Reimbursement Policies and Procedures

If you want to be reimbursed for TRAVEL EXPENSES (mileage, parking, tolls, meals while traveling overnight, hotel expenses, business travel, etc.) then click Reimbursement Process for Travel Expenses .

If you want to be reimbursed for anything OTHER THAN TRAVEL expenses, you must complete a Reimbursement Request Form.  If you are requesting a reimbursement for food remember that a completed Business Meal Approval form is also required.

Reimbursement Requests MUST be submitted to the Accounts Payable Department WITHIN 30 DAYS OF THE RECEIPT. RECEIPTS MUST BE DETAILED AND LEGIBLE.

Submit the following to Accounts Payable at Centre Court, Suite 104:
1.  A completed and signed Reimbursement Request Form,
2.  ORIGINAL, ITEMIZED, DETAILED **Receipt(s), and
3.  Any other required forms, such as a completed and signed Business Meal Approval Form, if food was purchased.
IMPORTANT NOTE AND ADDITIONAL REQUIREMENT FOR "GIFT" or "PRIZE" REIMBURSEMENT:
"Gifts" or "prizes" are allowed purchases as long as the "gift, prize," or "award" is essential and reasonable--AND THE REASON FOR GIVING THE AWARD SUPPORTS THE MISSION OF THE UNIVERSITY. The Commonwealth's regulations in the CAPP manual dictate whether an expense is allowable. (For example, alcohol, retirement parties, retirement gifts, birthday gifts, etc. are NOT allowable expenses.) Remember that accounts are open to the public and must be able to sustain the test of public review (audit and/or newspaper). Examples of reasons for giving "gifts" or prizes" that support the mission of UMW include tokens of appreciation for volunteers or other types of "awards" such as awards for the best GPA, etc. In addition to an original, itemized receipt, a log (there is no standard form) with the following information must accompany the reimbursement request FOR A "GIFT" OR "PRIZE":
1. a written purpose or reason that justifies giving the "gift" (for example, the winner of the Biology research poster or Washington Guide volunteers);
2. the printed name of the person who received the "gift";
3. the signature of the person who received the "gift";
4. the date the person received the "gift."

IT IS THE RESONSIBILITY OF THE ACCOUNTS PAYABLE DEPARTMENT TO ENSURE THE EXPENDITURE IS ALLOWABLE AND REASONABLE; IT IS THE RESPONSIBILITY OF THE PERSON SEEKING REIMBURSEMENT TO INCLUDE WRITTEN DOCUMENTATION THAT JUSTIFIES THE EXPENSE. IF THE EXPENSE IS NOT JUSTIFIED AS REASONABLE BY THE ACCOUNTS PAYABLE DEPARTMENT, THE REIMBURSEMENT WILL NOT HAPPEN.

**There are many different kinds of receipts.   The state requires an actual ORIGINAL, ITEMIZED, DETAILED receipt.  The purpose of a receipt is to show items/services purchased and to serve as the "proof" that payment in full was actually made.  If a "balance due" shows on a receipt, then full payment is not "proven."  A copy of a check that was written does NOT serve as "proof" that payment was made; however, a cancelled check usually does prove that payment was made but does NOT indicate ITEMS purchased.  A credit card statement alone does NOT show ITEMS purchased but does show that payment was made. If you do not have an actual receipt, you may use a combination of some of the above mentioned items to "prove" payment was made.  Contact Vicki Eppes-Ward at 654-1224 with questions.

NO ONE IS ALLOWED TO APPROVE REIMBURSEMENT TO HIM/HERSELF.  THE SUPERVISOR OF THE PERSON BEING REIMBURSED MUST SIGN THE APPROVAL FOR THE REIMBURSEMENT.

Unallowable (not reimbursable) Miscellaneous Expenses: Lost or stolen articles; alcoholic beverages; damage to personal vehicle, clothing or other items; movies charged to hotel bills; all expenses related to personal negligence, such as fines for parking or services used to gain entry to a locked vehicle; entertainment expenses; towing charges; contributions; donations; charges for spouse, children and companions; personal needs such as medication, refrigeration--even if it's for medication--hotel safe or other conveniences.

The above list is not all-inclusive. Remember that accounts are open to the public and must be able to sustain the test of public review.