbursement form.

To be reimbursed, an employee must provide 1) an itemized receipt for purchase, 2) a completed and signed Meals and Entertainment Form, including an additional signature from the Dean or Vice President (located at the bottom of the form), 3) and an index not funded by state appropriation or a federal fund agency. (If the funding source is not clear, contact Accounts Payable in Purchasing at 797-1045.)

Required information & documentation to process the check request: