Business Office

Expenditure Reimbursement Substantiation Policy

The purpose of this communication is to clarify the expenditure reim- bursement/substantiation policy of the College.

When an individual is requesting a reimbursement either through the Expense Reimbursement Form or by utilizing a Check Requisition, sufficient documentation is required to substantiate the expenditure. Both credit card bills and credit card receipts are, in and of themselves, insufficient evidence to support the expenditure.

An original invoice, restaurant bill, sales slip, etc. MUST accompany the credit card information to be deemed sufficient. Additionally, you are reminded that the existing policy also requires that, when expenditures are incurred for meals and entertainment, sufficient documentation includes a listing of the individuals attending and the business purpose of the event.

In the absence of sufficient substantiation it is impossible to verify that expenditures have been incurred for legitimate business purposes, are within the prescribed policies and procedures of the College and that those expenses are, or can be, properly classified in the accounting records.

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