Purpose
To provide timely payment to students and volunteers for reimbursement of expenses up to $100.00.
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Policy
For reimbursements of $100 or less, a Cash Out Personal Reimbursement Method has been implemented. Using this method, a form with attached receipts is completed, signed at the department, and brought to the Cashiers' window at Kerr Administration Building where cash is disbursed. This method of reimbursement is available only to volunteers and students who are already set up in the Banner system.
Faculty and staff are encouraged to sign up for Direct Deposit in order to receive reimbursement for expenses. To sign up for Direct Deposit:
- Either send a voided check with a completed Direct Deposit Authorization to Accounts Payable, or
- Access OSU Employee On-Line Services at http://oregonstate.edu/faculty/staff using your OSU ID and GAP.
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Procedure
- Complete the Cash-Out form (pdf format) located on the Business Affairs website.
- Attach original itemized receipts. Do not include Mastercard/VISA charge card slips without completely crossing out the credit card number. Usually these don't show the item purchased; include the store (cash register) receipt instead. Clearly mark the item being reimbursed. Cash register receipts that do not show itemizations of the purchases should clearly be marked with detail information of what was purchased.
Avoid charging or submitting reimbursement requests for unallowable items. Regardless of method of payment, all expenses paid by the University are audited. Funds will be requested back from the individual for any unallowable cost already reimbursed.
Costs not allowed by the Cash-out method include:
- Any costs that cannot be documented with a clear, complete business purpose or costs that cannot be qualified to meet the requirements of that specific expense.
- Expenses paid for an event that has not yet occurred.
- Deposits, such as those paid for photocopy cards or key deposits/key refunds.
- Petty cash replenishments.
- Communications, including cellular and telephone long distance charges, internet connections and phone cards.
- Gift Certificates. These require prior approval and cannot be reimbursed. See Policy FIS Gift Certificate Policy xxxx.
The following items are generally considered personal and should not be processed through OSU:
- Candy and/or Gum
- Alcoholic beverages
- Desk items, such as Kleenex
- Greeting cards
- Flowers as gifts
- Key deposits
- Aspirin, cold medications, etc.
- Clothing
- CD's/cassettes
- Meal tips >15%
- Coffee room supplies for faculty & staff use
- Meal cost over the OUS authorized per diem
- Obtain approval by the person in the department with budget authority prior to submission at Cashiers.
- The claimant must read the certification on the form that states:
"I certify that the expenses itemized above were incurred in the performance of my official duties, and that no part thereof has been previously paid. In case any of the above is determined at a later date to be non-reimbursable, I hereby authorize the Director of Business Affairs to withhold that amount from other amounts due to me by OSU, subject to due process or promptly reimburse the University."
The claimant does not sign the original form until requested to do so by the Cashier.
- The claimant takes the approved Cash-Out form, with the original receipts attached, to the Cashier's window in Kerr Administration Building. The claimant signs the form when receiving funds.
NOTE: The claimant has 30 days from the date on the approved Cash-Out form to present the Cash-Out request to Cashiers. After 30 days, the form will need to be re-approved (dated and initialed) by the department to assist in the reconciliation of outstanding expenses.
- The department should keep a copy of each Cash-Out. These payments will be entered into FIS Banner via a JV (by the Business Affairs Accounts Payable office) to the Index and Account code indicated by the department. The description lines will begin with a "CO" and identify the person paid, and the purpose. This information will show on the FGRODIN report, and in the data warehouse transaction detail. It will also appear on the individual's accounts receivable record.
- Any disapproved expenses are to be paid by check payable to Oregon State University within 30 days after notification by the Office of Business Affairs. The check is to be submitted to the Business Affairs Accounts Payable office, where a cash receipt is prepared and the check deposited. A copy of the receipt is sent to the department for the claimant's records.
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