Expense Reimbursements
Expense Reimbursements
Guidance for out-of-pocket expense reimbursement requests, required documentation, timelines, and related reimbursement types.
Reimbursement Request Basics
- Complete the SCAI Purchase-Reimbursement Form, provide a detailed business justification, and proof of payment (receipt or redacted credit card/bank statement).
- Submit your request within 60 days of the transaction date. If a reimbursement request is submitted more than 60 days after the transaction date, the reimbursement will be taxable to the requester.
- Over $1000 Expense Reimbursement: Reimbursements over $1,000 require additional justification and approvals and should be avoided whenever possible by submitting a purchase request to the Business Office beforehand. If there is a reimbursement as such, be prepared to explain “Why is reimbursement over $1,000?” and “Why wasn’t SCAI purchasing used?”
Computer equipment, laptops, or software purchased with personal funds are not reimbursable.
Specific Reimbursement Types
Business Meals
Gratuity
Mileage (Non-Travel)
For mileage not related to a Concur-approved trip or local travel, complete the ASU Mileage Reimbursement Form (PDF) and attach a Google Map showing the departure and arrival addresses.
Non-ASU Personnel Expense Reimbursement
Expense reimbursement for guest lecturers, consultants or other professional services performed by non-employees is processed by completing the Independent Contractor’s Expense Reimbursement Form. These reimbursements must still adhere to university policies based on the nature of the reimbursement, and the form must be signed by an ASU Official. Non-employees must pay expenses personally and request reimbursement.
Campus Event Expenses
Any event with food and/or beverages on campus must be catered by a university-contracted provider or an approved vendor. You can find more information by going to the following link. https://eventguide.engineering.asu.edu/planning-process
Technology Reimbursement
All faculty and student reimbursement requests related to computer equipment, software licenses, AI subscriptions, or other technology purchases require approved security review from SCAI IT. Reimbursement requests will not be processed without approved security review from SCAI IT.