Statement of Policy and Responsibility for Expense Reimbursement

The College policy for reimbursement of expenses and other college related business expenses has been updated and is effective on 7/1/05.

All approved requests will now be reimbursed directly to the employee on a biweekly basis and will be included in each individual’s payroll check. The amount will be detailed in the deduction section as an addition to your net pay and will not be included in your gross earnings or subject to any tax withholding. (It will show as a negative deduction) All completed and approved reimbursement requests must be in the payroll office by Wednesday afternoon at 2:00pm(The 2nd week of the payroll cycle) in order for it to be processed with the biweekly payroll. Any requests received after that, will be processed in the next payroll.

Please note that expenses are those in which the employee is actively engaged in a business meeting or activity necessary to the performance of the employee’s job duties, and or there is a clear business purpose.

Employees are expected to exercise good business judgment regarding the expenses covered under this policy.

All employees are responsible for complying with this policy. Employees submitting expenses that do not follow this procedure risk delayed, or partial reimbursement.

1. Requests for reimbursements of business expenses must be submitted on the Travel Expense and Reimbursement Voucher to Purchasing . Original Receipts must be attached to receive reimbursement.
2. All business expenses should include the following information:
   • The amount of the expenditure
   • Date and purpose of expenditure
   • Account numbers
   • All signatures required for payment.
3. Requests for reimbursement lacking this information will not be processed and will be returned to the originator.
4. The College is a not-for-profit organization and is exempt from certain sales taxes. It is the employee’s responsibility to indicate to the vendor that the College is a tax-exempt organization.
5. A tax-exempt certificate is available to employees and is available from Accounts Payable.
6. Sales tax is not reimbursable under this policy, and if paid by the employee, remains the obligation of that employee.