Reimbursement Procedure for University Related Business Expenses

All expenses incurred in the conduct of University business will be reported on the online reimbursement form. This form will be filed in the Financial Services Office, with all supporting documentation and receipts, within 30 days of the incurred expense. Faculty participating in summer study abroad programs that are three weeks or longer in duration must submit reimbursement forms and all supporting documentation and receipts within 45 days of the date of their return. The reimbursement form must be personally signed by the individual incurring the expense and approved. Reimbursement forms, like all financial documents and records, are subject to review and approval by the Financial Services Office prior to processing the reimbursement.

1. Approval of Reimbursement Form

The budget code of the department, grant, or contract being charged, along with the signature of the budget manager approving the expenditure, is required on all reimbursement forms. Reimbursements exceeding $1000 require two approval signatures (in addition to the signature of the employee submitting the reimbursement).

Faculty or staff may not authorize travel or approve expense reimbursements for themselves or for persons to whom they report. Budget managers and other authorized approvers must review and, if they approve the stated expenditures, personally sign the reimbursement form. Approved Reimbursement forms should be routed directly to Accounts Payable by the final approver rather than being returned to the individual being reimbursed.

2. Documentation

Original supporting documentation (not copies) is required for all reimbursements. The actual type of documentation required is described on the reimbursement form.

According to the Internal Revenue Code, reimbursements made without the proper supporting documentation must be reported as taxable income to the employee. The online Lost/Missing Receipts Form must be completed and approved to document individual missing receipts between $25 and $75. The approved form must be submitted with the employee’s TCU Reimbursement Form. (Also see Travel Expenses as Income policy)

In Accordance with IRS rules, the business purpose of each expense on the reimbursement form must be clearly documented. This includes complete documentation for all meals provided for others (Also see Meals and Lodging) and other expenses.

Reimbursement forms that do not contain complete documentation of the business purpose of the expense will be returned for further documentation before processing the reimbursement. The IRS requires that the business purpose of reimbursable expenses be documented in a manner that is clearly apparent to an outside auditor.

According to the Internal Revenue Code, reimbursements made without the proper supporting documentation must be reported as taxable income to the employee. (Also see Shared Expenses.)