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Finance Resources : Finance Quick Notes

General

• Original signatures are required from all in-residence faculty, students and staff on reimbursement documents.


• ALL reimbursement requests must be submitted to the Dean’s Office no later than 90 days following the expense (travel, supply purchase, etc.).  These reimbursements must be signed by the Assistant Dean.  The exceptions to this policy, which should be explained in the notes, are: 
• If a faculty member has been on approved leave – the 90-day clock would start on the day that they officially returned to work
• If the fund source was allocated late (i.e., ICWT, Humanities Collective, etc.)


• Payments made by check can be reimbursed if a copy of the front AND back of the cancelled check is submitted as proof of payment.


• Payments made with cash should be noted on receipt.


• If the vendor does not provide an itemized receipt, explain such in the notes and list what was purchased.


• Reimbursement to non-UCI employees:  Please have payees fill out a W-9 form and submit it with your paperwork.


• If a receipt is in a foreign currency, please indicate the currency type, if it is not clearly stated on receipt; alternatively, the traveler can provide a credit card statement for the exact conversion amount.


• The required documentation for a FedEx ghost account charge is:
  
  1. The system-generated email of the account holder;
  2. A copy of the shipping label authorized (signed and dated) by the account holder with the appropriate account/fund/sub/project code.
  
  
• Do not tape over the printed portion of receipts; the glue in the tape makes the print disappear.


• Any expense that is charged to a contract or grant MUST have the PIs signature.


• For purchases without an obvious business purpose, explain how, exactly the purchase contributes to research, instruction or other university activity.


• For exceptional requests:  state that an exceptional request is being made, which policy requires exceptional approval, and why.


• When the meeting/event is ONLY with UC employees (staff, faculty, etc.), we need to identify/note the affiliation of the attendees, i.e., faculty, student, visitor, etc. (certain attendees will constitute an exceptional situation, i.e., a spouse).


• If you have a large talk/conference/seminar (50 or more), and it is not an RSVP event, it is acceptable to do a head-count at the event to get the number of attendees and include the invitation/guest list as back-up in lieu of an actual attendee sign-in list.


• If you have an 'open to the public' lecture/event, it is not necessary to ID the attendees but you would still need to either do a sign-in sheet or a head-count and a guest list.


• As of 07/01/12, the SOH has removed the budgetary limit on the amount that can be spent on departmentally funded events.  It is expected that departments and units will be fiscally prudent in their decision making for events.


• Honoraria can NOT be paid on 199XX funds.


• When you are composing the information for the notes section for travel, entertainment, etc., please think about the Who, What, Where, When, Why and How, as it relates to the reimbursement and add your facts from there!