As with any proposed obligation of University funds, these transactions require fiscal officer's prior approval. In addition, the process of payment requires the signature of the fiscal officer and approval for propriety by the appropriate officer involved.
When the expense is incurred while the staff member is in travel status, the reimbursement should be requested on the Travel Expense Voucher along with the other travel expense of the trip.
If the staff member chooses to pay the cost at the time of the occasion and then request reimbursement from University funds, the staff member should obtain a receipt and submit it to the fiscal officer. The fiscal officer concerned should prepare and approve an AP Invoice Distribution form payable to the staff member involved, and forward to the appropriate authority for propriety approval and transmittal to the Accounts Payable office. If desired, an in-town meal or room can be charged with later payment to be made directly to the restaurant or motel involved by University check. The restaurant or motel should be instructed to send the bill directly to the fiscal officer, who should prepare the AP Invoice Distribution and provide the appropriate approvals for transmittal to the Accounts Payable office for payment. None of the above shall be deemed to supersede the provisions of the University's Travel Control Regulations.
When an event is held or the guest entertained at a University food operation such as the Morris University Center, the transaction can best be handled by making arrangements to have the correct University account charged. This is accomplished by preparing a requisition for the required services, obtaining prior approval of the fiscal officer and the appropriate authority for propriety and presenting it to the appropriate representative of the operation at the time that arrangements are made for the particular event. The Morris University Center or other University unit will process its charge for services on the monthly billing form routinely submitted to the Administrative Accounting office. The fiscal officer of the account charged is provided with copies of all charges for the month, supporting the charges that appear on his accounting report.
A request for reimbursement or for payment directly to a vendor to cover charges incurred should include the following information:
Approved by Chancellor effective 11/16/71
This policy was issued on November 14, 2002, replacing the February 1, 1996 version.
Document Reference: 5E2
Origin: AAT 18