All reimbursements must be pre-approved through the Business Office.
Expenditures NOT reimbursable with petty cash funds include:
For help filling out your Employee expense report, refer to the expense report page.
Employees are reimbursed for the actual cost of a meal not to exceed the maximum established in the applicable collective bargaining agreement or compensation plan. Meals are not to be treated as a per diem arrangement.
What is my Allowance based on my Bargaining Agreement/Compensation Plan?
Eligible meal reimbursement:
If you are not staying overnight, the reimbursements for meal expenses are taxable income, therefore when the expenses are paid, federal, state, FICA, and Medicare taxes will be withheld from the employee’s pay. NOTE: This gets recorded in the 4th column of the Expense Report (Excel).
Meals are recorded in columns four or five on the Expense Report (Excel).
Employees are reimbursed for actual miles driven at the rates specified by the applicable collective bargaining agreement, compensation plan or state statute. There are several rates used when reimbursing mileage for state travel. The IRS sets a standard mileage rate and updates it periodically.
In order to be reimbursed for lodging, the employee must stay at a licensed lodging facility.
Itemized receipts are required for all expenses except meals, for example, parking, taxi, baggage, etc.
Expenses that do not qualify to be reimbursed are: