Graduate Programs Reimbursement Policies
Effective February 1, 2006
PLEASE NOTE: All restaurant meals must have an itemized
receipt. The University is now enforcing this long-standing
policy as well as requiring extra signatures for alcohol
The following policies will apply to all reimbursement requests.
- Reimbursement requests and financial questions should be directed
to The Graduate Programs Office (at 4-1744).
- Appropriate receipts and proofs-of-purchase MUST be turned
in to the Graduate Programs Office within 30 days of the
expenditure for all recruiting, social, travel and health insurance
reimbursements, or explain why you could not do so. Your program
administrator and the Associate Dean must approve any exceptions over
60 days. Please make every effort to turn in April/May requests
by June 10th of every year.
- Receipts and proofs-of-purchase MUST be accompanied by a
completed Payment Request Form or appropriate travel forms. Both
the form and proof-of-payment definitions are available at:
- Reimbursements are subject to your Program’s limitations.
Check with your Program Administrator. Be sure to list the full names of
- No reminders will be sent to solicit your submission of receipts for reimbursements.
These policies are dictated by the current financial climate.
Because our programmatic funds are awarded on a year-by-year fiscal
basis (July 1 through June 30), it’s important that costs be reimbursed
in the year they’re incurred. As an example, costs for a party in
January that were not turned in for reimbursement until August came out
of the next fiscal year. We budgeted for those costs and had
money to pay for the party in last year’s budget. At the end of
the fiscal year, all unused funds went back to the Dean. Now, we
have to use this year’s money to pay for all of this year’s costs
plus last year’s party. We have to plan each event in
light of available funds. Delayed charges might mean the
difference in having an event or canceling it.
Most students have been prompt and have followed all guidelines. We thank you and ask you to keep up the good work. For those who haven’t been prompt and thorough, it’s now essential. Be prompt and thorough with receipts or lose money!
It’s easier on your pocket and our accounting if all receipts are submitted as quickly as possible.