Disbursement Guidelines

The University of Richmond has four types of forms used for disbursement:

1. Petty Cash Form
2. Check Request Form
3. Travel and Entertainment Expense Form
4. Advance Request Form

The following are guidelines to expedite the disbursement process and aid you in preparation of these forms.

Although, documents may be reviewed by several different offices, it is ultimately the originating department's responsibility to ensure these documents are completed in accordance with University guidelines.

Petty Cash Form

A Petty Cash Form should be used for reimbursements of $50.00 or less. If your reimbursement is over $50.00, then a Check Request Form must be completed and submitted to Accounts Payable for processing.

The Petty Cash Form requires the following information:

1. Amount of total cash requested
2. Purchaser's name and department
3. Accounting Description (index/account)
4. Description of purchase
5. Supervisor's signature
6. Original receipts:
Attached to a separate sheet
If smaller than 5 x 7, must be taped or glued to an 8 ½ x 11 sheet of paper. Do not staple.
If receipt does not have vendors name and/or item description, the requestor must write the vendor's name and description on the receipt

Petty Cash reimbursements are not allowed for the following:
1. Receipts over 30 days old
2. ATM fees
3. Mileage and gas receipts
4. Cash Advance fees
5. Gift Cards/Certificates

Petty Cash Forms are available from the Printing Services . Once the Petty Cash Form has been approved by the appropriate dean (if required by the individual school), director, and/or department head, submit the completed form and receipts to the Cashier in the Bursar's Office located in Sarah Brunet Hall.

Back to top

Check Request Form

The Check Request Form should be used for:

1. Reimbursement of an individual's University-related expenditures (not travel related). Reimbursements will not be processed for receipts more than 90 days old
2. Payment of services for individuals not employed by the University

All check requests must have proper supporting documentation, which may include, but are not limited to: invoices, receipts, emails, contract letters, copy of University announcements or pamphlets. No check requests can be processed without supporting documentation; this includes requests for refunds. Vendor quotes are not considered proper documentation.

If payments are being made to an individual for the first time, the department must also complete an Independent Contractor Checklist and forward it, along with the check request, to Human Resources for approval to pay. See the Independent Contractor User Guide for more information about this form.

The following information must be provided on the Check Request Form:

1. Total check amount
2. Full name and address of payee
3. The payee's identification number must be provided as follows:
• Company vendor - Federal Employer Identification Number (FEIN)
• Faculty/staff/student/non-University individual - University ID
• Non-University individual (if a new vendor) - Social Security Number. Once vendor has been created in the system by the Accounts Payable Office and a University ID number created, the department must provide the new University ID for future payments to the vendor
• Foreign visitor - International Taxpayer Identification Number (ITIN) or Social Security Number
4. Identification of the payee status (i.e. vendor, employee, student)
5. Citizenship status of the payee, i.e. U S citizen/resident alien, or foreign vendor (See item 16 for documents which must be provided for payments to non-US citizens)
6. Type of payment (i.e. reimbursement, payment for goods, payment for services, gift certificate reimbursement/purchase)
7. Which fiscal year's budget to be charged (i.e., FY05, FY06, etc.)
8. Accounting distribution (index/account) and amount to be charged to each distribution
9. Business purpose for the expenditure
10. Mailing instructions (i.e. mail, direct deposit, attachments) Note: all employee reimbursements must be direct deposited
11. Payee's signature (if University employee or student)
12. Requestor's signature (if other than payee)
13. Dean, director, department head, or supervisor's signature
14. Original receipts, for reimbursements (must be less than 90 days old):

• if original receipt is not provided with request, then a written explanation as to why a copy is being used must be provided. Please write original on the copy
• if no receipt is available and amount is for less than $25, payee must indicate receipt not available
• if no receipt is available and amount is for $25 or more, payee must complete the Missing Receipt Form and attach to the Check Request Form
• if receipts do not have vendor's name or item description, the requestor must write the vendor's name and description on the receipt
• if a meal receipt is for more than one individual, names of all guests (and their affiliation with the University) must be provided with the receipt
• be sure correct amount on receipt is submitted for reimbursement
• charge slips that do not include item description are not to be submitted alone; detailed list of charge is needed
• include for reimbursement only items on the receipt that are for University business
• if smaller than 5 x 7 must be taped or glued to a separate 8 ½ x 11 sheet of paper. Do Not Staple. Do not tape/glue to actual Check Request Form.

15. If documentation must be mailed with the check, provide an original of the documentation, as well as a copy for the Accounts Payable Office records.
16. If a payment is being made to a non-US citizen (or resident alien), the department must also provide the following documents before a payment can be issued:
    1. Foreign National Information Form
    2. Copy of invitation letter, contract, or other supporting document for the payment
    3. University Compliance Statement (if visitor is on a B1, B2, WB, or WT visa type)
    4. Copy of Visa stamp and ID page of passport
    5. Copy of I94 card (front and back)

See Payments to Foreign Nationals Policy for more information.

Do not attach a Check Request Form to an invoice, unless you want the check returned to you rather than mailed by the Accounts Payable office.

Once the Check Request Form has been approved by the appropriate dean (if required by the individual school), director, and/or department head, submit the completed form and receipts to the Accounts Payable Office, located in Maryland Hall, Room G13. Contact your department or school to determine who should approve your check request.

Back to top

Travel and Entertainment Expense Report Form

The University will bear all reasonable and necessary business-related expenses, which are incurred by authorized travelers. The University wishes its employees to travel in reasonable comfort, but expects employees to exercise prudent business judgment.

The Travel and Expense Report form is the traditional travel reimbursement form and should be used for trips that exceed 14 days.  However, for shorter trips, the Travel and Entertainment Expense Reimbursement System, available on BannerWeb, https://bannerweb.richmond.edu/ should be used instead of this traditional form.  Whether using the traditional travel form or the BannerWeb Travel & Entertainment Expense Reimbursement System, please adhere to the following guidelines.

Upon completion of your travel, the form is intended to be a summary of all your travel costs, including those previously reimbursed, or paid directly by the University.  There is a section on the form to list and deduct previously reimbursed, or paid, items.

The travel reimbursement requests should be completed within 30 days of the completion of a trip.  Reimbursements will not be issued for receipts more than 90 days old.

Reimbursement requests require the following information:

General Information

1. Name of traveler and department
2. Citizenship status of traveler (i.e. US citizen or Other)
3. Destination and dates of travel
4. Purpose for travel
5. Original receipts (must be less than 90 days old):
   attached on a separate sheet; do not tape/glue to T&E form:
   
• If smaller than 5 x 7 must be taped or glued to a separate 8 ½ x 11 sheet of paper; never stapled
• If receipt does not have vendor's name or item description, the requester must write the vendor's name and item description on the receipt
• If original receipt is not provided with request, then a written explanation as to why a copy is being used must be provided. Please write original on the copy
• If no receipt is available and amount is for less than $25, payee must indicate receipt not available
• If no receipt is available and amount is for $25 or more, payee must complete the Missing Receipt Form and attach to the Check Request Form
• Please place receipts in date order, following the format of the T&E form

6. Accounting distribution (index/account)
7. Traveler's signature
8. Supervisor's and / or dean's signature

Transportation Expense Section

1. Mileage
   The current mileage rate method is to be used to reimburse for the use of a personally owned automobile used for University business. The actual gas receipts should be submitted for reimbursement when a University of Richmond automobile, or rental automobile, is used for University business. If gas receipts are not available, the reimbursement will be made at the current rate established by the University for this type of reimbursement.  This rate is substantially less than the standard mileage reimbursement rate.
2. Airfare/train actual charge
3. Cost to rent an automobile
4. Actual taxi/bus/shuttle charges
5. Parking and toll fees paid (also include gas here, if University or rental vehicle). Do not include normal cost of commuting. Receipts should be obtained whenever possible.

Lodging and Meals Section

1. Daily lodging charges should include room charges and taxes only. Suites are considered extravagant and should not be used unless the price is equivalent to other room rates at that hotel.
2. Meal charges should include tips.
3. Group entertainment (meals) must detail the purpose and who was included (attach separate sheet if necessary).

Other Expenses Section

1. Registration fees and materials
2. Gratuities (excluding those for meals, which should be reported in the Lodging and Meals section)
3. Business postage and baggage handling charges
4. Business telephone calls and one personal telephone call per day of reasonable duration, when on overnight University business

The University will not reimburse for the following expenses, incurred while traveling:

1. Movies
2. Health and beauty spas
3. Physical fitness equipment or gym fees
4. Tennis court/racquet ball fees
5. Golf/greens fees
6. Traffic fines, court costs, parking violations, or auto repair
7. Laundry/dry cleaning (unless your trip is longer than seven (7) consecutive days)
8. Travel expenses of family members
9. Gifts for co-workers (if reimbursed by the University, the gift is taxable to the recipient - See the Gift Reporting Policy)
10. Credit card finance charges or delinquency fees
11. Any other charges deemed unacceptable

See the Travel, Entertainment, and Moving Expense Policies and Procedures for more detailed guidelines regarding employee reimbursements.

Once the Travel and Entertainment Expense Report form has been approved by the appropriate individuals, i.e. dean (if required by the individual school), director, and/or department head, submit the completed form and receipts to the Accounts Payable Office, located in Maryland Hall, Room G13. Contact your department or school to determine who must approve your reimbursement request.

Back to top

Advance Request Form

Cash advances are allowed only in limited situations. These include group (student) travel, international travel for University-related business, payments to research subject participants, or travel for the occasional one-time traveler. In all other situations, the individual must either charge the expense on a personal credit card and request reimbursement, or charge the expense to a University travel card or purchasing card (non-travel related expenses, only).

Advances that are not substantiated within a reasonable period of time (as detailed on the Advance Request Form), will either be deducted from the individual's paycheck or added to the individual's W2. Student advances not substantiated within a reasonable time (as detailed on the Advance Request Form) will have a financial hold placed on their student records.

The Advance form may be used to request either a travel advance or an expense advance. The employee/student must indicate which type of advance is requested by completing the appropriate section on the form.

The following information is required on the Advance form:
1. Mailing instructions
2. Full name of employee/student requesting the advance
3. UR ID number
4. Department name and address
5. Reason for the advance
6. Business purpose for the advance
7. Date of the trip or event
8. Index to be charged (the advance account number is pre-printed on the form, -7169 for travel advances and -7999 for expense advances)
9. Approver's printed name
10. Approver's signature
11. Signature of the employee/student requesting the advance

Forward the completed and approved Advance Request Form to Accounts Payable, located in Maryland Hall, Room G13.

Miscellaneous Disbursement Information:

• All reimbursements for university employees will be direct deposited to the employee's bank account.  An employee's reimbursements will not be processed until the direct deposit information has been provided to the Accounts Payable Office.  The direct deposit authorization form is available at http://controller.richmond.edu/forms/DirectDeposit_FS.pdf.
• The departmental purchasing card should be used for office related expenses, whenever possible. Contact Elaine Pierpont in University Services to request an application for the card.
• The University is exempt from Virginia state sales tax. Please inform the vendor of our tax exempt status when making University purchases. If a copy of the tax exempt certificate is required, contact University Services for a copy (x8891).
• The Accounts Payable Office is closed for business from 8:30 am - 12:00 pm each Tuesday and Thursday morning to allow for check processing. Phones are not answered during these hours until check processing is completed.
• Reimbursements will not be processed for receipts that are older than 90 days.
• The supervisor must notify the appropriate office (i.e., Accounts Payable or Cashier's Office) if he/she is designating someone else to approve reimbursements, in his/her absence.

Back to top