Non-Travel Reimbursements

You may request reimbursement only for those goods and/or services that were paid using PERSONAL funds. If a UMW purchasing tool was used to make the purchase, you may NOT request reimbursement. You are responsible for abiding by all state procurement regulations; including the use of the Small Purchase Credit Card (SPCC) or UMW Finance Card, mandatory state contracts, eVA and SWAM vendors.

To be reimbursed for Travel Expenses (mileage, parking, tolls, meals while traveling overnight, hotel expenses, etc.), please see Reimbursement Process for Travel Expenses.

To be reimbursed for anything OTHER THAN TRAVEL expenses, you must complete a Reimbursement Request Form. If you are requesting reimbursement for food, a completed Business Meal Approval form also is required.

All employees are expected to follow appropriate University procurement guidelines regardless of dollar amount. In the event of an emergency where an employee may have had to pay out of pocket for an appropriate business expense, the employee may seek reimbursement for out of pocket expenses. The maximum amount of a reimbursement is limited to $100. In the event that a request is over $100, the expense and reimbursement must also be authorized and approved by the appropriate Cabinet Member in addition to the supervisor prior to submitting to Accounts Payable. Maximum limits and regulations regarding Business Meal and food purchase reimbursements are not the same as non-food reimbursements and can be found on the Business Meals web site.

Reimbursement requests must be submitted to Accounts Payable within 30 days of the date on the receipt. Receipts must be detailed and legible.

IMPORTANT NOTE: Reimbursement requests turned in 90 days or more after purchase will be paid through Payroll and taxed as income per IRS guidelines

Submit the following to Accounts Payable:

1. A completed and signed Reimbursement Request Form (RRF).

The RRF contains a Procurement Services Department section and an Accounts Payable (AP) Department section, as each department has to review for its specific regulations. RRFs are submitted to AP. AP submits non-business meal reimbursements to Procurement Services for their review. When Procurement Services returns the reimbursement back to AP, AP will verify that the comment section has been completed, signed off, and dated.  If Procurement Services indicates that a small vendor quote was required, AP will verify that the quote is attached. If the reimbursement requires eVA entry, the reimbursement will not be processed by AP until the entry has been entered into eVA by the appropriate department as directed by Procurement Services.

2. Original, itemized, detailed receipts.

There are many different kinds of receipts. The state requires an ORIGINAL, ITEMIZED, DETAILED receipt. The purpose of a receipt is to show the goods and/or services purchased and to serve as “proof” that payment in full was actually made. If a “balance due” appears on a receipt, full payment is not “proven.” A copy of a check does NOT serve as “proof” that payment was made; however, a canceled check may prove that payment was made but doe NOT indicate the items purchased. A credit card statement alone does NOT show ITEMS purchased, but does show that payment was made. If you do not have an actual receipt, you may use some combination of the above-mentioned items to “prove” payment was made. Please contact Vicki Eppes-Ward at 654-1224 if you have any questions.

3. Any other required forms, such as a Business Meal Approval form for food purchases.

NOTE: To be reimbursed for “gifts” or “prizes,” you must follow ALL regulations on the Gift Giving web site and attach all required forms.

It is the responsibility of the Accounts Payable department to ensure the expenditure is allowable and reasonable; it is the responsibility of the person seeking reimbursement to include written documentation that justifies the expense. If the expense is not deemed reasonable by Accounts Payable, reimbursement will not be made.

No one may approve reimbursement to himself. The supervisor of the person being reimbursed must sign the approval for reimbursement.

UMW will NOT reimburse Virginia-based taxes, including taxes on food and meals. (UMW will reimburse for taxes on lodging. See Travel Reimbursements.)

Unallowable Miscellaneous Expenses include the following and will not be reimbursed: lost or stolen articles; alcoholic beverages; damage to personal vehicle, clothing or other items; movies charged to hotel bills; all expenses related to personal negligence, such as fines for parking or services used to gain entry to a locked vehicle; entertainment expenses; towing charges for personal vehicle; contributions; donations; charges for spouse, children and companions; personal needs such as medication, refrigeration (even for medication), hotel safe or other conveniences. The above list is not all inclusive.

Remember that accounts are open to the public and must be able to sustain the test of public review.