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:
- Via direct deposit
- 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.