Reimbursement Guidelines Reminder
A reimbursement is processed when an individual pays for a business-related expense with personal funds and the expense is determined to be payable by CU.
What Is Allowed
- Employee reimbursements are generally limited to goods under $5,000.
- Items must not be covered under existing University price agreements.
- Reimbursements must meet the University’s accountable plan requirements for proper documentation.
- Reimbursement requests can only be submitted after the travel or related event has concluded.
- Reimbursements are not intended for routine purchases and should not be a department’s primary purchasing method.
Unallowable Transactions (Will Not Be Reimbursed)
Please do not use personal funds for:
- Payments to individuals or independent contractors (including speakers, transportation, lodging hosts, etc.) Payments to individuals must be pre-approved through a scope of work and must be processed via CU Marketplace.
- Peer-to-peer payment apps (Venmo, PayPal Personal, Cash App). Again, these are also considered payments to individuals so they must be pre-approved through a scope of work and must be processed via CU Marketplace.
- Cash awards/Stipends/Gift Cards/Study Subject Payments
- Donations
- Any single purchase over $5,000
- Travel or business expenses for other individuals (outside qualifying group travel)
- Purchases made with gift cards, rewards points, miles, or prepaid credits (e.g., Uber Cash)
- Personal purchases
- Tips over 20%
Please review these guidelines carefully before making any business-related purchases with personal funds. Feel free to reach out to sehdfinance@ucdenver.edu with any questions.