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Expense Reimbursement

Status: Adopted October 1999, last revised in July, 2026

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  The policy applies to all funds under University control and is superseded only in those instances where funding agencies apply specific and more restrictive rules and rates.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 for travel expenses $30 and over are required for reimbursement, per University policy.  Credit/charge card slips are not adequate documentation if they do not list the items purchased.  If expenses are for accommodations/lodging all amounts require itemized receipts.

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

  • Office Supplies not available through 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.

For reimbursement of expenses, please note the following:

  • 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.

Student Payments

Federal regulations require that all aid, gifts, checks, stipends, gift cards, etc. issued by the university that are given to enrolled students must be considered a financial aid resource. As a result, in order for 溏心vlog免费B站 to demonstrate our compliance so as not to jeopardize federal aid, all funds to students must first be reported to the Financial Aid Office for approval before the student can receive payment. To request approval for awarding funds to students, please complete the .

Please submit one form for each student request. If your department has more than ten students to award at one time, you may contact the Financial Aid Office directly at financialaid@depauw.edu to submit the request by spreadsheet. Federal regulations may require adjustment to the student’s existing financial aid awards in order to maintain compliance. If you and/or the student are concerned about the impact an award may have on a student’s financial aid, please have the student contact the Financial Aid Office.

This financial aid approval request does not replace the payment request process through the Business Office. You will need to complete both processes and be sure to attach the email approval from Financial Aid to your requisition to the Business Office in order to satisfy all requirements. Please note, you are subject to the Business Office’s processing time when requesting payment. Once approved by the Financial Aid Office, if gift cards are awarded to a student, the Business Office needs to be notified of student name, student ID#, last 4 digits of the student's social security number and amount of the gift.

We recommend waiting for approval from the Financial Aid Office before notifying the student that they will be receiving funds.

Please note that stipend requests are subject to budget approval. If you are unsure if you have budget approval for the request, please check with your budget manager. Stipend requests made that exceed budget limits may be declined, subject to VP discretion.