Reimbursement Policy and Procedure
- Last updated: October 2, 2019
Use to request reimbursements for goods or services.
Reimbursements should be requested only when it is not possible to facilitate the purchase by vendor invoice or credit card payment.
Obtain verbal approval from the budget officer (or supervisor if the purchaser is the budget officer) prior to making the purchase.
Download and complete an AP Payment Request Form according to the instructions.
Attach original receipts and identify the "Three P's" – People, Place, and Purpose for meal and entertainment expenses (meal receipts must be detailed receipts). Also indicate the general ledger account(s) (x-x-xxxxx-xxxxx) to be charged for each line item listed on the requisition. This should be done in consultation with the budget officer. In the event that a reimbursement exceeding $25.00 is requested without a supporting receipt or invoice, the divisional vice president/dean must also sign.
Please note: IRS regulations state that failure to submit receipts/supporting documentation requires the employer to report the transaction on the employee’s W-2 as wages.
Sign your name and date the form. An original signature is required. No stamps are permitted.
Obtain budget officer’s signature on the form. If the budget officer is the purchaser, then the budget officer’s supervisor should provide the second signature.
Submit the claim to Accounts Payable in the Financial Services Office. Reimbursements to Calvin faculty, staff, and students will be made by ACH into the individual’s bank account. Upon submitting your first reimbursement request please complete the AP Vendor - ACH Enrollment Form from Financial Services.
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