REIMBURSEMENTS
This category includes reimbursements to people, including employees, who have spent personal funds on appropriate University business-related items.
Reimbursements should not be used for purchases that cost $5,000 or more without Purchasing's approval.
The University prefers that employees use EZ-Buy and/or P-Cards for University related purchases for the following reasons:
1. Internal Controls.
2. Cost of Utah State Sales Tax.
3. Savings with State Contracts.
Request for Meals and Entertainment Reimbursement
Employees may be reimbursed for qualified meals and entertainment expenses and should use the Post Meals Form in EZ-Buy. 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 Post Meals Form in EZ-Buy.
To be reimbursed using the Post Meals Form, an employee must provide 1) an itemized receipt for purchase, 2) and an index not funded by state appropriation or a federal fund agency. (If the funding source is not clear, contact Accounts Payable in Controllers at 797-1045.)
Required information & documentation to process the Reimbursement or Post Meals Form:
- The name and A# of the person being reimbursed.
- For a new recipient please fax a completed W-9 to 435-797-1089.
- The home mailing address of the person being paid.
- An itemized receipt.
- A written explanation of the business purpose.
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