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Procedure for Out-of-Pocket Reimbursement Policy


Policy Number Policy Owner
6011.1.P Purchasing

Revision History:

Date Version Change Ref Section
3/30/2001 1.0 New Document  
c. 2001 1.1 Minor Revisions  
8/30/2016 1.2 Minor Revisions  
1/5/2017 1.3 Minor Revisions  


The following procedures concerning out of pocket reimbursements are in effect:

    1. An original detailed receipt is required for all out of pocket reimbursements. Failure to provide an original receipt will result in nonpayment.

    2. A justification for the out of pocket purchase is required directly on the purchase requisition and signed by the employee. The justification shall state the reason(s) for not following normal purchasing procedures.

    3. Purchase requisitions for out of pocket reimbursements are to be signed by the employee's supervisor.

An Authorization to Expedite Purchase form should be utilized when there is an immediate requirement for an item. Out of pocket purchases for less than $15.00 may be reimbursed directly at the Student Account's Office with a completed small cash reimbursement form approved by the supervisor. Travel expenses (ferry tickets, etc.) are not an appropriate expense for the small cash reimbursement procedure through the Student Accounts Office. State sales taxes are not reimbursable when an employee makes an out of pocket purchase. In addition, requests for out of pocket reimbursements are subject to the review and approval of the Purchasing Office.

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