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Reimbursement Criteria

• Total personal reimbursement amount must be less than $1,000.
  Buying an item out of personal funds and then submitting an Employee/Student Reimbursement request does contain an element of risk. Purchasing more than $1000 worth of goods and/or services for your office from your own personal funds is not advised. Doing so often circumvents the purchasing process and does not allow departments to reap the advantage of competitive CSU bid and/or contract prices for these items. Reimbursements should only be submitted for nominal expenses.
• Reimbursements will not be approved if items purchased are listed on our Standard Exclusions list.
  There are products and services that are on the Standard Exclusions list that do not qualify for reimbursement. Reimbursement requests for these items can be denied.
• Reimbursements will not be granted for any type of service.
  Several campus departments have "hired" an individual to perform a service, paid them out of their own personal funds, then submitted an Employee/Student Reimbursement request for their own reimbursement. Since payment for service is reportable to the State as income earned by the service provider, we cannot reimburse a third party for having paid for the service initially. Please note this applies regardless of total dollar value.

Reimbursement Procedures

1. The person being reimbursed must obtain a receipt for the item(s) purchased.
2. If receipt(s) alone does not provide adequate information to process the request (itemized details, justification, business purpose), a Generic Invoice form (pdf) must be completed.
3. Upload both the receipt(s) and Generic Invoice form with the Employee/Student Reimbursement Voucher request in Financial Transaction Services (FTS).
   • Checks are mailed to the employee's home (not work) address 5 business days from receipt of all required documentation. Check pickups are not allowed.
   • EFT reimbursements are processed and deposited directly into the employee's pre-approved bank account. To sign up, complete an Employee Reimbursement Direct Deposit Authorization (pdf).