- Deadline to Submit Reimbursement: Any expenses that are paid for as an out-of-pocket expense should be occasional and must be submitted for reimbursement within 60 days of incurring the expense. Departments may require that employees receive prior written approval for any out-of-pocket expenses.
- Year-end Reporting: Employees must process expenses incurred near the end of the fiscal year in accordance with the year-end accounting calendar or before the end date of the grant, depending on which deadline is sooner, to ensure reporting in the correct accounting period.
- Parking and Mileage: Reimbursement for parking and mileage should be submitted quarterly, (or on another infrequent basis as long as it does not cause a hardship to the employee) to reduce administrative burden of processing this sort of reimbursement. These types of expenses may be accumulated until the total reaches $100.
- Reimbursement Exclusions: Some expenses, such as Standard or Professional Services, capital equipment, or payments to individuals, must not be paid for as an out-of-pocket expense. In addition, any expense that may cause a financial hardship should receive approval prior to incurring the cost.
View the UMN Policy: Business Expenses
Submitting an Expense Reimbursement – Employee
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