From: Bellows, Charlene M.
[cbellows@WPI.EDU]
Sent: Friday, November 19, 2010 3:15
PM
To: employees@wpi.edu
Subject: Expense Reimbursements
Hello,
We would like to provide an
update on a few of our policies regarding primarily expense
reimbursements. This is not intended to be a complete policy but to
address concerns and questions we have received from the community.
NEW
§ No receipts are required for reimbursement for
travel-related expenses $75 and under (i.e. meals, conference fees, tolls, bus
fare, etc.) This threshold also applies to purchases using PCards.
§ Expense reimbursements are to be submitted within 60 days
of return from travel.
§ Expense reimbursements will be paid by DIRECT DEPOSIT
only. The reimbursement will be deposited into the primary account on file with
the Payroll Office. If you prefer another account, please submit a
Direct Deposit Authorization form with your next expense
reimbursement. These forms can be obtained from the Payroll Office.
§ Travel purchased through Rosenlund Travel is to be
charged on your department PCard. Effective 12/1, there will no longer be
a corporate card on file with Rosenlund.
REMINDERS for completing
Expense Reports:
§ All sections in the heading of the Expense Report must be
completed, especially your Banner ID.
§ Original receipts are required for reimbursement.
(The $75 threshold does not apply to supplies, books, etc.). Receipts
need to include the appropriate detail to determine what was purchased, why,
and how it was paid. For example, a restaurant receipt would
include the detailed meal check as well as the credit card slip. Copies of a
personal credit card statement alone are not a receipt.
§ Scanned or faxed Expense Reports and receipts will not be
reimbursed.
§ Alcohol is to be charged to account 7319. This is
extremely important as alcohol must be categorized separately in the
calculation of our federal indirect cost rate.
§ When traveling from home, mileage submitted is to be the
mileage from home to the destination or from WPI to the destination, whichever
is less.
§ For multiple miscellaneous low dollar expenses during a
month, if possible, please combine on one report per month.
REMINDERS for PCard
purchases:
§ All purchases $10,000 or over are subject WPI’s Vendor
Justification/Price Verification Form. This form is to be completed and
approved PRIOR to purchase.
http://www.wpi.edu/Images/CMS/ACC/wpivendorjustification.pdf
§ Receipts and statements are to be saved by the department
for 7 years.
§ Alcohol is to be charged to account 7319. This is
extremely important as alcohol must be categorized separately in the
calculation of our federal indirect cost rate.
REMINDERS for Check Requests:
§ Form W9 is to be completed for all new vendors.
http://www.wpi.edu/Images/CMS/ACC/IRS-Form-W9.pdf
§ Original invoices are required. Statements
will not be accepted.
§ Scanned or faxed Check Requests will not be processed.
§ If planning to pay an international guest, including
reimbursement of travel expenses, please contact Joyce at ext. 5524 in advance
of his/her arrival. Certain IRS forms may be needed to process payment.
If you have any questions or
need additional information, please do not hesitate to contact me.
Thank you!
Charlene
Bellows
Acting
Controller
Worcester
Polytechnic Institute
Finance and
Operations
100
Institute Road
Worcester,
MA 01609-2280
Phone (508)
831-5577
Fax
(508) 831-5064
Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the university. You may refer to the employees list AUP and manage list membership.