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.

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.