Before submitting a Reimbursement Request to the Accounts Payable office, please review the checklist below to make sure the form is complete and accurate. Incomplete requests will be returned to the originating department for corrections and resubmission.

  • Name of person to be reimbursed
  • Address to which check should be mailed
  • Cost center number to be charged
  • Total amount to be reimbursed
  • Detail of item(s) purchased
  • Purpose of item(s)
  • Please provide an explanation of the business-related purpose for all meals consumed during business meetings. Remember to include an itemized receipt supporting the expense. Per Internal Revenue Service (IRS) regulations, the time, date, place, business purpose, and attendees at a business meal must be documented. Expenditures for breakfast, lunch, and/or dinner in conjunction with a business meeting may be incurred only when the meal is an integral part of the meeting. Integral is defined as the agenda of the meeting clearly indicates that work is conducted during the meal and evidence of the outcomes of such work is provided. (See Expenditures of Public Funds, Guidelines, Standards and Limits with IUP Operational Guidelines.)
  • Itemized receipt must show proof of payment.
  • Authorizing signature. Request must be approved by the authorizing signature assigned to a particular cost center number. Individuals are not permitted to request funds payable to themselves. The department chair or dean must approve the request if the individual is the authorized signature for the cost center.

The above checklist is not intended to be all-inclusive.

If you have any questions, please contact the Accounts Payable Office.