Included on this page:
A reverse expenditure is a true expenditure reduction such as a refund from a vendor of a previous payment which results in the cancellation of an expense (i.e. duplicate payments, returned goods, cancellation of an unused airline ticket), or proceeds from the disposition of equipment or scrap material that results in full or partial recovery of expenses.
If a reimbursement budget meets the requirements, a completed reverse expenditure form and check (cash cannot be accepted) should be sent to Banking & Accounting Operations, Box 351120, or Grant and Contract Accounting (GCA), Box 351122, as indicated on the form. In the event that the reimbursement is in cash, please fill out a cash transmittal, take it to the Cashiers Office for processing, and forward the completed reverse expenditure form to the appropriate office. When the the reverse expenditure has been processed, the credit will appear in the object code of the original charge on the monthly Budget Activity Report (BAR) and on the on-line Financial Accounting System (FAS).
The Request for a Reverse Expenditure form (UW 1621) must accompany the check. A completed reverse expenditure form describes the circumstances which resulted in the reimbursement in sufficient detail to allow determination that it qualifies as a reverse expenditure. In addition, the posting of the original charge to the budget must also be identified. The reverse expenditure form must include the reference number(s), the month and year, and the object code as it originally appeared on the BAR. A completed form must include the following elements:
Numbers 3 - 5 (above) can be satisfied by attaching copies of BAR's or a screen print from FIN with the original expenditure highlighted. For budgets other than grants, contracts, and gifts, forms and information can be obtained from Financial Services by calling 543-8414.
| If your reverse expenditure involves: | Send support to: | Include: |
|---|---|---|
| Travel | Banking & Accounting Operations Box 351120 |
UoW 1621 and referencing req. number |
| Vendor Refund | Financial Services, Banking & Accounting Operations Box 351120 |
UoW 1621 |
| Work Study reimbursement on a gift, grant, or contract |
Grant & Contract Accounting Box 351120 |
UoW 1621 |
| All other salary costs | Payroll Box 355655 |
UoW 1621 |
Note that all expenditures must be posted to the Financial Accounting System before a credit can be applied. Reverse expenditures are limited by type, frequency, and source. For example, reimbursement to facilitate recovery for printing/photocopy services provided as a convenience to faculty and staff is allowable. In this example it is important to note that the activity must be occasional, is restricted to faculty and staff only, and is limited to printing/photocopy services.
Fund Raising/Official Functions, when appropriate, are considered revenues
from sales of goods and services not
reverse expenditures and are addressed in the
Administrative Policy
Statement 32.1, Section 2.c.
