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Request for Disbursement Guidelines

by ltfehl01 last modified Jul 01, 2013 04:45 PM

Update July 1, 2013

Request for Disbursement Form (pdf)

 PDF file requires the free Adobe Acrobat Reader download.


The Request for Disbursement form should be used for the following types of transactions, where a Purchase Order would not provide any value to the transaction:

Accreditation Fees

Airline tickets for Groups
(Not purchased through Egencia)

 

Airline tickets for Individuals
(With prior approval from the Controller's Office)


Awards
(May require that the individual be paid through
the Payroll Department or through Financial Aid.)


Clinical Trials


Copyright


Dry Ice


Dues


Entertainment/Performers
(KRS45A.050.2C)


Freight/Shipping/Handling
(If not on original PO or relating to closed PO)


Guest Speakers
(KRS45A.050.2C)


Honorariums
(May require that the individual be paid through
the Payroll Department or through Financial Aid.)


Instructional/Reference Books
(KRS45A.050)


License Permit Fees


Medical Exam Fees


Medical Service Payments


Motor Coach/Bus Service for Groups


Parking Fees


Payment to Game Officials
(May require that the individual be paid through
the Payroll Department or through Financial Aid.)


Postage


Proctoring/Note Taking
(May require that the individual be paid through
the Payroll Department or through Financial Aid.)


Property Lease/Rental Payments


Refunds


Registrations


Renewals


Royalties


Shared Revenue


Stipends
(May require that the individual be paid through
the Payroll Department or through Financial Aid.)


Subscriptions


Subsidies/Sponsorships


Tuition Payments
(to other schools)


Utilities (water, electric, gas,
telephone [excluding cellular and pagers],
and cable)


Reimbursements
The following transactions must be paid directly to the supplier through
the procurement process and cannot be submitted for reimbursement:
All Equipment (including IT hardware, software & accessories)
All Furniture
All Printing Services
Items on Contract
Items in Stockroom


Purchases made by individuals that are eligible to be reimbursed will not include reimbursement of sales tax.


This list in not all-inclusive. Some requests will be reviewed on a case by case basis.


List of all commodities that must be submitted through the procurement process.

 
List of price contracts.


Stockroom catalog.


Requests for Disbursement must be documented by an original invoice, statements, and/or receipts. All employee reimbursements must be processed within 60 days of the date that the expense was incurred per IRS Publication 463.  The document must be received in the Controller’s Office by day 60 in order for the reimbursement to be excluded from tax reporting.  All employee reimbursements that are received on day 61 and after will be reported to Payroll as an addition to the employee’s W-2 as taxable income.


If an original receipt is lost or unattainable, the employee will be required to complete, sign and attach to the copy of the receipt a "Certification of Non Original Receipt" form , which will certify the validity of the expense and requires the employee to reimburse the University in the event a duplicate payment is made.


Reimbursement of entertainment expenses must include documentation of who, what, when and where. This is an IRS requirement.

All employees are required to sign their requests for reimbursement, in addition to their supervisor. It is the responsibility of each department head to ensure expenses are properly approved.

A W-9 form and vendor survey are required for all new vendors, except refunds/reimbursements for individuals and employees. Please see the New Vendor Requirements Policy for further instructions.

PROCEDURE FOR EXCEPTIONS TO POLICY:


A request for exception to the Disbursement Guidelines must be submitted and approved by the Director of the Department of Purchasing prior to submission of the Request for Disbursement form to the Controllers Office. The request for exception must contain the following:

1) A full explanation and justification of what was purchased, including the amount and the purpose of the purchase;

2) Confirmation that the purchaser is aware of the Request for Disbursement Guidelines and will abide by the policy in the future; and

3) The document must be signed by the purchaser and approved by the appropriate Dean, Vice President, or Department Chair.

A copy of the approved request for exception document must be attached to the Request for Disbursement form when submitted to the Controllers Office.

Send Requests for Exception to:
Director of Purchasing
Purchasing Department
Service Complex, Belknap Campus

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