Reimbursement Policy--READ THIS FIRST

ALL Receipts or proof of payment AND signed, completed forms are due within 60 days from the date of the expense.  Reimbursements will be provided for actual expenses up to but not exceeding any specified amounts.

Because funds to cover reimbursement are accounted for by fiscal year ( July 1st to June 30th), costs to be reimbursed must be submitted in the fiscal year they occur.   For example, if you attend an out-of-state conference in May but waited until July to submit the receipts and forms, two problems arise:  1) prior fiscal year’s conference funds budgeted were not used, and 2) the current year’s conference funds budget is strained.  Plan ahead and don’t delay.

Reimbursements for recruiting meals are limited to 1 current student for every recruit scheduled; additional students are welcome to share meals with recruits but these meals will not be reimbursed.

No reminders will be sent to solicit missing receipts for reimbursement.  Questions about reimbursement requests and financial matters should be directed to Sue Amato (924-1744 or email: skf9k@virginia.edu).  Your program administrator and Janice Munson must pre-approve any requests for exception to these policies.

For the specific topics, below, additional policies and procedures are provided:

  • Travel Reimbursements
  • Conferences & Seminars
  • Recruiting
  • Student Health Insurance

 

 

Before you travel, you need to:

Know the rules (see www.virginia.edu/finance/polproc/pol/vig1.html) for what is allowed, limited, restricted, and prohibited; the maximum amount reimbursable; what is reasonable; and definitions (i.e., business meal or travel meal); and what you must do to get reimbursed (see also https://etg07.itc.virginia.edu/policy/policydisplay?id=%27FIN-004%27) for the policy on reimbursement of alcoholic beverages.

Pre-approved expenses may be reimbursable subject to deductions:  get a Travel Expense form  and a Pre-Approval form  and submit your travel expense estimate for pre-approval from your supervisor.  NOTE: If actual expenses are more than 10% above the pre-approved estimates, you will need to get additional approvals from the Dean or the Vice President (or their designee’s).  Note:  you might not get the requested approval. 

Keep ALL Original receipts and proof of travel, transportation, meals, lodging, and any other cost for which you request reimbursement.   Get written or printed cost comparisons when possible to ensure that expenditures are as economical as possible.

When you return, submit the Travel Expense worksheet with ALL receipts and the Payment Request form   for a signature(s) to your supervisor or department head.   Drop these off with the Pre-Approval Form for your BIMS administrator to process.   Keep copies of documents you submit for reimbursement.

Reimbursement is available after your trip is complete.