Procedure

The college has established a process to reimburse employees using personal funds for the purchase of low-cost items (less than $25.00) or emergencies purchases when approved by the department head or supervisor. Purchases are not to be used as a means of circumventing normal procurement procedures.

At no time should an employee have a college item shipped to their home address.

Procedure
1. Obtain approval from department head/supervisor for purchase.
2. Purchase item with personal funds and get a receipt for the purchase.
3. Present a signed/approved check request form (with original receipt attached) to the business office.
4. Check request will be process in the normal duties for reimbursements.
5. Expenditures will be charged to the appropriate unit in the month of purchase. The head of each department is responsible for controlling expenditures by departmental personnel. Any questionable items should be cleared, in advance of purchase, with the business office.

Restrictions
1. All items must be itemized on a check request form or Supplies and Materials form and original receipts attached with reason for personal purchase. (No photocopies will be accepted.) The receipt must list only those items being reimbursed. (No personal purchases may be listed on the same receipt).
2. The check request form must be submitted as soon as possible after the purchase. In no case will reimbursement be made more than 90 days after the date of purchase.
3. Items normally acquired from Faculty/Staff supplies, through contractual arrangements or routine purchasing procedures should not be procured using the personal funds.
5. The following purchases/transactions may not be authorized. The list is not inclusive.
• advertisements
• subscriptions
• drugs or alcohol
• honoraria or fees for services
• travel expenses

The business office will reject any requisition that does not meet the guidelines purchases. In the event that reimbursement is made for a purchase that is subsequently disallowed the employee who received the reimbursement must repay within 72 hours. The individual(s) concerned may appeal such disallowance to the Vice President for Administrative Service / CFO.

Review/Updated: