Accounts Payable
Employee Reimbursements
Employee Reimbursements
Employee Reimbursement Procedures
If a WSU employee pays for an item and seeks reimbursement, the department must use the procedures below to process the reimbursement.
- The maximum amount 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 Reimbursement
- Prepare a State of Washington Invoice Voucher, see BPPM 70.20.
- Include the following items with the request:
- An itemized original receipt from the vendor
- If the receipt is lost, missing or inadequate, complete Receipt Affidavit.
- Provide a detailed description of the circumstances that required the use of this exceptional procedure.
- Obtain an expenditure authority signature.
- An itemized original receipt from the vendor
Reimbursements over $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.
Direct Deposit
A WSU employee may authorize Accounts Payable to deposit his or her reimbursement in any U.S. bank which is a member of an automated clearing house (ACH). See BPPM 95.21.
Please note: Accounts Payable direct deposit is separate than Payroll Services and Student Accounts.
To enroll in Accounts Payable/Travel Services Direct Deposit, click here.
Employee Reimbursements – Meals
Click here for meal reimbursement procedure.