2005 Pacific Southwest Regional Conference

March 31 - April 2, 2005

California State University, Fullerton

UNLV-ASCE Policy and Procedures

(scroll down to download the reimbursement forms)

General Expense Guidelines

The UNLV Student Chapter of ASCE has no intention of denying anyone reimbursement for official expenditures. Similarly, UNLV-ASCE does not intend to compensate individuals for the inconvenience of travel, per se, or for personal (non-ASCE) expenses incurred while traveling on behalf of the student organization. All expenses must be directly related to the interest of UNLV-ASCE. When deciding whether or not to request reimbursement for an item, a person should be able to answer yes to each of the following questions:

1. Was the expenditure necessary to the conduct of UNLV-ASCE business?
2. Would a prudent individual have incurred this expense?
3. Did I actually spend this amount of money?
4. Is it reasonable to request and to expect reimbursement?

Questionable items must be resolved with the Student Treasurer, Faculty Advisor and Department Chair and with the Student President before the expense is incurred or reimbursed.

All travel is subject to established University policies and to regulations of governmental or other agencies.

Alcoholic beverage expenses are NOT to be reimbursed without prior consent from the Student President.

Food item costs during official UNLV-ASCE activities are allowable. Tips submitted for reimbursement should be reasonable and should be included as part of the cost of food. Receipts for food items should be obtained whenever possible.

UNLV-ASCE Receipts Policy

An original receipt is required for reimbursement.

An acceptable receipt contains all five of the following attributes:

• The vendor or business name. If not printed on the receipt, ask the vendor to stamp/print the business name on the receipt or attach his/her business card.
• A description of what was purchased. If a description is not included on the receipt, attach an itemized description of the item(s) purchased. If, for example, a meeting registration was paid for and the receipt does not specify the organization's name, date, or cost of the meeting, attach a copy of the complete meeting announcement to the payment document that states that information. If a hosted meal/event is being reimbursed, the names and affiliations of those hosted and the purpose for the meal/event needs to be included on the payment document.
• The total amount paid. When purchasing an item for UNLV, ask the vendor to ring up the sale as "tax-exempt." UNLV-ASCE is exempt from paying state sales tax provided the sale is made in-state. A copy of the tax exempt certificate can be obtained by contacting the Student Treasurer at: amarkham@earthlink.net. If the vendor charges sales tax, the payer will be reimbursed.
• The method of payment. When paid in cash, the receipt must indicate "cash." When paid by check, include the check number, the date of the check, and the name of the bank the check was drawn on. If a credit card was used, the credit card receipt or the original vendor receipt indicating "credit card/Visa/MC/etc." must be provided. If a credit card receipt was lost, attach a copy of the credit card statement to substantiate the transaction.
• The date of the purchase.

Any receipt that does not include all of the required information is not acceptable as a receipt for reimbursement. An example of an unacceptable form of receipt is the "tear-slip" from the restaurant order form. This is the bottom portion of the waiter's order form. If this is all the restaurant offers, request a cash register receipt for the transaction.

An original receipt is required since UNLV-ASCE is "buying" that receipt from the purchaser. If the receipt is not to be totally reimbursed, the purchaser may keep the original for tax purposes. The purchaser must then submit a LEGIBLE copy of the receipt for the partial reimbursement and state on the receipt "Original Retained by Traveler - Not Previously Paid - Partial Reimbursement" and sign and date this statement. A copy of the original receipt without this explanation or an explanation why the original receipt was not provided may not be accepted by UNLV-ASCE.

The traveler's receipt portion of bus, taxi, airport, railroad, airline, toll, or limousine service must be an original. If necessary to retain a copy of the receipt, it is recommended that when buying a ticket for public transportation (e.g., subway, D.C. Metro, bus, etc.) the traveler pay an extra $.05 so that the ticket machine will return the ticket as a receipt.

Alteration of Receipts (UNLV Travel Policy (I)(7))

If there is the appearance that a receipt was illegally tampered with, the document will be referred to the appropriate authority for action. Reimbursement and/or any other travel action will be suspended until the investigation is complete.

Lost Receipts

In the event a receipt is lost, the person who lost the receipt may submit a formal letter describing the incident to the Student Treasurer for reimbursement.

UNLV-ASCE Reimbursement Forms

Click here to download the 2006 PSWRC Reimbursement Request Form (PDF format)

This form is used to process reimbursements for out of pocket expenses incurred for transportation, materials and supplies, food items and non-alcoholic beverages, and other miscellaneous expenses related to the participation of the UNLV Student Chapter of ASCE in the 2005 Pacific Southwest Regional Conference.

Original itemized receipts are REQUIRED for reimbursement.

In order to be reimbursed, all receipts must be neatly stapled and submitted with this form. Any conflicts with this will be up to the discretion of the Treasurer. Incomplete forms will be returned and result in delays for reimbursement.

All reimbursement requests from Conference Committee members and/or ASCE officers and members MUST be signed by the Treasurer before payment can be made.

Please use Adobe Acrobat to fill out the form electronically. Remember to SIGN and DATE the form!

Rev: 01/28/04