In the event that SJC-related expenses (including travel/conference expenses, for which pre-approval is still required) are directly incurred by a staff/faculty member, an Expense Reimbursement form must be completed, and proper approvals must be obtained. The Expense Reimbursement request must be made within 30 days of the transaction(s) and the form must include dates, descriptions, amounts, totals and applicable expense codes. Expense Reimbursement forms require original itemized receipts for each item on the report with the exception of mileage. (The College will reimburse the first 100 miles of travel using your personal vehicle for college business at the current IRS mileage rate in effect at the time of travel. Additional miles will be reimbursed at the IRS Rate for Variable Expenses only in effect at the time of travel. The Employee Reimbursement Report will calculate the correct reimbursement value.) When College owned vehicles or rental vehicles are used for College business (see Vehicle Rental procedures, listed within Travel and Conferences Policy), the employee will be reimbursed for the actual purchase price of the gasoline, otherwise gasoline charges are not allowed when personal vehicles are used. Fuel purchases must be substantiated with a receipt. Expenses not substantiated with a receipt will not be reimbursed.
Expense Reimbursement forms must be signed by the individual submitting the report and signed (authorized for payment) by the supervisor or department head. Expense Reimbursement forms received by the Treasurer’s Office with any missing information will be returned to the employee.
Please note that if you are requesting reimbursement for expenses incurred on behalf of grant work, you must use the Grant Expense Reimbursement form listed below.
Policy Review completed 1-2022.
Expense Reimbursement Report – 2023
Affidavit of Lost Receipt Form
Grant Expense Reimbursement Form – 2023
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