Use of personal funds for catering is not a reimbursable expense.įor catering within the Charlottesville area, a purchase order using one of the University’s contracted vendors must be processed through America To Go (ATG). (See FIN-043: Managing Export and Sanction Compliance in Support of University Activities for policy requirements and the University’s export control website for procedures and guidance.)įailure to obtain prior authorization for activities subject to export control or sanction regulations may result in serious personal liability and dis-allowance of charges by the University.Ĭatering must be paid for with a purchase order or on the T&E Card. Requirements include, but are not limited to, obtaining prior approval for any University travel to sanctioned countries. However, there are certain Federal regulations that must be adhered to and steps that must be taken to support a compliant trip. The University supports international travel to strengthen the University's partnerships in education and research. Where a difference exists between University and fund source restrictions, the more restrictive will apply. For example, limitations may apply to the use of funds from restricted gifts and sponsored programs (see RES-009: Solicitation, Clearance, Acceptance and Ongoing Management of Sponsored Programs) and state funds may not be used to purchase alcohol. Generally, expenses for official purchases may be paid with any source of funds provided it does not violate any applicable fund source restrictions. Any incremental expense (lodging, meals, airfare, etc.) above what would have been incurred solely for University business may not be submitted for reimbursement. If an individual is taking a trip that will be paid in part by an external organization, the University will pay only the agreed upon share of the actual expenses necessary for University business. When travel expenses for an employee will be paid by an external organization, the individual is responsible for seeking reimbursement from that organization. Travel Paid by an External Organization Other than a Supplier: (For more detailed information, see policy FIN-019: Acceptance of Gifts and Special Benefits from Vendors Section 3, Vendor Paid Travel, and associated procedures.)
When travel expenses for an employee will be paid in whole or in part by a supplier, the University, not the traveler, may seek reimbursement of these expenses. The reimbursement received by an individual from all sources must not exceed the total expenses incurred by that individual.
The University will not reimburse any expenses that were charged directly to a T&E Card or Purchase Order and consequently, already paid by the University. The University will not reimburse expenses that have been or will be paid by other payers.
Per IRS guidelines, reimbursements exceeding 60 days qualify as taxable income and may be treated as such in the finance system. Justification and approval from the employee’s supervisor are required in cases where the expense report submission exceeds 30 days. All T&E card transactions, regardless of type, must be submitted within 30 days of incurring the expense. For all non-travel transactions, expenses must be submitted within 30 days of incurring the expense. Reimbursements for travel expenses must be submitted upon completion of travel, not before, and within 30 days of the date of return. Compliance reviews will be performed as needed to confirm expenditures were necessary, appropriate, and within prescribed limits. Anyone who incurs an expense on behalf of the University must report and document claims for payment or reimbursement through the finance system. All purchases of goods, services, and travel expenses made with University funds must be necessary, reasonable, and directly related to the goals and mission of the University.
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