Purpose

Occasionally, there may be extenuating circumstances in which employees must use personal funds for purchases related to official University business. These situations are intended to be exceptional, not routine, and must not be used as a substitute for standard purchasing processes.

Purpose

General Guidelines

• Out-of-pocket purchases must be for allowable goods and services directly related to official University use.
• The maximum allowable reimbursement is $100 per transaction. Purchases exceeding $100 will not be reimbursed, and the employee will be personally responsible for the overage.
• Departments may not split purchases to stay under the $100 limit.
• All reimbursement requests must be submitted within 30 calendar days of the purchase date.
• Original itemized receipts must accompany all reimbursement requests.
• All submissions are subject to strict policy review and compliance checks.

Reimbursement Process

To request reimbursement:

1. Complete the CO-17XP - Employee Voucher (Travel and Other).
2. Attach original receipts.
3. Submit the completed form to the Accounts Payable Department within 30 days of purchase.

Important Notes

• This procedure does not replace the standard purchasing methods:
  • Purchase Requisitions / Purchase Orders
  • Procurement Card 
• Employees should plan ahead and use approved purchasing methods whenever possible to avoid personal financial risk.
• This procedure does not apply to travel-related expenses, which are governed by separate guidelines through the Travel Office.
• The University is exempt from Connecticut state sales tax and will not reimburse employees for sales tax paid.

Prohibited Purchases

The following items cannot be reimbursed through this process. Some may be purchased through regular procurement channels; others are never considered allowable expenses:

• Air conditioners or space heaters
• Alcoholic beverages
• Audio/Visual or photographic equipment
• Advertising
• Art work (e.g., pictures, posters, statues)
• Birthday cakes or office celebrations/parties
• Business cards
• Clothing (excluding protective wear)
• Donations of any kind
• Dry cleaning services
• Employee entertainment
• Flowers or gifts for SCSU employees or their relatives
• Fines and penalties
• Furniture (tables, chairs, desks, lamps, etc.)
• Insurance
• Kitchen appliances (e.g., coffee pots, microwave ovens, toasters)
• Laundry services
• Lodging
• Meals (for departments, when comprised entirely of University employees)
• Outdoor signage or paint (except by Facilities Operations) 
• Personal furnishings (e.g., briefcases, pen sets)
• Plants and shrubs (except by Facilities Operations)
• Professional or personal services of any type
• Purchases from a University employee or their immediate family
• Refreshments (e.g., coffee, tea, bottled water)
• Sporting goods (except by the Division of Athletics)
• Stationery
• Telecommunications equipment

Relevant Procurement Resources 

• Amazon Purchases: Must be made using a University-approved Amazon Business Account.
• Staples Orders: Must be made through a Staples Advantage Account.
• Food Purchases: Must comply with the University Refreshment Policy.