Employee Reimbursements

DePauw will reimburse employees for necessary and reasonable expenses incurred during properly authorized travel and/or items purchased with personal funds.  All reimbursement will be subject to University policies and the terms of granting agencies.  

Reimbursement may be for, but not limited to, the following:

• Office supplies not available through the University Service Center, Office Depot or Amazon Business
• Food items for a University-related event (seminars, student receptions)
• Books and other printed materials originally purchased by the employee which become the property of the department and are used on site at the University (does not include instructor copies of textbooks)
• Mileage for a University related event
• Airline/bus/training luggage fee (1 item)

• Employees should use their Commercial Card for purchases when possible.  
• Business expenses are reported using the University’s online Commercial Card reconciliation and/or Expense Reimbursement Request through Business e-Services.  
• A University-related business purpose for the travel and the University purpose for any included entertainment should be clearly documented on all reports (i.e. statement must be made on the report, or attached to it, detailing the University related purpose, person(s) attending, and dates). 
• Business expenses to be reimbursed to employees by the University must first be authorized by those with budget approval authority and this authorization may only be granted if the appropriate budget line exists and if the remaining balance is sufficient to cover the expenses.
• Itemized receipts are required documentation for reimbursement.  No matter the dollar amount.  Credit/charge card slips are not adequate documentation if they do not list the items purchased.  A photocopy of a personal credit card bill is not adequate documentation, unless it lists the items purchased.  If an itemized receipt is not available, a memo should be attached explaining the situation for approval.
• All business expense reports and Commercial Card statements must be reviewed and approved by the division Vice President. 

Procedures:

1. Reimbursement to employees for expenses paid by the employee shall be requested using the on-line Expense Request in e-Services.  
2. Select "Add Request"
3. Specify on the form the appropriate description, request type (Reimbursement Employee Only), budget business unit and object code to be charged (account number) and search for your name under the Vendor Name section.  Once complete, select "Add Record".
4. Submit the request and itemized receipts to your Vice President for approval.  
5. Once approved send all documents to the accountspayable@depauw.edu email. 

Reimbursement of expenses to vendors and non-DePauw employees should be requested by a University employee using the on-line Expense Request through Business e-Services.

Cash Advance

DePauw University makes cash advances to faculty and staff members (who work 20 hours or more per week) so they do not have to use personal funds when traveling on official University business and do not have access to a Commercial Card.

Procedures:

1. Reimbursement to employees for expenses paid by the employee shall be requested using the on-line Expense Request in e-Services.  
2. Select "Add Request"
3. Specify on the form the appropriate description, request type (Cash Advance), budget business unit and object code to be charged (account number), search for your name under the Vendor Name section, and complete the "For Cash Advance" section of the Expense Request.  Once complete, select "Add Record".
4. Submit the request and itemized receipts to your Vice President for approval.  
5. Once approved send all documents to the accountspayable@depauw.edu email. 

All employees are encouraged to enroll for direct deposit.  If you are interested in signing up for this service, complete the attached form with the appropriate documentation as indicated on the form.  Once completed, return all documentation to the accountspayable@depauw.edu email.