Employee Reimbursements

DePauw will reimburse employees for necessary and reasonable expenses incurred during properly authorized travel and/or items purchased with personal funds.  All reimbursement will be subject to University policies and the terms of granting agencies.  

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/training luggage fee (1 item)

• Employees should use their Commercial Card when r purchasing goods when possible. (should not be used when purchasing services).
• Business expenses are reported using the Expense Hub within Workday..  
• A University-related business purpose for the travel and the University purpose for any included entertainment should be clearly documented on all reports (i.e. statement must be made on the report, or attached to it, detailing the University related purpose, person(s) attending, and dates). 
• 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 the appropriate budget line exists and if the remaining balance is sufficient to cover the expenses.
• Itemized receipts are required documentation for reimbursement.  No matter the dollar amount.  Credit/charge card slips are not adequate documentation if they do not list the items purchased.  A photocopy of a personal credit card bill is not adequate documentation, unless it lists the items purchased.  If an itemized receipt is not available, a memo should be attached explaining the situation for approval.
• All business expense reports must be reviewed and approved by the division Vice President. 

Cash Advance

DePauw University makes cash advances to faculty and staff members (who work 20 hours or more per week) so they do not have to use personal funds when traveling on official University business and do not have access to a Commercial Card.

All employees are encouraged to enroll for direct deposit.  If you are interested in signing up for this service, complete the attached form with the appropriate documentation as indicated on the form.  Once completed, return all documentation to the accountspayable@depauw.edu email. 

For assistance with any of the procedures within Workday you can access help documents  and guides here.  You can also email:  workday@depauw.edu