Reimbursement Procedures
What is a reimbursement?
Payments may be made to individuals for out-of-pocket expenses incurred on behalf of the University when a purchase through Procurement Services, Accounting Services, or using a PCard was not possible due to abnormal circumstances. To the maximum extent University policies and procedures permit, MTSU should pay expenses directly.
MTSU only reimburses substantiated business expenses. The university does not reimburse alcohol or sales tax on supply purchases using state funds.
Internal MTSU grant awards must abide by all University policies and procedures.
All reimbursements for non-travel-related payments should be requested via the Payment Authorization (Other Purposes not Specifically Identified). All reimbursements for food related payments should be requested via the Food Purchase Authorization. See documentation for non-Aramark food.
The following reimbursements are unallowable:
- The University may not reimburse individuals for payments made to other individuals for services. Individuals should work with the Contract Office before the service arrangement to establish a contract agreement.
- MTSU may not pay for alcohol purchases through state funds. Individuals may only seek reimbursement for alcohol using MTSU Foundation funds.
- The University does not reimburse sales tax on supply purchases using state funds. Individuals may only seek sales reimbursement using MTSU Foundation funds.
Financial Aid must review all student reimbursement requests for supplies, tests, and certifications for possible impact on the Cost of Attendance.
- For travel, a reimbursement request submitted beyond 60 days from the last day of a trip will be made to the employee on a taxable basis and added to the employee’s W-2 compensation.
- For food/beverage activities and registration for events, reimbursement requests submitted more than 60 days from the date of the event are subject to being made to the employee on a taxable basis and added to the employee’s W-2 compensation.
- For faculty/staff tuition and fee reimbursements, requests submitted more than sixty (60) days from the final grade posting are subject to being made to the employee on a taxable basis and added to the employee’s Form W-2 compensation.
- For reimbursement requests not previously mentioned, reimbursement requests submitted more than 60 days from the date of the transaction are subject to being made to the employee on a taxable basis and added to the employee’s Form W-2 compensation.
A paid, itemized receipt must accompany all reimbursement requests. A valid receipt contains the following:
- The date of the transaction
- The vendor/supplier name
- The amount received
- The payment type (e.g., cash, check, credit card, etc.)
- The vendor/supplier’s verifiable business address
- A description of each good or service provided
Typically, vendor receipts include a receipt/transaction number.
ALL handwritten receipts require the signature of the payment recipient.
Accounting Services reserves the right to request additional supporting documents, such as bank statement information.
Publishing/Page Fees
Please contact your department head to discuss the process for paying publishing fees. Each department has different protocols for publishing and page fees. We will reimburse any portion of the fees that your department approves.