Georgetown University: School of Foreign Service in Qatar

Policy Overview

The University will reimburse employees for expenditures made while conducting University business. The majority of these types of expenses should be purchased through University approved purchasing paths and not purchased directly by the employee. In certain circumstances it may be acceptable to reimburse the employee for funds expended on behalf of the University. Business expenditures must be reasonable and appropriate and support the mission of the University. These expenditures draw on funds administered by the University, and are subject to related University policy and procedure, sponsor terms and conditions, and legislative compliance.

Timing

Reimbursement of expenses can only occur once the transaction and/or travel has occurred; there is no reimbursement of expenses in advance of the date of travel or the purchase of an item. Claims for reimbursement of expenses must be submitted within the same fiscal year that the expense was incurred. Reimbursement requests submitted late may jeopardize the University's ability to satisfy the IRS “accountable plan” requirements.

Types of Reimbursable expenses

• Travel expenses, related to University business, including air fare, lodging, incidental expenses, car rental, taxi fares and phone charges.
• Miscellaneous purchases in support of University business, such as supplies, books and equipment costing less than $2,500.
• Payments to human subjects, made by an individual (Direct payment to human subjects from the University can be made by requesting a check).
• Meals when there is a clear business purpose for the meal.
• Conference registration and training course fees, when related to University business.
• Dues & subscriptions for memberships to professional organizations and publications related to University business.

Approval/Authorization

The employee’s supervisor must approve all expense reimbursements. No employee is authorized to approve his/her own, a peer’s, or a supervisor’s travel expense claim. The supervisor is responsible for verifying:

• Business purpose
• Supporting documentation and receipts
• Policy compliance

Reimbursement Process

Employees who incur expenses in the conduct of University business may request reimbursement through any of the following two methods (all are subject to exactly the same rules)

• Reimbursement of business expenses may be requested to the Business Services Manager by submitting a fully completed, adequately documented, and appropriately approved Expense Reimbursement Form
• Minor expenditures such as local cab fares, parking fees, visa fees, or business meals may be reimbursed in cash by the payables accountant from the locally maintained petty cash fund provided each expenditure does not exceed $68.

For US citizens reimbursements are generally sent directly to the employee’s US bank account. The University is currently working to implement a quick and convenient reimbursement disbursement process for all employees.

Documentation Requirements

The recovery of out-of-pocket expenditures is achieved through the submission of a properly completed, approved and supported expense reimbursement form. Receipts must be affixed to a piece of paper with like items (e.g. cabs) together. A critical aspect of proper support is submitting original receipts.

Required Documentation for Travel Reimbursement

• An itinerary receipt for airfare, showing proof of payment, from a travel agency, airline, or online booking tool.
• Itemized hotel bill for lodging.
• Reimbursement for meals must state business purpose and reason for the meeting. Individual attendees must be listed on the reimbursement request. If no itemized receipt is submitted for a meal, traveler must indicate amount of alcohol included, or state that there was no alcohol included in the meal. Tips should not exceed 20% unless there is a mandatory charge for a large group.
• Itemized car rental agreement for a car rental expense. A credit card statement is proof of payment but does not qualify as an itemized receipt.

Please note: restaurant chits and credit card statements are not considered an acceptable form of receipt.

Missing Receipts

When a receipt is not available, a full explanation of the expense and the reason for the missing receipt is required. Actual bills/receipts must be submitted whenever possible; photocopies will be acceptable only with a detailed explanation as to why the original is unavailable.

Enforcement

Expense reports that are incorrect, incomplete or include disorganized receipts:

• Will be returned to the approver for completion.
• May result in delay or non-reimbursement of specific items.

• Tuition and Fees
• Financial Aid

• Financial Access+ (CSRs)
• On-line Procard Reallocation
• SFS-Qatar Policies and Procedures
• Financial Forms
• Travel FAQs

• SFS-Qatar Finance Home
• Main Campus Finance Office
• University Financial Affairs