Non-Travel Reimbursements
- Supporting documentation and information requirements
- Submit your original, itemized receipts
- Acceptable supporting documentation must include vendor, price, description or itemization of expenses, and proof of payment.
- Provide descriptive business purpose, account to charge for the expense, and appropriate approval.
- Refer to the Social & Entertainment Expenses and Meals section for input requirements.
- Please complete all ticket fields.
- Submit your original, itemized receipts
- Reimbursement or Payment Ticket Type Options in Freshdesk ticketing portal
- Reimbursement (Non-travel) – Use this ticket if you have paid for an expense and need to be reimbursed. DO NOT use this for procard receipt submission.
- Please be sure to complete all ticket fields carefully, including the detailed business purpose for the purchase, which budget should be charged (e.g., STAR account, program budget, etc.), and attach any necessary approvals.
- This ticket type can be used for student reimbursements.
- Request payment to Supplier, Student, or Guest – Use this ticket if you are requesting payment to be made to an individual in one of these groups.
- Payments to students on this ticket type are intended to be for prizes or awards. Student reimbursements for monies spent should be submitted with the “Reimbursement (Non-travel)” ticket type.
- Reimbursement (Non-travel) – Use this ticket if you have paid for an expense and need to be reimbursed. DO NOT use this for procard receipt submission.
- Reimbursement Deadline
- WashU policy requests reimbursement requests to be submitted within 15 days after the expense is incurred.
- We expect all reimbursements to be submitted by the guidelines noted above.
- Expenses submitted more than 60 days after the expense was incurred require additional approvals.
- Expenses submitted more than six months (182 days) after being incurred will not be reimbursed.
- Additional Considerations
- Multiple receipts can be submitted on one ticket as long as each purchase is thoroughly explained by providing the business purpose, account coding, and any necessary approvals. Please limit to 20 receipts before starting a new ticket due to attachment limitations.
- Procard travel receipts should NOT be submitted using this ticket type.
- Inadequate documentation or lack of information will delay your reimbursement.
- Please refer to Freshdesk Best Practices for information on other ticket types.