General Reimbursements

 General Reimbursements (non-travel)

• Purchases made from personal funds that require reimbursement should be reserved for emergency circumstances, must not cost over $5,000, are subject to review by the assistant vice president for procurement, contracts, and payment services, and may be rejected.

Entertainment and Official Occasion Reimbursement HPB 9.1.1.

• Expenses should support the university's mission and must serve a business purpose.

• An Official Occasion Expense Form (OOEF) must be pre-approved by the department. 

• Entertainment Expense Limits:

  • Average of $100 per person including food, alcohol, tax, and gratuity.

  • Gratuities must not exceed 20 percent of the bill subtotal before sales tax.

  • Expenses for alcohol may not be the primary expenditure (greater than the total food expense).

Submitting a receipt for reimbursement

• If you made an allowable out-of-pocket expense and are submitting a receipt for reimbursement, please

  • enter your item(s) in your lab’s Order Form (found in your lab's purchasing app)

  • upload your receipt by dragging your PDF receipt to the left of the line item (row)