Reimbursement Policies and Procedures

You may request reimbursement only for those goods and/or services that were paid using PERSONAL funds. If a UMW purchasing tool was used to make the purchase, you may NOT request reimbursement. You are responsible for abiding by all state procurement regulations; including the use of the Small Purchase Credit Card (SPCC) or UMW Finance Card, mandatory state contracts, eVA and SWAM vendors.

To be reimbursed for Travel Expenses (mileage, parking, tolls, meals while traveling overnight, hotel expenses, etc.), please see Reimbursement Process for Travel Expenses.

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

Reimbursement requests must be submitted to Accounts Payable within 30 days of the receipt. Receipts must be detailed and legible.

Submit the following to Accounts Payable:

1. A completed and signed Reimbursement Request Form.

2. Original, itemized, detailed receipts.

There are many different kinds of receipts. The state requires an ORIGINAL, ITEMIZED, DETAILED receipt. The purpose of a receipt is to show the goods and/or services purchased and to serve as "proof" that payment in full was actually made. If a "balance due" appears on a receipt, full payment is not "proven." A copy of a check does NOT serve as "proof" that payment was made; however, a canceled check may prove that payment was made but doe NOT indicate the 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 some combination of the above-mentioned items to "prove" payment was made. Please contact Vicki Eppes-Ward at 654-1224 if you have any questions.

3. Any other required forms, such as a Business Meal Approval form for food purchases.

NOTE: To be reimbursed for "gifts" or "prizes," you must follow ALL regulations on the Gift Giving website and attach all required forms.

It is the responsibility 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 deemed reasonable by Accounts Payable, reimbursement will not be made.

No one may approve reimbursement to himself. The supervisor of the person being reimbursed must sign the approval for reimbursement.

Unallowable Miscellaneous Expenses include the following and will not be reimbursed: 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 for personal vehicle; contributions; donations; charges for spouse, children and companions; personal needs such as medication, refrigeration (even 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.