STUDENT SERVICES

EMPLOYEE REIMBURSEMENT EXPENSE AND

COMMERCIAL CARD GUIDELINES


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It is very important that commercial card reconciliation and expense/reimbursement forms move through the system in the most efficient and timely manner possible.  With that goal in mind, several requirements must be satisfied before you submit a request.

 

  1. The card holder is responsible for the accuracy and completeness of the forms before they are signed by a supervisor and forwarded to the Vice President's Office.

 

  1. Spend University money in a fiscally responsible manner.  Please refer to the University’s business travel and expense reimbursement policy for guidance.  If you are unsure about the appropriateness of an expense, it is best to ask your supervisor before you make the purchase.

 

  1. Make it a priority to reconcile your commercial card online within 15 days of posting.

 

  1. All business expenses must have original, itemized receipts and a written explanation of any unusual circumstances.  If the itemized receipt was not acquired at the time of purchase, or was lost/misplaced, please contact the vendor to request a copy of the itemized receipt.  Most businesses will be able to produce a copy if you contact them shortly after the charge.  If the business cannot provide a duplicate, please attach a memo stating that you were unsuccessful in attempting to acquire a receipt and provide a description of what was purchased, for whom and why.

 

  1. If there is cash to be returned, a receipt from the Cash Receipts Office must be attached to the forms before they arrive in the Vice President’s office.

 

  1. Write complete explanations for all expenditures (i.e. purpose of expense, who was in attendance and why).

 

  1. Please note if alcohol was purchased as this requires special approval from the Vice President.

 

  1. The commercial card should NEVER be used for personal expenditures.  If purchasing business related items and personal items at the same time, have the cashier ring each purchase separately so that it may be charged to the appropriate account.

 

  1. It is helpful to those who review and approve your expenses if the receipts are attached in sequential order as they appear on the statement or requisition.

 

  1. Keep a copy of the report and all receipts for your file.

 

  1. Contact Jeanne Menzel (ext. 4199) or Susan Chestnut (ext. 4154) if you have any questions.