The University of ArizonaThe University of Arizona
Financial Policies & ProceduresFinancial Policies & Procedures
 

9.10 Requisitions/Reimbursements

 

Purpose:To provide guidelines for processing requisitions and reimbursement requests, including:
  • Appropriate circumstances
  • Appropriate funding
  • Appropriate document and supporting documentation 
Policy Owner:Operations and Financial Management 
 

Reporting Misuses
and Abuses:

Nicole Hinze,
Associate Comptroller
 

 


Section Contents

 

General Guidelines and DefinitionsTable 1 - Allowable Expenditure Summary 
Which account should I use?
Table 2 - Requisition/Reimbursement/Purchasing Card Procedures
Which method/form should I use?

General Guidelines and Definitions

  1. Application: These guidelines apply to all University of Arizona funds except agency funds. Agency funds are funds for which the University acts as a fiduciary custodian of the funds but has no responsibility for deciding policy on use, for example, UPH. Policies for agency funds are set by the party for whom the University holds the funds.
  2. Allowable Expenditures: Reasonable and business-related expenditures, as defined below, are allowable. Some expenditures are only allowable from certain funding sources; refer to Table 1.
    NOTE: Some expenses appear to be personal, for example, flowers, gifts, or clothing. Other expenses appear to be nonbusiness related, for example, firearms or gasoline for vehicles used in town. Expenses that appear to be personal or nonbusiness related must be supported by a written explanation of why and how they are reasonable and business related.
    1. Reasonable: An expenditure is considered reasonable if: 1) the nature of the goods or services acquired and the amount involved reflect the actions of a prudent person under the circumstances, 2) the expenditure is appropriate given the purpose of the University, and 3) reimbursement for or direct payment of the expenditure is not otherwise disallowed by any University policy.
    2. Business-Related: Ordinary and necessary expenses incurred to conduct University of Arizona business. 
    3. Time Limitation: The University is permitted to reimburse employees for business related expenses as a qualified tax-free payment under the “Accountable Plan” rules defined by the Internal Revenue Service (IRS) (Treas. Reg. §1.62-2). Those rules limit the qualified reimbursement to 60 days after the expense is paid or incurred. However, the university has unique circumstances and sufficient justification to have an additional 30 days added to the reasonable period.. After 90 days, the reimbursement becomes unqualified and taxable. Unqualified reimbursements will be paid through the Accounts Payable system and reflected in the employee’s wages through UAccess payroll system.
  3. Employee Recognition: The University sponsors a number of formal recognition programs for University employees.  Examples include the Employee Recognition Week and Awards for Excellence.  These programs are meant to focus on specific achievements and activities or acknowledge significant accomplishments, such as length of service.  In addition, the University encourages colleges and departments to recognize their employees for contributions to the University in a less formal manner.  Departments offering taxable awards will assume responsibility for ensuring accurate income tax reporting to their employees and will assume the risk of fines and penalties for any failure to report taxable income that is identified in an audit.

    NOTE: If compensatory employee recognition awards are to be a part of the employee recognition program, a Recognition Award Compensation Form  must be completed and reviewed for compliance by FSO-Payroll, because the awards are considered taxable. The program should be in compliance with Human Resources, Financial and Tax policies regarding recognition. In addition, the following conditions must be met:
    1. The costs of each recognition event do not exceed a "reasonableness" level (defined as no more than $15 per person per event to cover the cost of refreshments or a modest meal, minimal decorations, mementos etc.). If this amount is exceeded, a letter of justification approved by the Vice President of the area will be required.
    2. The event is held preceding, during, or immediately following normal business hours.
    3. The recognition events must be non-discriminatory and held for the benefit of all eligible departmental employees (may have separate events for different categories of employees, e.g., faculty, staff).
    4. funding restriction - State or Sponsored Projects Funds may not be used

Employee Recognition Awards

NONTAXABLE

TAXABLE

N/A

Cash

N/A

Unrestricted or negotiable prepaid cards/certificates

Restricted or non-negotiable prepaid cards/certificates of $75 or less

Restricted or non-negotiable prepaid cards/certificates greater than $75

Any tangible personal property with a total cost (includes sales tax, engraving) of $75 or less,  such as a pen or plaque

Any  tangible personal property greater than $75.  (Exception for length of service or retirement awards of no more than $400)

Occasional tickets to theater or sporting events, including University events

Season tickets to sporting or theatrical events, including University events

Discounts of 20% or less off sales price normally available to general public on purchase of University goods and services

Discounts of greater than 20% off sales price normally available to general public on purchase of University goods and services

Occasional group meals or refreshments for employee recognition events that cost less than $15 per person

N/A

Tangible personal property awards for length of service that are no more than $400

Tangible personal property awards for length of service that are in excess of $400. Only the amount that is greater than $400 is taxable

Tangible personal property retirement awards that are no more than $400

Tangible personal property retirement awards that are in excess of $400. Only the amount that is greater than $400 is taxable.

  1. Retiree Farewells: Expenditures for retiree farewells are allowable if the retiree has been continuously employed at the University of Arizona for a period of no less than 10 years. Additionally, the following conditions must be met:
    1. The costs of each retiree farewell event do not exceed a "reasonableness" level (defined as no more than a total of $15 per person per event to cover the cost of refreshments or a modest meal, minimal decorations, mementos etc.). If this amount is exceeded, a letter of justification approved by the Vice President of the area will be required.
    2. The event is held preceding, during, or immediately following normal business hours.
  2. Business Meeting Expense vs. Business Entertainment: A distinction must be made between Business Meeting Expense and Business Entertainment because Business Meeting Expense may include the bid process.
    1. Business Meeting Expense (for groups): The primary purpose is to conduct business or disseminate information. Business meetings require advance planning, involve groups of people and have considerable cost. Examples include luncheons and dinners for groups, banquets, conferences, workshops, retreats and seminars.

      These events must be preceded by a Requisition to a vendor far enough in advance to allow for the bid process when applicable. Business meetings may include elements of morale-building activities meant to reward or celebrate successes or to publicly recognize employees for good performance. These take on more of an informal-type employee recognition nature, and might include expenses incurred for incidental (small dollar) tokens given to motivate, inspire or express appreciation.

      Code Business Meeting expense to object code 5170. Business Meetings are not allowed on State accounts and have restricted usage on Sponsored and Local Accounts (refer to Table 1 for details).

      NOTE: When events on main campus are planned that include food, and the total cost exceeds $750.00, departments and organizations must contact the Student Union Dining Services to make food service arrangements. AHSC departments have the option of using the UMC food service. Refer to the Catering Policy for details.
    2. Business Entertainment (for a few individuals): The primary purpose of Business Entertainment is to further business relations. Business Entertainment is smaller in scale, includes a small number of people and is fairly low cost. Examples include business lunches or dinners, tickets to athletic, cultural or other events.

      Process reimbursements to University employees with a Disbursement Voucher; payments to vendors should be requested in advance with a Requisition.

      Code Business Entertainment to object code 5550. Business Entertainment is allowed only on Local Accounts (refer to Table 1 for details).
  3. Unallowable Expenditures: Some examples of unallowable expenditures, which are not payable from any University funds, are:
    1. Expenditures for employee social or recreational functions - where no business is conducted nor business objectives are present (for example, non-approved individual retirement farewells or employee recognition programs, picnics, or memorial services; Christmas or other holiday related parties and employee functions).
    2. Gifts of any type for personal life events or for holidays (for example, for condolence, congratulations, birthdays).
    3. Dues for membership in community service organizations (for example, Kiwanis, Rotary).
    4. Charitable contributions or donations.
    5. University parking fees and permits for faculty, staff or administrators personal use.
    6. Fines and penalties (for example, parking fines and returned check charges).
    7. Personal expenses (for example, passports and related expenses, personal phone calls, personal use of photocopy machines, supplies for home or personal use, such as, briefcases).
    8. Alcohol.
  4. Administrative Costs on Federal Agreements: Administrative salaries, postage, membership dues, and office supplies are normally included in the indirect cost rate and may be directly charged to Federal agreements only under the exceptional circumstances described in OMB Circular A-21, Section F.6.b. The exceptional circumstances must be justified in the proposal and accepted by the Federal Sponsoring agency. Call your Sponsored Projects fund accountant for rebudgeting after the fact.
  5. Social Security Number: The University is required to obtain the social security number for reporting of payments to all individuals, including subject pay, independent contractors, lecturers, speakers and employee reimbursements to the Federal and State Governments and for verification of the payee's identity. This disclosure is mandated by the Federal Privacy Act of 1974, by Sections 6011 and 6051 of Subtitle F of the Internal Revenue Code and by Regulation 4, Section 404.1256, Code F of Federal Regulations, under Section 218, Title II of the Social Security Act, as amended.
  6. Termination Date: All requisitions for sponsored project grant and contract accounts must include the termination date. Requisitions that cannot be fulfilled before the termination date must not be approved by the responsible person or fund accountant and must not be honored by the servicing unit (Purchasing, IB unit).
  7. Random Review: Requisitions not reviewed by fund accountants are subject to random audit. Departmental representatives found responsible for consistently approving transactions that have been miscoded, are unallowable, or do not have adequate funding to support the expenditure, may be required to submit all requisitions for fund accountant approval and/or considered for other appropriate administrative action. Departments are responsible for financing all unfunded or inappropriate transactions.
  8. Purchasing Card: The University of Arizona Purchasing Card Program has been designed and implemented to allow for direct small dollar purchases (less than $5,000). The intent is to eliminate, as much as possible, the need for small dollar purchase orders and direct reimbursements. All transactions made using the UA Purchasing Card must benefit and support the University's mission of education, research, and public service.

    An overview, criteria for departmental participation and instructions for getting started are available at http://pacs.arizona.edu/Purchasing_Card
  9. Federal Express Invoices: Federal Express will electronically invoice the University of Arizona for domestic and international shipments instead of mailing paper invoices to the departments.
  10. Dual Signature Authority: To ensure good internal control, transactions should be authorized and approved. Ideally, the authorizer and the approver are two different individuals, however, if the Responsible Person/Principal Investigator delegates their authorization to an approver, the authorizer and the approver could be the same person. 

    The concept of authorization and approval can be as informal as someone asking for something or OK'ing what someone else has asked for (authorization) and someone signing off (approval).
    Grants and Contracts - the Principal Investigator is the authorizer and someone in the department (usually the business office) is the approver.

    State, Designated, and Auxiliaries - Responsible Person is the authorizer and someone in the department (usually the business office) is the approver.
    UAccess Financials performs electronic routing and approval/disapproval of financial documents. Appropriate use of electronic signatures can be found on the UA policies website

    Central administration will continue to review for FINAL approval of electronic documents signifying that the transaction has been authorized by the Principal Investigator (grants and contracts) or a Responsible Person (all other accounts) or their delegate. The approver is also attesting that the transaction is allowable by policy and that funds are available.

    If your College requires that documents are forwarded to the College Business Office for review and approval, this policy does not impact those requirements. Additionally, this policy does not alter the requirement that employee reimbursements are approved by the employee's supervisor.
  11. Conferences: If a conference is held at University facilities and is supported by expenditures from University accounts, the proceeds must be deposited with the University. If the conference sponsors intend for the proceeds to be deposited with the University of Arizona Foundation, the conference may not be held using University facilities and University money may not be used to support the conference without payment or reimbursement from the Foundation. Such arrangements must be approved in advance by the appropriate University vice president or dean of the college. 

    It is very important to keep Foundation money separate from University money and to deposit receipts with the appropriate institution. When University money is used, follow University policies and procedures. When Foundation money is used, follow Foundation policies and procedures.

Employee Expense Reimbursements

  1. Alternatives to Out-of-Pocket Expenses - Employees may be reimbursed for business related expenses incurred out of pocket. To reduce the need for obtaining reimbursements consider using the Purchasing Card for expenditures:
    1. Purchasing Card - The UA Purchasing Card is available for direct small dollar purchases (less than $5,000). An overview , criteria for departmental participation and instructions for getting started are available at http://www.pacs.arizona.edu/Purchasing_Card
  2. Employee reimbursements are processed through the UAccess Financials System and approved by the Accounts Payable/Travel staff.
  3. Operational advances and/or settlements, revolving operational advances, subject payments, participant's fees, royalties, moving expenses and replenishment of college or equivalent reimbursement or petty cash funds will be sent via ACH Direct Deposit to the employee's 'primary' bank information listed in UAccess. If the employee would prefer these funds to be directed to a separate account they may make arrangements by contacting the Accounts Payable office at 520-621-9097 and filling out an Accounts Payable ACH Electronic Authorization form.

    Direct Deposit of employee business or travel reimbursements are sent nightly to the University’s banking institution. The payee should allow two business days for the funds to reach individual banking institutions.

    If the employee does not have a primary bank assigned in UAccess, the employee will be paid on an Accounts Payable check which will be mailed to the employee's home address.
  4. Request employee travel expense reimbursements with a Travel Expense Report and forward it along with the UAccess DV cover sheet to FSO-Operations.
  5. Timeliness: Requests for reimbursement should be submitted within 10 working days of incurring expense.
  6. Employee Reimbursements - Signature Requirement: For reimbursement of business-related expenses, the original signature of the employee is required on the Employee Reimbursement Request Form or the Disbursement Voucher Cover Sheet. This responsibility cannot be delegated. 
  7. Students: Students are covered by provisions of this policy if they are employees of the University; if they are not so employed, they are regarded as "nonemployees" under this policy.
  8. Establishing a College or Equivalent Reimbursement Fund: A college or equivalent may be authorized to establish and monitor a Reimbursement Fund for the purpose of making disbursements in accordance with this procedure. Requests to establish a Reimbursement Fund should be directed to the Associate/Assistant Comptroller - Financial Management. The custodian of the Reimbursement Fund will be required to follow policies designated and must assume responsibility for any illegal utilization of University funds. These responsibilities cannot be delegated. The Reimbursement Fund will be subject to a periodic audit conducted by the Financial Services Office - Financial Management.

Exceptions

  1. Special circumstances may allow for some of these guidelines to be altered on occasion, on a case by case basis. This determination must be initiated at the departmental level, reviewed by the appropriate dean or director, and approved by the appropriate vice president.

Employee Reimbursement Procedures

  1. Complete the Disbursement Voucher (DV) in UAccess Financials, print the disbursement voucher coversheet, attach all supporting documentation including any original itemized receipts as required in Table 2, note 3, and send to FSO, Operations.
  2. Accounts Payable provides an optional Employee Reimbursement Request Form on eForms for departments that prefer to itemize the reimbursement for the employee to review, sign and mail to FSO Operations.

Table 1 - Allowable Expenditure Summary

The following chart outlines specific categories of business-related expenses as they are generally allowed by fund type, assuming proper approval and documentation. Exceptions may occur where the expenditure is specifically budgeted or specifically prohibited by the source of funding. The terms of individual contracts and grants may also require sponsor preapproval for certain types of expenditures. Refer to the appropriate Fund Accountant for details.

Category of ExpenditureState AccountsSponsored AccountsLocal Accounts
Administrative salariesAllowableRestricted (10)Allowable
Business entertainment Alcohol cannot be reimbursed using any University funds.
    Expenses incurred on behalf of non-University employees or appropriate University employees when the primary purpose of the activity is to further business relations but not to conduct business functions. 
Not allowableNot allowableRestricted (7)
Business meetings (11
Alcohol cannot be reimbursed using any University funds.
    Costs of meetings and conferences, when the primary purpose is to disseminate technical information or conduct business. This includes the costs of meals, refreshments and other items incidental to the meetings or conferences. 
Not allowableRestricted (8)Restricted (7)
Departmental or institutional recognition programs, awards, and retiree farewells (refer to paragraph 3.)Not allowableNot allowableAllowable

Employee recruiting (2)

Expenses incurred to recruit a prospective University employee, including airfare, transportation, lodging, meals, and other necessary expenses related to the job interview or recruiting process (4)

Restricted (3)Restricted (10)Allowable
Employee relocation-from outside ArizonaNot allowableRestricted (10)Restricted (5)
Employee relocation-within ArizonaAllowableRestricted (10)Restricted (5)
Local TelephoneAllowableNot allowableAllowable
Meals at local professional organization meetingsNot allowableRestricted (8)Restricted (9)
Office coffee, tea or water (does not include food)Not allowableNot allowableAllowable
Office SuppliesAllowableRestricted (10)Allowable
PostageAllowableRestricted (10)Allowable
Professional organization dues (6)AllowableRestricted (10)Allowable
Registration fees at local conferencesAllowableAllowableAllowable
Student Recruitment ExpensesNot AllowableRestricted (10)Restricted (12)
Subscriptions and books (if job-related)AllowableRestricted (10)Allowable
Notes:
(2) Interviewers and prospective University employees may be reimbursed on a per-diem basis for meals; however, original itemized receipts are required for lodging reimbursement. The agreed upon per diem for meals may not exceed the instate per diem established for University employees on travel status. Mileage will be reimbursed at the rate established in section 14.
(3) In-state recruiting allowed on State accounts only with prior approval from appropriate senior vice president.

(4) .  Expenses may by qualified or unqualified according to the internal revenue code.  

Qualified expenses:  Allowable expenses for the job candidate are considered qualified and nontaxable to the job candidate.

Unqualified expenses: Allowable expenses  for others to travel with the job candidate. These expenses are taxable income to the job candidate and reportable to the IRS

(5) Employee relocation expenses are considered an element of the offer of employment to a prospective University employee. The amount and conditions of reimbursement for relocation expenses, as allowed by section 9.14, Relocation Policy for New Employees, must be specified as part of the hiring process, and must have prior approval of the appropriate vice president.
(6) Dues are only allowable for professional organizations in which the University derives a business benefit from the institutional or individual membership. The organization’s membership must be restricted to a particular occupational interest group or academic discipline and whose purpose is generally to provide a common association for its members (e.g. AMA, ASCE, ASA).

Dues for social service organizations, political action committees, or lobbying organizations are not allowable from any funds. Some organizations identify an option to add donations or contributions to political action committees to the base dues. These charges are not allowable; only the base dues will be paid.

(7) Must be documented by providing a list identifying the general business purpose, date, location, and number of attendees and their relationship(s) to the University of Arizona.
(8) May be allowable on some sponsored accounts, contact your Sponsored Projects fund accountant for the allowable expenses on particular accounts. When allowed must be documented by providing a list identifying the general business purpose, date, location, and number of attendees and their relationship(s) to the University of Arizona.
(9) Expenditures for meals in conjunction with professional organization meetings (when not in travel status) may be reimbursable if attendance is directly related to the employee's job responsibilities at the University and if approved by the dean or department head.
(10) May be allowable on some sponsored accounts, contact your Sponsored Projects fund accountant for the allowable expenses on particular accounts.
(11) When events on main campus are planned that include food, and the total cost exceeds $750.00, departments and organizations must contact the Student Union Dining Services to make food service arrangements. AHSC departments have the option of using the UMC food service. Refer to the Catering Policy for details.
(12) For the purpose of this activity, costs should be $4.00 or less per item and should be limited to items distributed to prospective students. Items should also be imprinted with the University of Arizona and the College’s or Programs name. This type of expense can be funded on designated accounts. It is permitted on auxiliary or restricted funds only if the expenses are directly related to the business of the auxiliary or specifically allowed by the sponsor or donor.

 

State AccountsSponsored AccountsLocal Accounts
1-000000 - 1-5999903-000000 - 4-9999901-600000 - 1-999990
2-000000 - 2-099990 2-100000 - 2-299990
2-300000 - 2-300500 2-300510 - 2-699990
  5-000000 - 5-999990

Table 2 - Requisition/Reimbursement/Purchasing Card Procedures

Methods

General Use

DVDisbursement VoucherUse to request employee reimbursements and direct payments to off campus vendors or organizations. The DV should only be used when the Requisition is not appropriate.
IBInternal BillingUse to purchase goods and services from on campus vendors
RMPVRequest for Motor Pool VehicleUse to request a Motor Pool Vehicle
REQSRequisitionUse when ordering goods or services from off campus vendors, to request change orders or to request a bid.
Purchasing CardCardholders may use when ordering most operational supplies from vendors that accept Visa.

Ordering Goods or Services from other Campus Internal Billing Units

TransactionMethodComments (1)
Purchases from another campus billing unitIB/SBUnless billing unit uses an alternative order form.
   
Request a Motor Pool vehicleRMPVTo reserve a motor pool vehicle, complete the On-Line Vehicle Registration Form.

Ordering Goods or Services from External Vendors/Independent Contractors

TransactionMethodComments (1)
Arrange for a conference, workshop, retreat or business meeting sponsored or coordinated by a University department.REQSRefer to paragraph 5, Business Meeting Expense vs. Business Entertainment Expense for additional information.
Charter aircraft or bus servicesREQS
Establish a blanket order with any vendor including UPI/UMC for patient care servicesREQS 
Establish off campus dial-up networking services from DakotaCom.net.To set up an account and receive invoices for services with DakotaCom.net.
  • Contact by phone (745-3900, option 2) or stop by (4003 E. Speedway, Suite 111) M-F, 8am - 5pm

    NOTE: DakotaCom.net electronic invoices prior to 12/31/2009 can be viewed at http://www.fso.arizona.edu/isw/ by clicking on the DakotaCom.net Icon and searching by FRS Account number.
    Invoices billed after 1/1/2010 can be viewed at http://www.fso.arizona.edu/isw/ by clicking on the AP Invoice Document Images Icon and searching by Dakotacom.net account/invoice number.
    Invoices received after 10/1/2011 can be found in UAccess Financials.
Independent Contractor ServicesREQSIf the independent contractor is an individual or a business entity without an Employer Identification Number, attach an Independent Contractor Form. See 9.12 for complete details.
Moving services for new employeesDV or REQSSee section 9.14, Relocation Policy for New Employees.
Ordering from vendors that accept Visa, except for prohibited items (see restricted list in the Purchasing Card Manual).Purchasing CardSee Placing an Order in the Purchasing Card Manual.
Postage < $1,000DVGenerally these expenses are prepayment of postage machines and invoice/receipt is not available. Initiate a DV and contact the Accounts Payable office to issue the disbursement via accts_pay@fso.arizona.edu. A check will be issued and the department is required to return the postage receipt within 3 business days.
Postage > = $1,000REQSRequisition indicating a prepay with check should be initiated - A PO will be issued. Accounts Payable will initiate the disbursement and contact the department to pick up the check. A check will be issued and the department is required to return the postage receipt within 3 business days.
Registration fees (local & travel related)REQS ORForward registration form to Purchasing as an attachment.
Purchasing CardReconciler codes transaction with object code 5520. NOTE: When paying for an out of state class or conference, mark the transaction as a SERVICE when reconciling in order to avoid use tax.
Federal Express

DV

When paying for packaging supplies, merchandise, custom fees a DV should be utilized
EDIGround and air shipments made on a UA Federal Express account are billed weekly (Friday) by Federal Express by sending a file feed thru UAccess Financials (Sunday evenings) and expensed via the default UAccess Financials account number identified by the department.
Recruitment AdvertisingPurchasing Card ORClick here for additional information re: advertising.
REQSMark Attachments "Y" and forward Ad Copy to Purchasing.
SubscriptionsREQS or DV ORIf new subscription, attach order form.
If subscription renewal, attach invoice.(3)
Purchasing CardState the business purpose for the subscription in the COMMENTS section of the Purchasing Card screen.

Direct Payments to External Vendors/Independent Contractors/Individuals

TransactionMethodComments (1)
Business related expenses (for example, membership fees, dues, accreditation fees, business entertainment expense)DV or REQSAttach invoice (3).
Commissions and royaltiesDVAttach contract and supporting calculations.
Cooperating (Mentor) TeachersDVAttach original Cooperating Mentor Teacher form signed by the Cooperating Teacher.
Departmental employee awardsProcess in accordance with Employee Recognition procedures .
Entertainers > $1,000DVAttach Performance Contract.
Entertainers < = $1,000DVAttach Performance Arrangement.
Freight and Utility Invoices (telephone, cellular phone, internet services, electric, gas, water and refuse)

DV

 

Initiate a Disbursement Voucher (DV) in UAccess Financials and write the eDoc number on the invoice and fax to FSO/Operations @ 520 626-1243
REQInitiate an annual Requisition and fax   invoices to FSO/Operations  @ 520 626-1243 with the Purchase Order number indicated on the invoice.
PcardInitiate payment via Pcard and submit the invoice(s) FSO Pcard Compliance.
Independent Contractor Expense Only ReimbursementDVAttach original itemized receipts (4). (Direct payments are not allowed for fees, a REQS must be issued, see 9.12.)
Manuscript Reviewers who will be paid $200 or less during the calendar year.DVAttach the Independent Contractor Form when paying a fee and original itemized  receipts (4) when reimbursing expenses.
Manuscript Reviewers who will be paid more than $200 during the calendar year.REQSRefer to 9.12 for details.
Moving expenses < $5000

DV or REQ

Offer letter required for supporting documentation of expenses along with detailed receipts.
Moving expenses >= $5000 but less than $25,000DV or REQ

A minimum of 3 written estimates must be obtained by the new employee along with the offer letter and supporting documentation of expenses along with detailed receipts.

Moving expenses >=$25,000DVDirect payments are not allowed when the moving expenses will be > = $25,000, a REQS must be issued because competitive bids are required.
Officials for NCAA sponsored eventsDVAttach a copy of the NCAA's letter or form listing the designated officials for the event.
One time medical services provided by UPI/UMCDVAttach invoice (3)
Recruitment advertising billed by contracted agenciesDVAttach invoice.(3)
Click here for additional information re: advertising.
Refunds to SponsorsDVSponsored Projects or Financial Services Office use only.
Royalty and Permission FeesDVAttach one of the following: contract, letter of agreement, invoice or statement of distribution.
Scholarship awards to postdoctoral fellows and one time scholarship awards to students who are not currently enrolledDVRefer to section 13 for more information on payments to students.
Subject PayDVInclude SSN and home address of the individual. Exception: SSN not required if the subject will be paid <= $50 from all sources for the calendar year. See 9.12 for additional details. An Accounts Payable Subject Payment Form is required for all payments to human subjects.  This form is available on e-Forms.
Temporary office personnel charges billed by contracted agenciesDVAttach the invoice (3) and time sheets. Reference the Request for Quotation (RFQ) on the Disbursement Voucher.
For additional information, such as available vendors, rates and numbers, and the current RFQ refer to: http://www.pacs.arizona.edu/temp_employment_services
Temporary technical personnel charges billed by contracted agenciesDVAttach the invoice (3) and time sheets. Reference the RFQ on the Disbursement Voucher
For additional information, such as available vendors, rates and numbers, and the current Request for Quotation (RFQ) refer to: http://www.pacs.arizona.edu/temp_employment_services
Visiting expert or guest speaker who will be paid < $600 in a calendar year and whose engagement will last < 3 days.DVThe payee must sign the indemnity clause on the Disbursement Voucher. Attach a brochure or flyer and original itemized receipts (4) when reimbursing expenses. See 9.12 for additional details.
Visiting expert or guest speaker who will be paid < $10,000 in a calendar year and whose engagement will last < 14 days.DVThe payee must sign the indemnity clause on the Disbursement Voucher. Attach original itemized receipts (4) when reimbursing expenses and the Independent Contractor Form when paying a fee and submit via the DV Cover sheet to FSO/Operations..
Visiting expert or guest speaker who will be paid > = $10,000 in a calendar year and whose engagement will last > = 14 days.REQSRefer to 9.12 for details.
Notes
(1) All payments made to or on behalf of nonresident aliens must have additional supporting documents.
(2) Subprojects will be considered one project for purposes of this section.
(3) The original itemized receipt or invoice should be provided to prevent duplicate payments.

If the original is unavailable, a copy of the receipt or invoice, marked "copy" may be submitted. The unit manager is responsible for ensuring that the payee has not already been reimbursed. Some examples:

  • Invoices made out to the payee or to the University
  • Cash register tapes - include complete itemized receipt and circle (do not highlight) the item(s) to be reimbursed.
  • Restaurant receipts - Must identify the restaurant and date of service.  Business meeting and business entertainment expenses must also be supported with the general business purpose, location, and provide a list of attendees and their relationship(s) to the University of Arizona.  Itemized receipts which delineate meals and drinks are required. Additionally, alcohol cannot be reimbursed on any University funds and must be deducted from the total bill along with any additional tip/tax costs included in the final bill.  Tips are considered an allowable expense and should not exceed 20% of the total bill.  Tips exceeding 20% of the total bill must include a written detailed business purpose explaining the determined amount.  When the “total bill” includes a predetermined amount from the restaurant for gratuity, any additional tipping should not exceed 20% of the total bill.
  • Phone bills - Please see 9.17 Communication Service Plans.
  • Internet Purchases - The documentation should indicate what was ordered and that it was paid. For example, a paid itemized invoice would identify what was purchased and a charge card statement would show that payment was made.
(4) Attach original itemized receipts when reimbursing expenses. If original receipts are unavailable, reimbursements will be considered a fee and will be reported to the IRS as earned income on IRS form 1099. The payee will receive a letter from Accounts Payable indicating the reportable amount.

 



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