Restrictions:  Reimbursements are to be requested on a monthly basis.  No amount in excess of $30.00 for any one item or $150.00 total shall be reimbursed through this process without the additional approval of the appropriate Vice President.  Reimbursement requests for the same month and the same person shall not intentionally be split between multiple reimbursement request forms in order to circumvent the signature requirements.

Appropriate Requests:  Examples of appropriate expenses that can be reimbursed include registration fees for local travel paid by the employee, parking fees, miscellaneous supply items, private auto miles used in conjunction with official college business, and other out-of-pocket expenses.  Local meal reimbursements cannot be made for meals which include only JCCC employees.  Under certain circumstances, meal expenses incurred in connection with official college business can be reimbursed.  For more information see the “Procedures for Reimbursement of Local Meal Expenditures” section of the JCCC Travel Policies and Procedures at http://www.jccc.net/home/depts/6201/site/Travel_Procedures.

Required Approvals:  The Budget Administrator is required to sign all reimbursement requests.  The appropriate Vice President is required to approve any reimbursement that includes an expense over $30.00 for any one item or $150.00 total.  Reimbursement requests for the same month and the same person shall not intentionally be split between multiple reimbursement request forms in order to circumvent the signature requirements.

Submission of Request:  Submit the signed request with the original itemized receipts attached to Accounts Payable, GEB 117, Box 45.  The budget administrator and requestor should retain a copy for their records.

Sales Tax:  The college is a Political Subdivision of the State of Kansas and as such is exempt from Kansas sales tax.  Purchases made directly by an employee are not exempt from sales tax. Therefore, employees are required to pay sales tax on those purchases, and the college cannot reimburse employees for any sales tax paid by the employee.

Direct Deposit of Reimbursement:  Reimbursement for out-of-pocket expenses can be issued via direct deposit upon completion of an “Authorization for Electronic Deposit of Accounts Payable Payments” form.  See the link below to download the authorization form.  The completed form must be submitted to the Financial Services Office, GEB 152, Box 3, for processing prior to the first Accounts Payable ACH transaction.  Please allow two business days for processing prior to the first ACH transaction.  It is the responsibility of the employee to insure the information used for the direct deposit transaction is current and accurate.  Direct deposit notifications will only be sent via email delivery to employees’ Outlook accounts as an encrypted PDF attachment.  Funds will be available in the recipient’s bank account two banking days after the date of the email notification.

Out-of-Pocket Expense Reimbursement Request Form