Reimbursement for Entertainment
and Other Expenses
General Guidelines: The Department, through the Clinical Practice Plan, or other appropriate sources, may reimburse individuals for out-of-pocket expenses such as entertainment expenses for recruitment that have been approved by the chairman or business manager prior to the event.
The purchase of items for the department or the purchase of professional books or journals for an individual should be handled by the fiscal office, not by the individual.
Each faculty member has a fixed amount of $2,000 per fiscal year credited to a personal account to pay for travel, society memberships and books.
PROCEDURE FOR SEEKING REIMBURSEMENT
Entertainment: The following items are needed to process an entertainment reimbursement: date, receipts, purpose, business relation and persons present. The form is located at (REIMBURSEMENT FORM)
Submission Procedure: There is a 45-day limit to submit reimbursement requests to the fiscal office; please allow at least three weeks for reimbursement.
As stated above, only under extenuating circumstances should an individual purchase items out-of-pocket and then request a reimbursement. If an out-of-pocket expense is unavoidable then all receipts along with a justification should be forwarded to the fiscal office. In most cases, out-of-pocket purchases cannot be reimbursed from grant accounts.
Reimbursement questions should be directed to Marilyn Blackwell.
