Faculty, staff or student employees who wish to seek reimbursement for any telephone or cellular airtime/services used to conduct business must document that usage and apply for reimbursement. Telephone or cellular airtime/services to be reimbursed are defined as phone calls made on a voluntary basis using of a personal telephone or cellular phone billed to a faculty, staff or student employee with the charges subsequently approved by the budget unit head or budget unit head's next level supervisor for reimbursement to the employee. Phone Reimbursement Eligibility   Are made voluntarily by a faculty, staff or student employee   Are made for business purposes only   Are billed and itemized through a statement to the employee   Are instances that do not permit use of university phone system Phone Charges Not Subject To Reimbursement   Calls to an employee's home during approved state travel   Calls made to an employee's home to retrieve messages   Monthly telephone or cellular phone base charges   Additional services or fees (i.e., call waiting, 911, etc.)   Taxes charged Timeliness of Submitting Reimbursement Requests Phone charges are to be submitted for reimbursement within (10) days of the date identified on the statement. Any reimbursement request received in excess of (30) days of the statement date or after April 15 of the applicable fiscal year may be denied. Phone Reimbursements Up To $50 Will be reimbursed in cash upon presentation of Purchasing Department approved purchase requisition and original statement(s) along with any applicable support to the Cashier's section of the Controller's Office. Phone Reimbursements Over $50 Will be reimbursed by University check upon transmittal of a Purchasing Department approved purchase requisition and original statement(s) along with any applicable support to the Controller's Office. Reimbursement in excess of $50 may take up to a (30) day payables processing time. Budget unit or employee shall not phone, email or visit the Purchasing Department or Controller's Office regarding status of a petty cash reimbursement unless (30) days has elapsed since submission of a complete reimbursement package by the budget unit. Fiscal Year-End Or Other Funding Deadlines All phone reimbursement requests are subject to Fiscal Year-End Deadline or other funding deadline requirements. Documentation Required For Reimbursement 1.   Submit approved purchase requisition with completed Phone Charge Reimbursement Request Form attached. An approved purchase requisition shall be defined as signed by budget unit head or by next level supervisor if reimbursement for a budget unit head. 2.   State "Petty Cash Reimbursement" on the requisition under Suggested Vendors section and state the full name of the person to be reimbursed including his/her social security number. 3.   Staple itemized original statement(s) and Phone Charge Reimbursement Request Form to the purchase requisition. 4.   Sign and date the Affirmation of Receipt statement located on the Receiving Report (blue) copy of the purchase requisition.

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