Reimbursement Policy

Reimbursement Requests

The following items shall be submitted as supporting documentation for Reimbursement Requests:

1. Itemized invoice or receipt, includes all of the following:
   1. Description of commodities purchased
   2. Name of Vendor
   3. Quantity purchased
   4. Price per item
   5. Amount of sales tax
   6. Shipping charges and shipping address, if applicable
   7. Total amount
2. Proof of payment, any of the following:
   1. Invoice marked as paid or zero remaining balance
   2. Bank statement showing last four digits of the card and name matching the payee
3. Explanation of purchase including the reason U of I payment processes were not utilized.
4. Delivery Confirmation to University of Idaho address, any of the following:
   1. Vendor delivery confirmation document
   2. Packing slip
   3. Either
      1. Memo/email from supervisor confirming item is on campus, or
      2. Comment in Chrome River report from supervisor confirming item is on campus

Tax on Late Employee Reimbursements

University of Idaho has an established Accountable Employee Reimbursement plan compliant with IRS Regulation 162-2. When an expense reimbursement occurs outside the IRS requirements for an accountable plan, the reimbursement migrates to the treatment of a non-accountable reimbursement plan. When this occurs, the burden of determining the tax treatment migrates from University of Idaho to the employee. The employee should consult with their tax professional about deducting the reimbursement on their tax return. Policy and IRS regulations require that expenses be substantiated within 60 days. Substantiation is accomplished by reconciling the expense in Chrome River. Please see 60 Day Rule FAQS for additional information.

Receipts

Travel reimbursements require original receipts. Providing an itemization of the expenses whenever provided by the vendors.

Lodging

Original detailed itemized receipts are required. Rate should be single rate. If rate is for two people, explanation is necessary. Explanation should include name of second person and if he/she is a University of Idaho employee and what function they are fulfilling (may be purchased on U of I Purchasing Card if there are no indirect routes or personal travel included).

Registration

Original itemized receipts are required. Per diem should not be claimed for meals that are included in the registration fee.

Transportation

Private vehicle reimbursement is calculated at the mileage rate specified by the State of Idaho Controller's Office, unless otherwise indicated. Number of miles should be indicated on the Travel Expense Claim.

Airline

Original itemized receipts are required. Receipts should reflect date, amount, method of payment, ticket number, vendor name, destination and dates of travel (may be purchased on U of I Purchasing Card if there are no indirect routes or personal travel included).

Rental Car

Original itemized receipts are required (may be purchased on U of I Purchasing Card if there are no indirect routes or personal travel included).

Fuel

Original itemized receipts are required. If expenses are for anything other than a rental car an explanation will be necessary (may be purchased on a U of I Purchasing Card for rental vehicles, courtesy cars or motor pool vehicles only).

Taxi, Limo or Uber

Original receipts or proof of payment are required for all expenses placed on U of I Purchasing Card. However, for ground transportation expenses less than 75.00 and NOT on a purchasing card — no original receipt or lost receipt memorandum are required for reimbursement.

Miscellaneous Expenses

Require original receipts and an explanation.

Telephone

Original itemized receipts are required.

Parking

Original receipts or proof of payment are required for all expenses placed on U of I Purchasing Card.