In order to request reimbursement from a Revolving Fund, individuals must provide a valid original receipt for allowable expenses made with their personal funds on behalf of the University.

Receipts

Original receipts are required. A receipt should include the following information:

Date
Place
Vendor Name
Amount
Description of items purchased

The vendor name must be stamped or printed on the receipt. The date, amount and description may be handwritten if necessary.

Bank Fees

For Bank fees, including minimum balance fees, overdraft fees, and purchasing a book of checks, include a copy of the bank statement showing the fees.

Credit Card Purchases

The ProCurement card is recommended for credit card purchases. Original receipts are required for items purchased with a credit card. Credit card statements are not an acceptable substitute for a receipt. However, a credit card statement pair with an invoice is acceptable. A perjury statement can be used if a receipt is not available.

Key Deposits

A slip signed by the recipient showing that the deposit was returned.

Internet or mail purchases

This can include items purchased via the internet, conferences, subscriptions, licenses, etc. Include two pieces of documentation. One shows what was purchased. This can be a copy of the invoice, screen print, or confirmation email. The other shows proof of purchase. This can include a copy of the canceled check or a copy of a credit card statement. If a screen print or email shows both that an item was purchased and that it was paid for that is sufficient.

Invoices

An invoice by itself is not sufficient. It needs to be paired with a proof of payment. This can include a copy of the canceled check or a copy of the credit card statement.

Invoices – Paid Invoice

A paid invoice shows a payment and a zero balance. This is an acceptable substitute for a receipt.

Lost, unavailable or incomplete receipts

The purchaser may complete a perjury statement and have it signed off by an administrator.

Mileage

Include a mileage log. Miscellaneous items purchased while traveling require receipts.

Partial reimbursements

If only a portion of the receipt is being reimbursed, highlight the reimbursable items. Calculate and note the amount of sales tax reimbursed.

Subject Payments

See the subject payments page

University Book Store

A full reimbursement is given if an original white receipt is given. We will deduct 10% if a yellow receipt is turned in. This is because a white receipt can be turned in for a 10% discount. There are a few exceptions to this rule. A yellow receipt will not have 10% taken off if the receipt clearly states that the 10% discount has already been deducted. Furthermore some purchases are not eligible for the rebate including computers, stamps, gift cards, and apple products. Again, 10% will not be deducted in those instances.

Revolving Funds

Overview

Funded Balance

Reimbursing Your Fund

Allowable Expenses

Custodian Responsibilities

Forms

Contacts

Documentation