Out-of-pocket reimbursement is the purchase, by personal means, of commodities (non-travel related expenses) that are to become ownership of the state, or licenses that are required for employment. Out-of-pocket purchases should be made by employees only. Out-of-pocket purchases are NOT the preferred method of payment and should only be used if the vendor does not accept VISA (Pcard) or purchase orders.
Required steps to seek reimbursement for out-of-pocket expenses:
- Departmental Budget Manager must approve the purchase.
- Completion of Employee Reimbursement Request form.
- Attach all original receipts.
- Completion of Receiving Report form
Individuals or students that are not employees seeking reimbursement for out-of-pocket expenses need to be requested in memo form, including name, address and social security number and justification for purchase. For those individuals not in our financial accounting system, a W-9 form will need completed. Original receipts and a receiving report will need to be attached. Credit card statements are NOT legitimate receipts for reimbursement.