Employee Reimbursement

Purchasing and Payment Processing

View policy pdf: Employee Reimbursement Policy

Purchases made using personal funds may be reimbursed to an authorized employee upon presentation of an original receipt complying with criteria listed in this policy. All personal reimbursements must adhere to University of Georgia purchasing policies and procedures. Purchases made via personal reimbursement become the property of the University of Georgia once the employee has been reimbursed. The expectation is that individuals that have a procurement need will utilize the University’s procurement tools and processes to ensure compliance with state, federal and institutional purchasing policies and minimize institutional risk. Personal reimbursement may only be made for purchases not exceeding $2500.00 (unless the employees College/Unit/Department has established a lower limit) when payment in full is made at the time and initial point of delivery.

Employee reimbursement should not be used for purchases when a procurement card, purchase order, or payment request can be used. Any requests for reimbursements that do not meet the criteria specified in this policy may not be reimbursed.

For information on travel related reimbursements (which are not covered by this personal reimbursement policy), please refer to the UGA travel policy.

For the purposes of this policy, employee reimbursements of gift cards for research participants are allowable under $2500 if alternative purchasing methods are not feasible and if the purchase is made in accordance with the University’s Research Participant Incentive Payments policy.

Responsibilities

Date Issued: 07/01/2020

Last Reviewed/Updated: 06/22/2020