Employee Reimbursement Procedures

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 BPPM 30.45). Itemize the product or service purchased. Include the following information:
  • Itemize the product or service purchased,
  • Include a detailed description of the circumstances that required the use of this exceptional procedure, and
  • Conspicuously label the invoice voucher “Confirming Reimbursement.”
• Indicate the name, home address, and WSU ID number of the employee purchaser under Supplier or Claimant.
• Obtain the employee’s signature under Supplier’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 their supervisor.

If the expenditure is supported by an account in function FN057, include appropriate justification and approval (see BPPM 70.33).

• Attach the receipt, canceled check, bank card slip, bank card statement, or other record indicating that the employee paid the supplier.
• Submit the documents in Workday through the Expense Report. See the Workday Create Expense Report reference guide.