Standard Operating Procedure: University of Arizona Expense Reimbursement

This Standard Operating Procedure (SOP) outlines the mandatory protocols for University of Arizona employees and affiliates seeking reimbursement for university-related business expenses. Adherence to these guidelines ensures compliance with University Financial Services (UFS) policies, accelerates approval timelines, and prevents fiscal audit findings. All reimbursements must be processed through the UAccess Financials system in accordance with the University’s Accountable Plan, which requires substantiation of business purpose and legitimate proof of payment.

Phase 1: Pre-Submission Preparation

• Verify that the expense is "ordinary, necessary, and reasonable" for university business.
• Confirm that the funding source (account/project) has sufficient budget to cover the expenditure.
• Ensure the expense occurred within the last 60 days; expenses submitted beyond this window require a formal "Late Justification" and may be processed as taxable income.
• Collect all itemized receipts. Credit card statements alone are insufficient; the receipt must show the itemized list of goods or services purchased.
• If the receipt is lost, complete a "Missing Receipt Affidavit" (MRA) form prior to submission.

Phase 2: Documentation & Categorization

• Categorize the expense correctly (e.g., Travel, Meals & Entertainment, Office Supplies, or Professional Development).
• For meal expenses, ensure the names of all attendees, their institutional affiliations, and the specific business purpose are documented.
• Convert all international currency receipts to USD using the exchange rate effective on the date of purchase (use OANDA or a similar recognized currency converter).
• Redact sensitive personal information, such as full credit card numbers or home addresses, while ensuring the last four digits of the card used for payment remain visible for verification.

Phase 3: UAccess Financials Processing

• Log into UAccess Financials.
• Navigate to the "Travel & Expense" module.
• Create a "Disbursement Voucher" (DV) or "Travel Reimbursement" (TR) document as required by the expense type.
• Enter the Payee ID (EmplID) accurately to ensure funds are routed to the correct banking profile.
• Attach all supporting documentation as a single, clearly labeled PDF file.
• Select the appropriate Object Code to ensure the expense is categorized correctly in the university ledger.
• Submit the document for routing to your department’s designated Fiscal Officer or Approver.

Pro Tips & Pitfalls

• The "Itemized" Requirement: Do not upload just the credit card slip showing the tip. You must upload the detailed bill provided by the restaurant or vendor.
• Avoid Commingling: Keep business expenses separate from personal purchases on the same receipt. If a receipt contains both, clearly highlight or circle the business-related items.
• Departmental Deadlines: While the University policy allows 60 days, many departments have internal deadlines to close out monthly ledgers. Check with your local Business Office for departmental cut-off dates.
• Sales Tax: Note that the University of Arizona is tax-exempt. If you are making a large purchase on behalf of the university, use a university-issued P-Card to ensure tax is not applied, rather than paying out-of-pocket and seeking reimbursement.

Frequently Asked Questions

Q: Can I be reimbursed for alcohol consumed during a business meal? A: Generally, no. Alcohol is typically not reimbursable unless it is part of a specifically approved event or donor-related engagement, and it must be charged to an appropriate non-state fund account. Always consult your department's fiscal manager beforehand.

Q: What do I do if I lost my receipt and the amount is over $25? A: You must complete and sign a Missing Receipt Affidavit (MRA). Be aware that frequent use of MRAs will trigger internal audits; use them only as a last resort for isolated incidents.

Q: How long does it usually take to receive the funds after submission? A: Once approved by your department and processed by the University Accounts Payable office, reimbursements are typically paid via Direct Deposit within 5–7 business days. Ensure your direct deposit information is current in UAccess Employee.