REIMBURSEMENTS

1. REIMBURSEMENTS September 2012

2. Employee Reimbursements • Employees may be reimbursed for business related expenses incurred out of pocket. To reduce the need for obtaining reimbursements, please consider other methods for making your purchase: • Stores (Shop Catalog) • Stores approved vendors • Purchasing Card • Available for direct small dollar purchases (less than $5000). • Restrictions apply

3. Before you spend: • Please check with the appropriate EEB fiscal officer to ensure you are spending funds in accordance with UA policies and grant guidelines (if applicable). • Brian Morton – state, designated, and gift accounts (1xxxxxx, 2xxxxxx, and 5xxxxxx). • Jean Mason – grant accounts (3xxxxxx, 4xxxxxx).

4. Special Notes on Tipping • The UA will only reimburse a maximum of 20% of a total bill. • If dining with a large party (differs by restaurant), please check to see if the tip has already been calculated in the bottom line.

5. Required for reimbursement: • Receipts should be turned in within ten (10) days of purchase. Excessive delay in turning in receipts with required information may result in the reimbursement being considered taxable income per IRS rules. • Original, itemized receipt showing: • Vendor name and address • Date of purchase • Itemization of purchase • Method of payment • Written explanation of use of items purchased • Non-faculty/PIs – approval for the expense. Written approval required for purchases over $100.00. • Original signature on reimbursement paperwork.

6. Receipt Preparation: • Receipts must be taped to an 8.5” x 11” white sheet of paper. These receipts are scanned into the UA system by the Accounts Payable Office. • Do not tape over any information and do not highlight the receipt. If necessary to make a note on an item, underline the item or put a “*” beside it. You can make notes on the paper beside the receipt. You can put more than one receipt on a sheet of paper. However, do not fold a receipt to make it fit. If necessary, cut the receipt and put both pieces on one sheet (or more if necessary).

7. Receipt Preparation (Cont.) Staples Masking tape Duct Tape Highlighter

8. Receipt Preparation (Cont.) • Only use one side of paper to submit receipts. If you are printing out receipts (airline itineraries/receipts, etc.), only print on one side. These documents are scanned into the system and are only scanned on one side. • Make sure the receipts are legible. If the printing on the receipt is not clear, please make legible notes. • If you have numerous receipts (more than a dozen), create a spreadsheet with all the information from the receipts (see next slide). • When you submit your expense reimbursement packet for processing, email your spreadsheet to the accountant who will be processing the reimbursement.

9. : Spreadsheet for receipts:

10. Foreign Currency Receipts • Receipts in foreign currency must be converted to US dollars. The currency converter used by the UA is Oanda. • http://www.oanda.com/currency/converter/ • The conversion rate and amount must be consistent with the date and amount on the receipt.

11. Foreign Currency Receipts (Cont.) • Receipts in a foreign language must be translated on the paper to which it is attached. • Please write translation here

12. Non-Employee Reimbursements • If you plan on inviting a technical consultant or guest speaker to whom you plan on offering expense reimbursement, please contact the Business Office PRIOR to issuing the invitation to ensure that such payment will be allowed within University policies. • Individuals CANNOT pay foreign visitors (or on their behalf) with personal funds. This is unallowable per UA policy. All requests for payments to foreign visitors must be paid directly by the UA to the visitor or an appropriate third party vendor. • Job candidates can be reimbursed for interview travel expenses IF AND ONLY IF there is an existing job posting and they have applied for said position.

13. Thank You! • As always, if you have any questions regarding the reimbursement process, please ask.