Required Documentation:

• AP Form. Note: Reimbursements exceeding $5,000 require Project Advisors approval.

• Itemized receipts for all expenses

Receiving Reimbursement Payments Through Bill.com:

Once the reimbursement request has been submitted following MSC's general accounts payable process, the recipient will receive an invitation to connect with Movement Strategy Center on Bill.com.

Click here to learn how to create a vendor account to receive payment via Bill.com.

If the recipient already has a Bill.com vendor account, they should follow these instructions to locate their Payment Network ID so it can be entered into the AP form. 

Reimbursement Guidelines:

• All reimbursements must be submitted within 30 days of the expense.

• Reimbursements will not be issued for payments to individuals, including contractors, interns, etc., as these payments are subject to 1099 reporting requirements and contractor obligations.

• Reimbursements will not be issued for meal or incidental expenses on days when the individual has received a travel per diem.

• Staff are encouraged to obtain prior approval from their supervisor or Project Director before making a purchase they expect to be reimbursed.

• Itemized receipts are required for all reimbursements.

• If the reimbursement is for a contractor, the amount must comply with the agreed terms and limits in the contract’s Accountable Expenses section.

• Limited exceptions may be made for contractor expenses not covered in the contract's terms, following the standard non-staff reimbursement process and with approval from the Project Director or Department Chief.

Reimbursement for Alcohol Purchases:

• Reimbursement for alcohol purchases may be approved for certain instances of business entertainment, limited to one beverage per person.

• According to the MSC Employee Personnel Policy, employees should not be under the influence of any substances while working. The business purpose of all expenses, including the event name, must be clearly detailed in the expense description.

• Alcohol charges to federal, state, and local government grants are not permitted.

IRS Publication 463 (2017), Travel, Entertainment, Gift, and Car Expenses describes business entertainment as directly related entertainment expenses where: 

• The main purpose of the combined business and entertainment was the active conduct of business,

• You did engage in business with the person during the entertainment period, and

• You had more than a general expectation of getting income or some other specific business benefit at some future time.