Policy and Procedure

Subject Area:	Disbursements
Policy Title:	Employee Reimbursement/Non Travel
Policy / Procedure No:	A/P009
Responsible Office:	Accounts Payable
Related Policy/Procedure:	Fare, Lodging, and Car Rentals, A/P004 - Travel Expense Reimbursement
Purpose:	To reimburse an employee for out of pocket expenses incurred on behalf of the University for non-travel related items.
Documents Needed:	Original receipt(s), and a completed Expense Reimbursement Voucher. The voucher can be found at http://www.neu.edu/ap/L2/forms/forms.htm
Special Instructions:	The employee's department head/director must approve the form. Employees will not be reimbursed for sales tax paid or for items listed as exclusions on Page 7 of the "Travel Policy and Procedure" booklet.
Contact Person:	Assistant Director, A/P, x2652.

PURPOSE: To reimburse an employee for out of pocket expenses incurred for non-travel items.

SCOPE: All University employees.

POLICY:
1. The University will reimburse employees for authorized purchases made with personal funds when a purchase order or a procurement card was not available.

2. Employees are not reimbursed for sales tax on expenditures.

3. Employees will not be reimbursed for items listed as exclusions on Page 7 of the "Travel Policy and Procedures" booklet.

4. Original receipts are required for all purchases >$75.00. However, explanation/justification is recommended for all costs.

PROCEDURE:
1. The employee incurs an authorized expense.

2. The employee completes an Expense Reimbursement Voucher and attaches receipts >$75.00 to the form. However, explanation/justification is recommended for all costs.

3. Employee's department head/director approves the expenditure.

4. Employee submits paperwork to Accounts Payable for check processing.