Instructions

Download the form


                  • Formulas are built into the form to avoid calculation errors. The form must be filled in before printing. 
                  • Do not use in Google Sheets. Use the down arrow to download the form. 
                  • The form is formatted in Excel 2013 and should be used in this format.

1. Click on the Download link.
2. Click on the downloaded Monthly Reimbursement Request form to open.
3. Click Enable Editing.
4. Save this form to your hard drive or desktop. Select "File" and then "Save As" to name your file and select a location to store your file. Once saved, you can begin completing the reimbursement request form. 

Note:  Depending on your browser and settings, you may be asked to save the file BEFORE opening it.  Type a new file name then click Save.   

Complete the Form
  • Enter only the amounts for which you are seeking reimbursement. 
  • All reimbursement requests must be made within 60 days of incurred business expense. See AR # 7.03.003, Guidelines/Procedures
  • Retain a copy of the information you send to Accounts Payable for your records. 
Submit the Form 
  • Send approved form and itemized receipts to Accounts Payable at the Service Center (SVC) via inter-campus mail. Do not send duplicate requests. 
Receive Reimbursement
You will have two options to receive your reimbursement: 
2) Check mailed to address on file in Colleague.

General Reimbursement guidance, applies to all reimbursement requests: 
  • Submit requests within 60 days of incurred business expense. Requests received after 60 days will not be reimbursed.
  • Include itemized receipts with reimbursement request. 
    • Missing receipts or invoices not provided by a vendor must have an explanation from the employee, signed by the Budget Authority, and submitted with reimbursement request. 
  • Use ACC tax exempt form when purchasing items. ACC does not reimburse for state sales taxes. 
  • Use a Texas Hotel Occupancy Tax Exemption Certificate when traveling within the state of Texas. ACC is exempt from state hotel tax, but not local hotel tax. 
  • Accounts Payable will process all reimbursement requests within 10 business days of the date the form is stamped received in Accounts Payable.