Current StudentsPurchasing and Reimbursements
- All university business-related purchases, whenever possible, should be made through the Department Program Assistant. Example purchases include:
- Food orders for meetings and events
- Research supplies
- Seminar refreshments
- In cases where prepayment cannot be arranged through the department, students may submit an expense report for reimbursement.
- Reimbursement requests should be submitted within 30 days of purchase.
- Tax cannot be reimbursed on most purchases (one exception is meals taking place at restaurants).
- One-time use tax exempt letters may be obtained from the Department Program Assistant prior to purchase for items that cannot be acquired through regular university purchasing channels.
- The student's current research adviser must approve his/her online expense report after submission, regardless of which funding source is being used to reimburse the purchase.
- Check with the Department Program Assistant regarding reimbursement allowances.
- Recruitment Expense Report Instructions
- Example Recruitment Expense Report
- Reimbursement maximums: $1-$4 per person for refreshments/ light food or $5 - $10 per person if a lunchtime seminar.
- An attendee list must be included in the expense report documentation.
- Seminar Expense Report Instructions
- Reimbursement maximums: $1-$4 per person for refreshments/ light food or $5 - $10 per person for an informal lunch.
- A meeting attendee list must be included in the expense report documentation.
- Such events should occur no more than once (or possibly twice) per month. Purchasing food with university funds for a regularly scheduled weekly meeting or for daily consumption is unallowable.
- Example Meeting Expense Report
- See Conference Travel page for detailed reimbursement instructions.