Miscellaneous Reimbursements

Miscellaneous Reimbursements

While it is preferred that items be purchased by our EBSC purchasing team, we understand that occasionally it may be more expedient to make small cash purchases oneself; however, only as a last option should items be purchased with personal funds. If there is no alternate vendor or product and you must purchase these materials yourself, you’ll have to submit a miscellaneous reimbursement request form. Per University policy, department head approval is required for all non-travel reimbursements.

• Purchases must not exceed $499.00 for a single transaction. "Stringing" (making successive small purchases or payments) to bypass the $499.00 limitation is not permissible.  
• If your purchase will exceed $500, an additional exception will be required, reimbursement will not be guaranteed, and, if it is approved, it will likely take a few months. Please let us know if you plan to exceed $500 so we can explore other options before you purchase.
• In addition, cash purchases must conform to the restrictions placed on purchases made by university and state employees (See 7.2 Purchase of Goods and Services - Restricted Items and Purchases Requiring Special Approval). Cash purchases must also conform to the same prohibitions and restrictions established for P-Card use for certain commodities and services, such as alcoholic beverages, firearms and ammunition, furniture, animals, and radioactive chemicals (See 7.6 The University Purchasing Card (PCard)). 
• Please remember that all purchases on behalf of the University are exempt from sales tax. Please print and present this tax exemption letter to the vendor when making a purchase to be reimbursed.
   State of IL Sales Tax Exempt Letter

Business & Finance: 7.4 Cash Purchases Policy Statement

To be reimbursed for a cash purchase of less than $499:

1. Complete the appropriate Reimbursement Form (see below for your department specific reimbursement form).
2. Supply an original itemized sales receipt for the purchase along with proof of payment (zero balance or copy of credit card statement showing charge).
3. Send your receipt and the completed form to ebsc-travel@illinois.edu for processing. They will assist you with the reimbursement from there.

Please note that reimbursements must be processed within 60 days of the purchase date (or you will be personally taxed on the purchase); so please submit receipts and vouchers as soon after your purchase as possible to allow EBSC and University Payables staff time to process.