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Policy on Payments to Employees

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.

Reimbursements to 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 Petty Cash policy
  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 reimburse.

Reimbursements to Wesleyan 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 Incorporated and then seek reimbursement. Wesleyan is required to report payments for services & rentals to 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 under Payments to Individuals.

Specific services and fees

Some of the expenses which are not reimbursable to employees include, but are not limited to:

  • Traffic Violations
  • Credit Card late fees and interest
  • Medical expenses
  • Child care
  • Pet care 
  • Health Club fees
  • Spousal travel
  • Lost baggage
  • Alcoholic beverages
  • Movie rentals/entertainment
  • Laundry/Dry cleaning (except for trips of 5 days or more)
  1. 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.