The policy covers meal reimbursement to employees not in travel status and reimbursing guests for meals and related travel.
Below are frequently asked questions about the reimbursable business expense policy and the gift card policy. These questions do not pertain to travel-related expenses. Our travel section provides information and forms for travel-related reimbursements.
If your question is not covered here, please contact our office.
Reimbursable Business Expense Policy
The policy changed to highlight the differences in reimbursable business expenses and the state travel policy. Major changes include an increase in the allowable amount per meal, a clearer definition of when meals are allowed, and a clearer definition of which fund sources are allowable. State travel regulations did not change.
A purchase requisition is required for planned events. (Examples include catering, banquets and payments to vendors). A check request may be used to reimburse an employee for payment of a restaurant bill for a small group of people. (Examples include taking a candidate to lunch and taking a guest lecturer to dinner).
The travel voucher is for employee travel reimbursements only. External parties and students are not reimbursed using the travel voucher form.
Receipts should not be more than 30 days old and fiscal year end deadlines apply.
Include original, detailed receipts and a copy of the letter of invitation. Mileage can be reimbursed at the current state rate and does not require a receipt.
Northern Illinois University is exempt from sales tax. Sales tax is not paid to vendors and not reimbursed on receipts over $100.
Alcohol is not allowed with NIU funding.
Institutional funds should be used if a guest is a family member or friend.
Employee meal reimbursements are generally coded 685510.
You can not be reimbursed with university funds without an original, detailed receipt. Make sure to get a receipt or contact the vendor for a receipt.
No, an affidavit does not replace a receipt. Individuals requesting reimbursement with university funds must get a receipt.
They are considered an employee under this policy.
No, reimbursement is based on actual expenditures, subject to the maximums. Original, detailed receipts are required.
- Complete the form electronically.
- Include original, detailed receipts.
- Show calculations.
- Provide the names of participants, their departments, and headquarters (for employees).
- State clearly the business purpose.
Gift Card Policy
The university will not reimburse purchases of gift cards except for research participant payments as described below. Payment for services should be made using either the payroll system (employment) or the accounts payable (vendor) system.
Gift cards may be used for payments to research participants of $100 or less. Gift cards for research participants must be requested through the Research Advance process. For more information please review the Payments to Research Participants Policy in its entirety.
Please contact AccountsPayableSrvs@niu.edu for more information.