| Complete Policy Title: | POLICY ON REIMBURSEMENT OF GOODS AND SERVICES (formerly Cheque Requisition Policy) |
| Policy Number (if applicable): | AP- 030 |
| Approved by: | Vice - President (Administration) |
| Date of Most Recent Approval: | February 9, 2000 |
| Revision Date(s): | |
| Position Responsible for Developing and Maintaining the Policy: | Director, Purchasing Resources |
| Contact Department: | ACCOUNTS PAYABLE |
| DISCLAIMER: | If there is a discrepancy between this electronic policy and the written copy held by the Policy owner, the written copy prevails. |
It is the policy of McMaster University to reimburse reasonable and necessary expenses relating to and in support of University activities.
A "reasonable expense" is deemed to be based on sound judgement and moderation. Refer to Eligible Expenses below for further detail on reimbursable expenses.
This policy applies to all payments of goods up to $2,500 and services, any amount, regardless of the ultimate source of funding, unless specifically indicated otherwise by the funding source. Where funding regulations are different from University regulations, the funding regulations will take precedence.
If a circumstance arises that is not specifically covered in the procedures below, the claimant or signing authority must adopt the most conservative course within the "spirit" of this policy or consult the Accounts Payable Department.
It is the responsibility of each employee involved in the purchase and reimbursement of goods and services to ensure compliance with this policy.
Only those individuals who have account signing authority can authorize the purchases in this policy. When the payee and the account signing authority are the same individual, the authorized approving office must be a minimum one level above the payee.
If the account to be charged is a research account (5 or 8), the appropriate research office must authorize.
Note: When the account to be charged is a research account (ledger 5 or 8), the authorized approving officer's signature of the Department Chair may be delegated to his/her administrative co-ordinator/ department manager. The ultimate responsibility for the expenditures approved by the delegate rests with the Chair. This exception is permitted since research account expenses are also approved by the appropriate Research Office.
Purchases of goods (up to $2,500 excluding taxes and miscellaneous charges) and services (any amount) will be reimbursed providing they are reasonable in nature and amount. The payment request must be properly supported with documentation as described in "Receipts" below and have been appropriately approved as described in "Authorizations" above. In order to initiate a reimbursement, submit a Cheque Requisition form to Accounts Payable. Claims for purchases that are older than twelve months will not be reimbursed.
Payment of goods valued greater than $2,500 must be processed as a Purchase Requisition. Refer to the Purchasing Policy (P-020) for purchasing guidelines.
Reimbursements of less than $50.00 can be made through petty cash at the Cashiers' wickets, Financial Services, following approval by Accounts Payable.
Reimbursements in United States and other foreign currencies are converted at the exchange rate valid at the time of the purchase.
All goods purchased with University operating or research funds remain the property of McMaster University, unless the policy or the funding source dictate otherwise.
The purchases of equipment for research purposes is PST exempt. It is up to the end user to bring this to the attention of the supplier upon making the purchase. Contact Purchasing Resources for a PST exemption certificate.
Eligible expenses must be supported by an original invoice/receipt on company letterhead itemizing the purchase. Credit card statements are acceptable as a substitute for invoices/receipts only when an original invoice/receipt is not issued. If the goods were ordered by telephone or web and when no invoice was issued, attach the packing slip, if possible, with a note "no invoice issued". If the original invoice has been misplaced, a fax or photocopy is acceptable with the notation "original lost". Prepayments must be supported by the original order form and price list.
* Only current charges will be reimbursed, unless, previous statement/invoice attached.
Inclusive but not restricted to:
At times, special circumstances arise that may warrant exceptions such as deviations from the list of ineligible expenses. In this case pre-approval of the exceptions, in writing, is required from the authorized approving officer prior to incurring the expense. That written pre-approval must accompany the expense claim.