Policy on Payments to
Effective Date: July 1, 2001
This policy details
procedures for reimbursement of expenses incurred by Employees. All
reimbursements to employees require the signature of both the employee and their
direct supervisor regardless of the dollar amount. Supervisor signatures
cannot be stamped or delegated. The applicable Fiscal Manager may sign in
the capacity of a supervisor if the payment is not to themselves or a superior.
employees are proper and necessary in the following circumstances:
1. Petty cash-Miscellaneous out-of-pocket expenses
reimbursed through departmental petty cash accounts. Original receipts are
required to replenish petty cash accounts. Susan Pavis (ext #2839) needs to be
contacted if there is a change in the custodian of the petty cash accounts. See
2. Travel expenses-Expenses reimbursed for
University related travel. See Schedule E- Travel Policy for details.
3. Materials & supplies-Purchases of items with a
personal check or credit card when it is not feasible to process the purchase
through accounts payable due to vendor policy, time constraint, amount or other
circumstance. Vendor invoice (not statement), indicating method of payment, and
proof of payment, e.g. credit card receipt, are required in support of
reimbursement. Supporting documentation must detail what was purchased
and the business purpose of the item in order to
employees/students are not allowed for the following:
1. Payments to third parties for services
rendered or rental fees Employees/students are not allowed to pay
for the services or rental fees for an individual or a company that is not
and then seek reimbursement. Wesleyan is required to report payments for services &
the Internal Revenue Service on form 1099Misc (non-employees) or form W2
(employees). All services contracted/rentals for the University must be paid directly to
the individual or company in accordance with this policy and attendant policies included
Payments to Individuals.
2. Specific services and fees-Some of the
expenses which are not reimbursable to employees include, but are not limited
Credit Card late fees and interest|
Laundry/Dry cleaning (except for trips of 5 days or more)
Commuting to and from work. Employees
receiving a commuting allowance are paid through Payroll and taxed accordingly.
The Finance Office will
determine if an expense is reimbursable on a case-by-case basis.