Iowa State University

Campus Organizations Accounting Office

Reimbursements



Printer friendly version

Procedures and policies for reimbursements are as follows:

Personal Reimbursements:


Procedures
  • Vouchers are used for personal reimbursements
  • The payee name and address must be printed on the voucher
  • The address given for the payee will be the address their reimbursement check will be sent to
  • The name given for the payee will be the name the reimbursement check will be made payable
  • An original, itemized receipt must be attached to the voucher for every purchase that is being reimbursed
  • The signatures of the Treasurer and Advisor of the organization must be on the voucher to be processed
  • If the voucher is a one time reimbursement under $25, please write “ONE TIME REIMBURSEMENT” on the voucher
  • Please be sure to include the account number of the organization for which the reimbursement is coming from
  • Vouchers are processed within 5 to7 business days (subject to any problems with the voucher and the available funds of the paying organization)


    Policies

  • An original, itemized receipt must be attached to the voucher when turned in
  • There is a minimum of $25 for personal reimbursements, however a one time reimbursement under $25 is allowable as long as that payee will not be turning in any other reimbursements for the academic year
  • Signatures of the Treasurer and Advisor are required to be on the voucher and may not be delegated to anyone else
  • The voucher form must be filled out completely for processing
  • The top three copies (white, yellow, and gold) must stay attached, the blue copy may be given to the payee for their records



    Department and/or Student Organization Reimbursement:


    Procedures

  • Intramurals are used to reimburse (transfer funds) other organizations or departments on campus
  • The account numbers for the receiving and paying group must be on the voucher
  • The amount being transferred needs to be specified on the intramural
  • Intramurals are processed within 5 to 7 business days (subject to any problems with the intramural and the available funds of the paying organization)

    Policies
  • The signatures of the Treasurer and Advisor of the paying group need to be on the intramural and may not be delegated to anyone else
  • All copies of the intramural must stay attached when turned in for processing
  • If a student organization is reimbursing a department, the completed intramural may be given to the department for processing