Background
The College reimburses employees for ordinary and necessary business expenses incurred while acting on behalf of the College. Under the College's accountable plan, reimbursement is made for actual expenses. Per diem allowances are not allowed.
Reimbursements made under an accountable plan are excluded from gross income when there is a clear business purpose, the expense is substantiated (including receipts and documentation of date, time, place and business purpose of expense), and the reimbursement request is submitted within reasonable period of time (generally within 30 days of when the expense is incurred).
Incomplete or unsubstantiated expense reimbursement request may not be eligible for reimbursement and may be considered taxable income to the recipient.
Request a Reimbursement
Employee reimbursement requests should be submitted electronically using the Employee Reimbursement Form. Please attach all required receipts and maps (for mileage) when prompted.
Requests should be routed through the employee's supervisor and the Provost office as appropriate. Once approved, the request will be sent directly to Accounts Payable. Please do not submit a printed copy of the request.
Questions can be directed to accountspayable@gettysburg.edu
Documentation
The Employee Reimbursement form must be completed in full.
- Please include receipts as provided by the vendor that clearly identifies the vendor or supplier, the amount, and the date.
- Credit card statements and cancelled checks do not meet IRS substantiation requirements.
- For expenses less than $25 for gratuity or taxi services and a receipt is difficult to obtain, in these cases, it is allowable to include a written explanation of the expense and why the receipt is unavailable.
- Business purpose for the expense must be clearly explained, along with the identity and business relationship of individuals involved (e.g. entertainment, business meals, etc.)
- Foreign expenses must be converted to US currency. See Foreign Transactions section below for additional details.
Authorization
The employee receiving the reimbursement must sign the Employee Reimbursement Form. The employee’s supervisor, chair, or dean must review and approve the reimbursement.