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Reimbursement Claim Form Instructions

The reimbursement claim form is to be used for personal reimbursement of incidental supply items only, purchased by an individual when another university method of payment is not practical.  A university Visa procurement card, purchase order, or a direct billed invoice should be used whenever possible.  Mandatory state purchasing contracts must be followed for office supplies, maintenance supplies, etc.

Generally services such as labor, advertising, and repairs should not be paid by an individual due to IRS tax implications.  Another method of payment is required in non-emergency situations.

Additional purchasing and payment options information is available on the Accounts Payable website.

The dollar amount claimed should not exceed $250.00 unless there is an emergency situation.  In those rare cases, a written justification will be required.

If purchasing food items, the UW-Eau Claire Food Policy must be followed in order to receive reimbursement. Requirements include:

  • Event brochure or meeting agenda.
  • List of attendees
  • Blugold Dining Waiver if held on campus
  • State meal allowances of $10.00 lunch and $20.00 dinner apply, each of which includes a maximum 15% tip.  (If in Travel status, the allowance for breakfast is $8.00.)

Review the Food Policy for detailed information on the purchase of food.

Prizes and gift cards are tax-reportable income.  Recipient's full name, address, social security number  and signature as proof of receipt are required.  Review detailed instructions on the Accounts Payable website prior to purchasing these items.

Be sure to fill out the Reimbursement Claim Form completely and accurately.  Attach original detailed receipts.  Provide written justification if amount is greater than $250.00.

The reimbursement claim form requires the signature of the account responsible person. If the claimant is the same as the account responsible person, a supervisor's signature must be obtained.

Tape receipts smaller than 8-½" x 11" to a back-up sheet of 8-½" x 11" paper.  Do not tape over any pertinent information( such as item or dollar amount) as scotch tape removes/dissolves text after several days.  (NOTE: Do not staple receipts.)

Contact Sheri Kuberra (36-5999) kuberrca@uwec.edu in the Accounts Payable office with any questions regarding reimbursements.

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