PSC Procedural Statement: Undocumented Reimbursement
Effective Date: November 1, 2018
This PSC Procedural Statement sets forth university requirements for processing reimbursement requests when the original itemized receipt, or the proof of payment for a cash purchase, is not available.
Terms Used in This Procedural Statement
Italicized terms are defined in the Policy Glossary. Underlined terms are defined in the Finance and Procurement Procedure Glossary.
Individuals can request reimbursement of out-of-pocket expenditures, where personal funds have been used to make a purchase, as follows:
- Employee reimbursement is accomplished by submitting an expense report in the Concur Travel & Expense System.
- Non-employee reimbursement is accomplished by submitting an expense report in Concur or by submitting the Non-Employee Reimbursement-International (NRI) form.
- If the total purchase is over $75: an itemized receipt and proof of payment will be required for reimbursement unless the purchase was per diem meals, in which case no receipt/proof of payment are required in any dollar amount.
- If the total purchase is $75 or less: receipt and proof of payment will not be required for reimbursement unless the purchase was an official function meal, in which case receipt/proof of payment are required in any dollar amount.
- If the missing receipt is over $100, then the appropriate campus approver (typically, this is the campus controller) must also approve the reimbursement. (Concur will automatically add the designated campus approver to the approval routing flow.)
When required receipts and/or required proofs of payment are not available:
If an itemized receipt is not available, the requestor must explain the situation (e.g., lost receipt and vendor could not produce a duplicate). This explanation is provided in the Comment field on the appropriate line of the employee expense report, or in the general Comments field on the Non-Employee Reimbursement (NR) form.
- For cash purchases, this explanation replaces both the itemized receipt and the vendor’s proof of payment.
- For other purchases, this explanation replaces only the itemized receipt. The requestor must still provide proof of payment (e.g., credit card receipt or statement, copy of check).
If an itemized receipt is available but that receipt does not show proof of payment and the purchase was made in cash, the requestor must likewise explain how the purchase was made, using the Comment fields noted above.
Repeated failure to provide required receipts may result in denial of future reimbursement requests–either for the individual requestor or for the approving authority’s functional area of responsibility.
Unless approved by the Associate Vice President/Chief Procurement Officer, there are no exceptions to this procedural statement.