Purchase Reimbursement
Who can benefit
from this page?
EECS Faculty, post-docs, students, and others who seek reimbursement for purchases made for office or lab.
It's helpful to read this page BEFORE you purchase!
FAQ:
- What forms do I need and where can I get them ?
- How do I get reimbursed for an item I purchased with my own credit card?
- Can I get reimbursed for sales tax?
- Can I get reimbursed for shipping/handling?
- I am a student who bought something for my lab. How do I get reimbursed?
- What is a "proper or valid" receipt?
- I lost the receipt. What do I do?
- Why do I have to provide my credit card statement if I have the receipt?
- About the Exception Form
- When will my reimbursement check arrive?
SOF - Supply Order Form: The SOF accompanies all orders that are submitted through the EPPS Operator. Download the form in Excel
Vendor Code Request / Attest form: Students must submit this form along with each request for reimbursement. Download the form in PDF
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Firstly we should mention that NU discourages making purchases with a personal credit card. Use it only when a P-Card, Corporate Charge Card, Purchase Order or NU check are not feasible ordering options. Your support staff has a P-Card which should be used whenever possible for your purchases.
Present the valid receipt and credit card statement to your support staff, and provide an active grant account number.
If a proper receipt is not available, submit a copy of your credit card statement along with the packing slip. Tax paid cannot be reimbursed.
The EECS Department and the McCormick Dean require that you provide your credit card statement for all charged expenses, even if you have a proper receipt, as requested by auditors.
A photocopy of the original statement or a printed web statement is acceptable. You may "black out" all non-pertaining charges on your statement.
Save your receipt and bring it to your faculty advisor's support staff, who will complete the reimbursement form. Provide the staff member with your EMPLOYEE ID#, and your faculty advisor's account number.
If possible, order the item(s) through the university so you don't have to pay out-of-pocket or deal with the sales tax.
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Yes, if it is listed on the invoice.
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Keep all receipts, packing slips, and submit with credit card statement.
A credit card statement listing the purchase will substitute. If you paid by check, provide the cancelled check, or a copy of it. If you paid by cash, see Deneen about the possibility of using the Exception form.
If you pay cash, a register receipt is sufficient.
If you pay with a personal check, the cancelled check from your bank is required (or a print of it)
If you pay with a credit card, for a receipt to be valid it must show:
1) the name of the credit card holder,
2) the amount paid,
3) at least the last four digits of the credit card number.
An emailed or printed order confirmation is not a receipt unless it lists this information.
A packing slip is not a receipt.
A credit card statement (original or copy or printed online statement) is a valid receipt.
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Your check will arrive in three to four weeks from the date it is submitted to Accounts Payable by this department's EPPS Operator.