Reimbursement of Funds
Petty Cash Vouchers
For reimbursement of $50 or less for campus employees but not for student
employees. Always include original receipt with your voucher. Once your form is
completed, you can bring it by the Grants office for immediate approval. The requestor
can then take the voucher to the cashiering window for payment.
Complete Petty Cash Voucher instructions are attached to the petty cash voucher
form.
Direct Pay Request
For reimbursement of $50 or greater or any amount payable to non-campus
employees. Always include an original receipt with your request form as well as a
detailed justification for purchase under “Description”. Please include supporting
documentation such as a meeting agenda or flier, invoices, etc. *If you are requesting a
direct pay for yourself, you will need to show proof of payment. We will need to see paid
receipt showing a zero balance, or a copy of your credit card or bank statement (please
black out all account numbers except for the last four digits and all other purchases not
being claimed) or a copy of the front and back of a canceled check.
*If you are requesting reimbursement for tuition, you must provide an original receipt
plus a print out of the registration form. You must show proof that you are registered.
*If you are requesting reimbursement for health insurance premiums, you must get
permission through human resources.
Complete Direct Pay request form instructions are attached to the direct pay form.
Request for Special Services
Persons who are not current employees or student assistants of the University use
the Special Services form for one-time services.
Complete Request for Special Services instructions are attached to the form.
Business Meal Approval Forms
Business Meal Approval Forms (BMAF) must accompany all requests for
reimbursement for food items. If your event is scheduled for on-campus, you must use
Sodexho unless you receive prior approval. Any time food is served, you must provide a
BMAF, a flyer or agenda for the event and a list of attendees. If your meeting was open
to the public, please write up a justification that states meeting was open to public in lieu
of a list of attendees.
Complete BMAF instructions and hospitality policies are attached to the BMAF.
Billing Request Form
Billing Request forms are used when an invoice must be prepared for the
University or your program.
Complete Billing Request form instructions are attached to the Billing Request
Form.
Rule of Thumb: Always have original receipts accompany your claim. When filling a form out, ask
yourself “What is it? and What did it pay for?”.