Accounts Payable

Employee Reimbursement Procedures



EMPLOYEE REIMBURSEMENT PROCEDURES FOR PRODUCTS

BPPM 70.20

If an employee pays for an item and seeks reimbursement, the department must follow the procedures below to process the reimbursement. The maximum allowed for an employee reimbursement is $5,000.

The department is not required to obtain prior approval from Purchasing Services for an employee reimbursement.

Requesting the Reimbursement

To request employee reimbursement, the department must:

  • Prepare a State of Washington Invoice Voucher. (See 30.45.)
  • Itemize the product or service purchased.
  • Include a detailed description of the circumstances that required the use of this exceptional procedure.
  • Conspicuously label the invoice voucher "Confirming Reimbursement."
  • Indicate the name, home address, and WSU ID number of the employee purchaser under Vendor or Claimant.
  • Obtain the employee's signature under Vendor's Certificate.
  • Obtain an authorized signature.

If reimbursement exceeds $500:

  • In academic departments, the chair, dean, or a responsible administrator above the dean indicates approval of the purchase by signing under Authorized Signature.
  • In nonacademic departments, the director, area finance officer, or a responsible administrator above the director indicates approval of the purchase by signing under Authorized Signature.

 

If reimbursement is $500 or below, the dean/director/chair, area finance administrator, expenditure authority, or a responsible administrator above the dean/director indicates approval of the purchase by signing under Authorized Signature.

NOTE: A University employee may not authorize reimbursement to himself or herself. When the chair, dean, director, or area finance officer is seeking reimbursement, the invoice voucher must be signed by his or her supervisor.

If the expenditure is supported by an account in program 17A, include appropriate justification and approval. See 70.33.

  • Attach the receipt, canceled check, bank card slip, bank card statement, or other record indicating that the employee paid the vendor.
  • Submit the documents to Accounts Payable.

 


EMPLOYEE REIMBURSEMENT PROCEDURES FOR MEALS

BPPM 70.31

When an employee personally pays for the meals or refreshments, submit a request for reimbursement to the appropriate division of the Controller's Office. Include the following documents:

  • An itemized receipt from the vendor.
  •  A completed and approved State of Washington Invoice Voucher, if the employee was not in travel status, approved by the supervisor to Accounts Payable. See 30.45. (If the supervisor does not have expenditure authority for the charged account, an employee holding the appropriate expenditure authority also signs the Invoice Voucher. See 70.02.)
  • A Travel Expense Voucher (TEV), if the employee was in travel status. Submit the TEV to Travel Services. See 95.20.

Direct Deposit

A WSU employee may authorize Accounts Payable or Travel Services to deposit his or her food or travel reimbursement in any domestic bank which is a member of an automated clearing house. See 95.21 to request direct deposit.

 


EMPLOYEE REIMBURSEMENT PROCEDURES ON 17A

BPPM 70.33

A University faculty or staff member may pay for entertainment, e.g., meals, beverages, admission costs, and claim reimbursement from a discretionary account. If the expenses were incurred while the claimant was in travel status, the department must include the expenses on a Travel Expense Voucher along with the rest of the claimant's travel expenses. If the claimant was not traveling when the cost were incurred, the department must use a State of Washington Invoice Voucher to submit the request for reimbursement.

Claimant in Travel Status

For entertainment expenses incurred while in travel status, the claimant's department requests reimbursement for the employee as follows:

  • Complete a Travel Expense Voucher for the trip. Include the entertainment costs on the voucher as other expenses. Follow the completion instructions in 95.20.
  • Submit vendors' itemized receipts and a justification statement with the voucher.

Claimant Not in Travel Status

For entertainment expenses incurred while not in travel status, the claimant's department requests reimbursement for the employee as follows:

  • Complete a State of Washington Invoice Voucher to obtain reimbursement for most entertainment expenses. Obtain supplies of invoice vouchers by completing and/or printing the form master on 30.45.2.
  • Submit vendors' itemized receipts and the justification statement with the voucher.

Claim Approval

The Invoice Voucher or Travel Expense Voucher is approved for payment by a vice president, chancellor, dean, or designee who is responsible for the account and supervises the claimant.

Reimbursement Payment

The Controller's Office distributes the reimbursement payment to the claimant by one of the following methods:

  • Postal mail to the claimant's home address; or
  • Direct deposit to the claimant's bank account, if authorized. The claimant follows the instructions in 95.21 to authorize direct deposit of reimbursement payments.

Direct Vendor Payment

The department may pay a vendor directly by using one of the following procedures. Submit a description of the entertainment and a justification statement with the documentation.

 


EMPLOYEE REIMBURSEMENT PROCEDURES FOR SELF MOVES
(Processed Through Purchasing)

BPPM 70.61

Payment Procedures for Employee-Arranged Moves

After the employee directly pays the selected carrier or rental vehicle company, he or she requests reimbursement from the University.

The employing department completes a State of Washington Invoice Voucher. (See 30.45.) The Invoice Voucher itemizes all expenses and includes the signature of the responsible expenditure authority and the claimant.

The department submits to Purchasing Services documentation relating to the move with the completed and approved Invoice Voucher. If the costs exceed $8,000 either for rental equipment or common carrier, three bids must be submitted with the documentation.

Common Carrier

If the employee hired a carrier directly, the documents submitted with proof of payment include the bill of lading, inventory sheets, accessorial charges, and certified weight scale tickets.

Rental Equipment

If the employee rented equipment for the move, the employee submits documentation which may include (but is not necessarily limited to) fuel receipts, purchased packing material, rented equipment receipts, invoicing for labor costs to pack and load or unpack and unload, and proof of payment.

Approval by Traffic Manager

If the relocation costs exceed $8,000, Purchasing Services submits the Relocation Authorization, the Invoice Voucher, and any related information to the Traffic Manager, State Division of Purchasing.

After the State Traffic Manager approves the costs, Purchasing Services routes a copy of the WSU Purchase Order, the vendor's invoice and the employee's Invoice Voucher to Accounts Payable.

Payment

If the amount is equal to or less than the amount authorized, Accounts Payable reimburses the employee.

If the amount is greater than the amount authorized, Accounts Payable reimburses the employee for the amount that was authorized and approved by the State Traffic Manager.

 

Accounts Payable , PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-2060, Contact Us