Reimbursement can only be made for travel and entertainment.  All other costs should be bought with a Com Card, PO, or direct billing.

All reimbursements require a receipt be uploaded.  See the Uploading Documents section.

Time Limit

All reimbursement receipts must be turned in within 50 days of the purchase.  If a receipt is uploaded later, reimbursement may be denied, or income tax may be withheld.

Receipt Requirements

The receipt must show an itemized list of what was bought AND proof of payment.  For restaurants, these is often given on two different receipts.  Both are needed for reimbursement.

It must be a receipt for payment, not an order confirmation or estimate.  This means it must show a zero balance, or a method of payment.  Something to prove it was paid.

Lost Receipts 

If you’ve lost a reimbursement receipt, you can also submit a credit card statement with that particular charge high-lighted (as proof of payment), along with a statement describing the purchase.

If this happens too often for one person, reimbursements will not be approved for them in the future.

 See Sales Tax and Tipping section.

Timing

Typically, reimbursements are paid within two weeks of uploading, but it’s often sooner.  If it will be later, the VAC admin will let you know.  If you need a payment rushed, let the VAC admin know.

Methods of Payment

See Methods of Payment section.