Reimbursements
Direct fund disbursements or reimbursements are intended for cases in which purchase orders or contracts are not feasible. The Fund Disbursement/Reimbursement Request form (HJF #334) should be used for:
- Non-recurring supplies
- Communications equipment that is the responsibility of the individual (i.e., cell phones and pagers)
- Subscriptions
- Privately owned vehicle mileage
- Payments for temporary personnel for engagements of four months or less
- Honorarium payments for Scientific Advisory Board members, etc. on federal grants
- Payments for guest speakers should use the Honorarium Request Form 316
The following items should not be charged on the Fund Disbursement/Reimbursement Request form:
- Facility rent
- Equipment
- Subcontracts
- Consultants
- Payments to agencies for temporary personnel extending beyond four months
- Recurring payments for supplies or service contracts (i.e., lawn service, cleaning services, maintenance)
- Meeting expenses such as payments to hotels and caterers, unless initiated by the Office of Sponsored Programs
- Cash awards, whether to Foundation or federal employees (use the Award Request form HJF#230)
- Honorarium payments to guest speakers for non-federal grants and education funds or endowments; instead, use the Honorarium Request form (HJF #316)
The Fund Manager or PI must approve the use of funds from the account.
If you need to purchase something for your department that costs less than $500, use the Fund Disbursement/Reimbursement Request form and be sure to include an invoice. Indicate under "special instructions" that the check should be sent directly to you. You can then take the check to a vendor and purchase the item. If the item costs more than $500 and has a useful life of longer than two years, do not use a reimbursement request. Instead, requisiton the item through our Purchasing Department.
For additional information about reimbursements, contact our Accounts Payable Department.