Employee Reimbursements Tutorial

Supplies Purchased by Employees

Purchases of supplies must be for $500.00 or less, and cannot be for items that are otherwise restricted by ISU’s procurement policy. (Ammunition, firearms, laboratory animals, pharmaceuticals, printing, photocopying, purchases from conflict-of-interest vendors, etc. must be pre-approved by the Purchasing Department.)

Departments are allowed to deduct sales tax from the reimbursement as an incentive to use the Purchasing Card for future transactions.

All supplies purchased are the property of Iowa State University.

Cell Phone Minutes

Reimbursement for cell phone minutes used after July 1, 2009 will be restricted. Only roaming charges, minute overage charges and international or temporary access may be reimbursed. This replaces the old policy that allowed a per-minute reimbursement, regardless of whether this representated an additional cost to the user.

See Communication Technology Allowance and Reimbursement Procedures

Interview Expenses Paid by ISU Employees

The Purchasing Card should be used for interview expenses whenever possible, rather than the Employee Reimbursement system. Itemized receipts are required for meals. Alcohol cannot be reimbursed, except when using 206 or unrestricted 497 funds. For group meals, the names of the attendees and the business purpose of the meeting must be included.