Policy 741 Reimbursement Limits

  • Use of employees’ personal funds and reimbursements for procurement of goods and services is discouraged.  With the release of this new LVO Policy 741, a $500 limit has been established for reimbursements of purchases other than travel, entertainment, conference registrations, tuition reimbursement, and maintaining professional credentials (i.e. licenses).  NOTE TO AP STAFF: We will probably include professional memberships as well but our preference is always to direct pay.
  • The $500 limit is per item not per transaction but the goal is to also reduce the number of transactions that go through as reimbursements.
  • The limit applies to all transactions made after August 1, 2010.
  • The limit excludes tax and shipping but again the goal is to steer more purchases to approved methods.
  • We will be monitoring compliance looking for split transactions or repetitive requests.
  • IT Services is working on consolidated billing for wireless services.
  • ASUCLA accepts purchase orders for iPad purchases.
  • Students are covered by this policy, however, non-student employees shouldn’t be making departmental purchases* in the first place. (*other than programmatic expenses related to student organizations or activities.)
  • Partial reimbursements are not permitted, the basis being, if these are truly legitimate, substantiated business purchases then the entire cost should be covered by the University. However, after considering all the factors (i.e. tax implications, business appropriateness, ownership issues, data security etc) if there is a valid business reason then we will make a partial reimbursement to students who are non-employees and residents.
  • There is no exceptional approval process but transactions that are out of compliance will be reviewed on a case-by-case basis.