Current Student Resources
Current Student Resources
Expense Report for PhD Students
Purchasing and Reimbursements
- All university business-related purchases, whenever possible, should be made through the Department Accounting Specialist. Example purchases include:
- Food orders for meetings and events
- Software
- 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 Accounting Specialist 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.
Reimbursement Instructions
Recruitment Activities
- Check with the Department Accounting Specialist regarding reimbursement allowances.
- Recruitment Expense Report Instructions
Student Seminars
- Check with the Department Accounting Specialist regarding current reimbursement maximums.
- An attendee list must be included in the expense report documentation.
Meeting Refreshments
- Check with the Department Accounting Specialist regarding current reimbursement maximums.
- 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.