407 Employee Reimbursements
Although use of a Departmental Procurement Card or OSU’s Auto Pay Vendors is preferable, there are instances when employees need to use personal funds for OSU business purposes, and subsequently get reimbursed by the university. Listed below are various options for payment of employee reimbursements for goods & services and travel.
All reimbursements must be submitted for payment within 9 months of incurring the cost and in the appropriate fiscal year for the expense.
- Reimbursement Request Form or Travel Reimbursement Form. When using the Reimbursement Request form it is preferable to hold individual small receipts and submit as a larger amount. Special attention should be paid to the date limitations for submission of the request as shown above.
- Use departmental Petty Cash fund. Most departments have a petty cash fund. A department with a petty cash fund of less than $100 can request that the amount increased. See FIS 1402-10: Petty Cash Policy.
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407-01 Travel Reimbursements
Employees who are stationed on campus, and have a claim of $100 or less may use the Cash Out Personal Reimbursement process. The form can be found on the Business Affairs Forms website. For claims over $100 and for travelers not stationed on campus, submit a Travel Reimbursement Request Form. For details, see the Travel Policies and Procedures manual.
- Employees - Expenses are reimbursed with appropriate documentation, as per OSU Travel Policy. Per Diem is available only while the employee is in “travel status” (official university business requiring an overnight stay away from the employee’s official station). When employees travel together, it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees. Reimbursement for multiple employees is only allowed when actual expenses are being reimbursed and are supported by receipts. Employees involved cannot request reimbursement for such expenses paid on their behalf to another claimant.
- Employees on Leave - Reimbursement for expenses incurred during sabbatical or other types of leave is warranted only in exceptional circumstances. These costs must be pre-approved by the department head before the leave is taken.
- New Employees - New employees may be reimbursed for house hunting and moving expenses when reimbursement is necessary to employ qualified personnel. The maximum total cost being paid must be indicated in the new employee’s letter of offer. New employees teaching summer session only, may be reimbursed for travel expenses associated with one round trip when reimbursement is necessary to employ qualified personnel. See FASOM section on Compensation -- Fringe Benefits -- Moving Expenses.
- Students - Students who travel as employees or officially designated representatives of OSU may be reimbursed for travel expenses.
- Team/Group - An OSU employee, such as a coach or group leader, can pay for the travel expenses of the team or group members. Non-employee expenses should be kept separate from employee expenses. Detailed itemization of expenses is required and must be supported by receipts. When team/group members are provided cash to buy their own meals, a list of the individuals’ names, their signatures, and the amount disbursed is required.
- Unpaid Members of Advisory Committees - May be reimbursed for actual and reasonable meal expenses and mileage. Original itemized receipts are required.
- Employees of Other State & Federal Agencies - Employees of other agencies are to be reimbursed for travel expenses by their own agency. OSU will reimburse their agency when invoiced for expenses.
- Official Guests - Official guests can be, but are not limited to: faculty candidates, research collaborators, visiting scientists or lecturers, seminar or workshop speakers, observers, etc. Pre-approval by appropriate program personnel is required prior to extending an invitation. A clear benefit to OSU must be provided when requesting payment of invited guest expenses.
- Faculty candidate spouse - payment of expenses require prior approval from the Provost.
- Guest Speakers not receiving compensation - airfare and lodging can be direct billed to departments.
- Official Guests not receiving compensation - expenses such as airfare, lodging, meals, and vehicle rental can be reimbursed to the guest when supported by original itemized receipts. Meal per diem and mileage can be reimbursed to the guest at current OUS mileage and per diem rates.
- Official Guests receiving compensation - all incurred expenses (including meals, lodging, transportation, etc.) are incorporated in the PSI/PSC payment amount and should be coded as appropriate to the expense; not travel account codes.
- Other Non-employees
- Non-OUS Participant expenses (286xx) should be coded as appropriate to the funding source. Travel expenses reimbursed on account code 28635 require receipts for all expenses, except mileage. Mileage is reimbursed at the OUS rate. Travel expenses not documented with receipts are reimbursed using account code 28636.
- Individuals on a Fellowship, and not taking classes toward a degree (i.e.: post-docs) are reimbursed using 28636, because the transactions are 1099 tax reportable.
- Volunteers are eligible to receive per diem only when travel is an assigned duty and indicated as such on their condition of volunteer service.
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407-02 Personal Reimbursements
These payment requests are normally for claims of $100 or more. The department prepares the employee’s request with receipts/documents showing proof of payment, and clear business purpose, enters into Banner, and sends to Business Affairs Accounts Payable office for final review and processing. Reimbursement for calling to another cell phone with the charge of a long distance call to the caller is not allowed unless the staff member is able to establish that there was no alternative form of communication available. The form is located on the Business Affairs Forms website.
| See also: |
FIS 1402-02: Cash Out Policy.
FIS 410-29: Meals on One Day Trip (no overnight stay)
FIS 410-07: Paying for Meals and Refreshments Served at Intra-departmental Functions
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407-03 Web Purchases – See FIS 1402-08: Personal Reimbursement for Web Purchases
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407-04 Corporate Travel and Entertainment Card
The Oregon University System has an agreement with a banking institution to provide corporate VISA cards to employees of OSU. This Visa card is to be used only for authorized OSU reimbursable expenses. Misuse of the card may result in disciplinary action, up to and including termination of employment. OSU assumes no liability for this card, the cardholder is totally liable for all charges made against this account and for any other obligations arising from use of this card.
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407-05 Cell Phone and Pagers – See FIS 1402-03: Communications: Internet Services, and other Mobile Devices
407-06 Telecommuting – See Telecommuting Policy (pdf format) on the OHR Website.
407-07 (vacant)
407-08 (vacant)
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