Expense Reimbursement

Status:  Adopted October 1999, last revised in March, 2015

Purpose

This policy describes employee business-related expenses which will be reimbursed by the University.  The policy applies to all funds under University control and is superseded only in those instances where funding agencies apply specific and more restrictive rules and rates.

Policy

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 sufficient budget remains to cover the expenses.  Purchases made on a government or private grant are subject to any restrictions of the funding agency.  Employees who travel frequently or regularly purchase University items should utilize a Commercial Card in lieu of personal reimbursement.  

Itemized receipts are required for reimbursement, per University policy.  Credit/charge card slips are not adequate documentation if they do not list the items purchased.

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/train luggage fee (1 item)

Reimbursable business-related expenses do not include the following:

• Permanent equipment purchases (not previously approved in the employee’s departmental budget) without prior approval from the supervising Vice President.
• Any other items specified in the University Expense and Travel Policy.

Procedures

Instructions for completing an  Employee Expense Reimbursement can be found here.

Please note that the Business Office is no longer accepting paper copies of payment requests.  

Once you have received notification that the payment request has been approved, please scan the request and all backup documentation and send them as one attachment to accountspayable@depauw.edu.

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

** Expenses should be submitted for reimbursement within 60 days of being incurred.  IRS regulations require reimbursements that are requested after the 60 day period to be reported as wages to the employee and include on the individual's form W-2, Wage and Tax Statement.

*** It is impossible to list every type of business expense that is allowable or unallowable.  If an employee has any doubt about the propriety of an anticipated expense and the application of this policy, they should consult their Vice President and/or Department Budget Supervisor as appropriate in advance of incurring the expense.  Also, each division Vice President and/or Department Budget Supervisor has the authority to impose additional or more restrictive requirements for authorizing or approving travel, entertainment or business expense reimbursements.