Receipts & Reimbursement
Employees and students are required to submit itemized receipts for all expenses. Only meals for employees do not need a receipt, as these are reimbursed per the allowed rate agreed upon the union contract.
Employees and students must make every effort to obtain an itemized receipt. If unable to obtain an itemized receipt, email travel@winona.edu.
Itemized Receipts
Itemized receipts breakdown expenses and provide detail for your purchase, including:
- Name and address of vendor
- Dates purchases were made
- Description of charge
- Amount charged for each line item
- Total of all charges
Types of Itemized Receipts
- Invoice
- Receipt listing break out of each item purchased
- Airline itinerary with break out costs (flight amount, taxes, baggage, etc.)
- Uber or Lyft email
- PayPal email/invoice that provides details of what was purchased (not a transaction email)
- Square receipts with description of what was purchased and by whom
If you are questioning if your document can be considered an itemized receipt, contact the Travel Office.
For example, a hotel receipt must include:
- Name and address of the hotel
- Dates the employee stayed
- Detailed description and amount of each item charged, such as lodging, tax, internet, etc.
- Total amount and date paid by the employee
Reimbursement
Winona State does not reimburse personal expenses. Do not use your personal funds for airfare—this expense will also not be reimbursed by WSU.
The IRS requires employee business expenses to be submitted for reimbursement within 60 days after the purchase.
After 60 days, the reimbursement will be taxed by federal, state, FICA, and Medicare—which causes additional costs for the University and the employee.
Be aware of fiscal year-end due dates for submitting business expense reimbursements.
Supervisors must approve Employee Expense Reports by June 4, as that is the deadline for fiscal year 2024 in anticipation of implementing Workday. Any Expense Reports for travel submitted or approved after June 4 must be resubmitted through Workday in July.
If reimbursements are sent after a posted deadline (email with deadline is sent at the end of April or early May), the reimbursements may be subject to presidential approval.
If presidential approval is required, the reimbursement will be applied against the next fiscal year’s funds.
Employee reimbursements are included in the employee’s paycheck and follow the payroll cycle. It may take 3-4 weeks for processing.
Maximum rates are set by collective bargaining agreements and the Department of Employee Relations. These rates may change for any or all the various bargaining units each time the contracts are renegotiated.
View Expense Reimbursement Allowances by Collective Bargaining Agreements/Compensation Plans (PDF).
Student reimbursements are paid according to the information listed on the Student Reimbursement Form.
Submit an Expense Report
Submit expense reports promptly after making a purchase or upon completion of your business travel:
- Employees or their office support staff must submit Expense Reports in Workday
- Students use the Student Reimbursement Form
You may include appropriate purchases that were made with your personal credit card, meal reimbursement and mileage. Do not include any purchases made with the university credit card on the expense report.
Itemized paid receipts are required for all employee purchases except meals. Students and contractors are required to submit itemized receipts for all purchases, including meals.
Reimbursements are paid to the individual who incurred the expense. This includes expenses when traveling as part of a group.
An employee may not assume the expenses of another employee and submit for reimbursement. Each employee will be reimbursed for their own expenses only.
If you are leaving employment, make sure you have submitted all reimbursements prior to separation.