Employees and Cash Reimbursements
Expenditure reimbursements where no advance was obtained will be granted to those employees who have spent funds for travel or for other business done on behalf of Lawrence University.
Please note the following:
- The (green) Expense Reimbursement Form must be completed for expenses associated with travel. Please see instructions at the bottom of the Advance Request Form, which is available from the accounts payable assistant.
- A Disbursement Request Form may be used for non-travel reimbursements.
- Original signatures of both the employee requesting reimbursement as well as his/her supervisor must accompany both the Expense Report and the Disbursement Request Form.
- Expenses should be allocated and coded with the appropriate account numbers.
- Documentation for all expenses claimed for reimbursement must be attached to the completed green Expense Report form or the Disbursement Request Form. Expenses can be documented through personal charge card statements, receipts, paid bills, or in some cases canceled checks.
- If the amount is $250 or less, the employee may receive cash from the cashier. Note, however, that cash will not be sent through the mail. If the amount is over $250, a check will be issued through the accounts payable process.
Cash advances and expenditure reimbursements will not be available for payment to service providers (entertainers, sports officials, honorarium recipients, etc.) or for equipment. A purchase order should be used for the purchase of equipment. Payments to service providers must be processed through the payroll or accounts payable systems.
Related topic(s)
Cash advances
Disbursement Request Form
