Request for Disbursement Guidelines

Effective February 9, 2004

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

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.

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