Employee & Student Expense Reimbursements
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Lewis & Clark is delighted to offer students and employees the opportunity to have their reimbursements delivered via electronic payment
Employee Expense Reimbursements
Employees and students may spend their own funds for college related purchases and submit a request for reimbursement. The request is submitted to Accounts Payable on a Check Request form. Payments are made by check, electronically by direct deposit, and for reimbursements under $50.00, with cash.
The budget officer or other designated signer must sign the form to authorize the payment. If the payee is the budget officer, the appropriate Dean or Vice President must sign the form. A request for reimbursement must be submitted within 60 days of the employee incurring the expense.
Receipts are required for all expenses over the amount of $10.00. Original itemized receipts showing what was purchased and that payment was made must be attached. If the receipt does not show that the amount was paid in full, proof of payment must also be attached. (such as a credit card slip or statement) Please note that proof of payment alone is not sufficient. There must be an itemized list of items purchased.
A complete description of why the expenditure was a business expense is required. The description of the business purpose should clearly spell out the benefit to Lewis and Clark College resulting from your expenditure. “Snacks” is not a business purpose. “Snacks for hall study break” is a business purpose.
Faculty and Staff with past-due fines: faculty and staff who do not make payment after:
- the first notice is sent will have any reimbursements held until payment is made.
- the second notice is sent will have their purchase card suspended (if applicable); reimbursements still held.
- the third notice is sent will have the account forwarded to collections regardless of amount; reimbursements still held, purchase card still suspended.
Lost Receipts: If you have lost a receipt for an expenditure over the amount of $10, and it is not possible to obtain a duplicate receipt from the billing agency, you can submit a signed memorandum, approved by the supervisor, and stating:
- The amount of the expenditure.
- A description of the expenditure that is detailed as to the items purchased.
- The business purpose of the expense. The description of the business purpose should clearly spell out the benefit to Lewis and Clark College resulting from your expenditure.
- That payment was made in full.
- That no receipt or cancelled check is available.
- That no other reimbursement of expense has been, or will be, sought or accepted from any source.
Only expenditures less than or equal to $25 will be reimbursed without the appropriate receipt. If a receipt for an amount less than or equal to $25 is misplaced, a memo as described above will be acceptable. If the amount of the expenditure is more than $25, only $25 of the expenditure amount will be reimbursed.
Reimbursement requests under $50
Reimbursement requests for amounts under $50 are paid in cash at Student and Departmental Account Services in Templeton. They must first be approved in the Business Office by an authorized signer.
Requests under $50 brought to the Business Office in person will be approved immediately (if one of the six authorized signers are available). The individual may then proceed to Student and Departmental Account Services with the approved request and receive cash.
Requests under $50 that are received in the Business Office through inter-campus mail will be approved and returned to the sender who may then proceed to Student and Departmental Account Services with the approved request and receive cash.
Gift Certificates, other gifts, prizes and awards
The IRS requires that prizes, gifts and awards above a nominal amount are taxable. Exempted from this requirement are certain awards such as our employment anniversary awards and retirement gifts, if presented at a significant function. Some safety awards are also exempt.
The Executive Council has determined that each employee may receive one prize, gift or award of $25 or less per fiscal year, without tax consequences.
In order to allow the Business Office to monitor this requirement, all reimbursement or payment requests must be accompanied by the names of all recipients and the amounts they received.
The GL object code 7110 (Prizes, Gifts and Awards) should be used for all prizes, gifts and awards. Departments providing the prize, gift or award should ensure that the recipient understands that there may be income tax consequences.
The same requirements exist for prizes, gifts and awards purchased from the bookstore or computer store. It is the purchasing department’s responsibility to alert the Business Office that a purchased item was a prize, gift or award.