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CALS Business Operations

Personal Reimbursements

March 22, 2024

Personal reimbursements should be the last resort per the University Controller’s office. Individuals should be utilizing MarketPlace or PCards. If requesting reimbursement, please note that it’s typically a 30-day turnaround period. Additionally, the reimbursement will require the same documentation or justification as other forms of payment, e.g., follows the Conference and Meeting Guidelines if to reimburse for a meeting, non-travel meal, etc.

As an update, Personal Reimbursement which involves food for human consumption requires the AP107 form plus appropriate documentation. If an itemized receipt is not provided, the Dean’s signature is also required as it cannot be shown whether or not alcohol was purchased. CALS A/P is receiving pushback from University Accounts Payable for reimbursements that are for meal or food purchases when there is no agenda, itinerary or other documentation attached to the reimbursement. 

Per University AP: “We need an agenda for the meeting in order to reimburse for food expenses.  Please refer to the Conference and Meetings policy:”

2.0 Internal Business Meetings with Employees 

Internal business meetings with employees are internal conferences, internal training sessions, management retreats or other approved business meetings for which costs of the event will be paid or reimbursed from university funds. The meeting should be: ordinary and necessary for university business operations and have the appropriate approval from the Chancellor, or appropriate Vice Chancellor, Dean, Center/Institute Director or Department Head.

2.0.1 Internal Conferences 

Internal conferences are formal business meetings with university employees that:

  • Are planned in detail in advance, with a formal agenda or curriculum and a detailed schedule of costs,
  • Have a written invitation to participants, setting forth the calendar of events,
  • Are not routine staff meetings,
  • Are held in state facilities except when such space is not available, and
  • A registration fee is not charged.