Monthly Reimbursements

All reimbursement requests including Petty Cash, Mileage, and Travel are combined in one process/form.

• Employees have two options for receiving a monthly reimbursement:
  1. Via direct deposit
  2. A check mailed to the address on file in Colleague
• Employees complete one monthly reimbursement request and submit to Accounts Payable.
• Instructions for completing the form.

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.

Notes:

*Generally, Per Diem rates are updated October 1 and mileage rates are updated January 1.

See Monthly Reimbursement Process for additional information.