The goal of the College's reimbursement policy is to provide tax-free reimbursement of business expenses to employees.  This is accomplished by following the "accountable plan" guidelines established by the IRS.  Those guidelines require that any reimbursement or expense allowance meet the following requirements:

Business Connection - expense must be directly connected with or related to the college

Substantiation (i.e, supporting documentation) - written evidence that explains the nature of the expense and proves that you paid it.

To request reimbursement, employees must submit a Payment Request Form that documents the business purpose for each expenditure.  For all expenses greater than $25, the employee must attach Supporting Documentation (see Supporting Documentation section) to the Payment Request Form.  Payment requests for travel, including airline tickets, meals and entertainment, must also identify the person(s) included in such expenses.   All personal reimbursements must have the approval of the department head or other authorized individual prior to submitting the reimbursement request.  An employee may not approve his or her own business expenses.