Business Operations - Student Expense Reimbursement

Purpose: To reimburse students for local mileage (50 miles or less) incurred as a result of a campus/site visit or meeting. Policy Number: 01.5.2012.0009

What forms do I need?

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How to complete the Student Expense Reimbursement packet:

  • Complete the Reimbursement Acknowledgement Agreement form.
    • Reimbursement Acknowledgement Agreement is an annual, online submission (i.e., one-time per fiscal year).
  • Complete all remaining forms above.
    • Be sure to select yes or no under the round trip indicator on the Student Reimbursement Expense Form.
    • Be sure to complete the Funding Source Chartfield section of the form.
      • You can obtain the funding source from your Dean or Department Chair.
  • Gather all required documentation.
    • All original, itemized receipts.
    • Attach agenda, synopsis, itinerary or invite to event.
    • Copy of Driver’s License and Insurance Card if requesting mileage reimbursement.
    • Include Google or Map Quest mileage information( 1 )
      • From home to location (if event start time is the same as your normal start time)
      • From school to location (if leaving work to attend the event)
  • Obtain all required signatures.
    • Dean/Manager
  • Submit the completed packet to the Business Office( 2 )
    • Submit a completed and approved packet no more than 30 days after the event.

 Note:

  • ( 1 )Per district policy, do not include the first or last miles when calculating mileage (i.e., deduct 2 miles from the total mileage driven for each trip).
  • ( 2 )The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.
  • The student seeking reimbursement must be listed as an approved vendor in the system. If not listed as an approved vendor, the student must complete a vendor form. The form should be signed by the Executive Director then faxed to procurement Services at 312-553-2594. This should be done before seeking reimbursement.