Employee and Nonemployee Non-Travel Reimbursements

UCR may reimburse employees and nonemployees for allowable University business expenses paid with personal funds. Reimbursement is subject to applicable UC, UCR, sponsor, and funding-source requirements.

University purchasing and payment methods should be used whenever practical. Paying an expense personally does not guarantee reimbursement or make an otherwise unallowable purchase allowable.

When reimbursement may be appropriate

A non-travel reimbursement may be appropriate when:

• The expense serves a clear University business purpose.
• The expense is reasonable, necessary, and allowable.
• The individual paid the expense with personal funds.
• An established University purchasing or payment method was not reasonably available or appropriate.
• Required approvals and supporting documentation are available.
• The selected funding source permits the expense.

Personal and University expenses must remain separate. UCR will not reimburse personal expenses, duplicate payments, or expenses that do not comply with applicable requirements.

Employee and nonemployee reimbursements

UCR uses separate Concur report types based on the individual being reimbursed.

The individual being reimbursed remains responsible for providing accurate information, itemized receipts, proof of payment, and other required documentation.

Employee reimbursements

Employees may request reimbursement through Concur for allowable non-travel business expenses paid personally.

Employees are responsible for:

• Confirming the expense supports University business.
• Obtaining any approval required before the expense is incurred.
• Providing a complete business purpose.
• Retaining required receipts and proof of payment.
• Identifying personal or nonreimbursable costs.
• Confirming that the reimbursement has not been requested or paid through another method.
• Providing any documentation required by the department, funding source, or applicable policy.

An authorized Concur Delegate may prepare the Expense Report on the employee’s behalf, but the employee remains responsible for the accuracy and completeness of the reimbursement request.

Nonemployee reimbursements

Nonemployees may be reimbursed through Concur for allowable non-travel business expenses paid personally. The nonemployee does not access Concur or prepare the Expense Report.

Before UCR can process the reimbursement, the nonemployee must:

• Be registered as a UCR supplier/payee.
• Have Spend Authorized status in Oracle Financials.
• Be available for selection in Concur.
• Provide the sponsoring department with the required business purpose, itemized receipts, proof of payment, and supporting documentation.

An authorized departmental Concur Delegate prepares the Non-Employee Reimbursement (Non-Travel) Expense Report on the nonemployee’s behalf.  Review Non-PO Supplier/Payment Requests

Reimbursement or ePay payment?

A reimbursement repays an individual for an allowable University expense the individual paid personally. Employee and nonemployee expense reimbursements are processed through Concur.

ePay is used for eligible non-PO payments that are not expense reimbursements, including certain honoraria, human-subject payments, performance payments, nonemployee stipends, and other supported payment types. Review ePay payment types and requirements

Selecting the appropriate purpose

Select the Concur Report Purpose that most accurately describes the reimbursement. Use Other (Comment Required) only when none of the available purposes applies, and clearly explain the expense in the Business Purpose/Additional Information field.

The selected Report Type or Report Purpose does not determine whether an expense is allowable. The expense must still meet the applicable University policy and documentation requirements.

Business meetings, entertainment, events, gifts, and awards

Expenses involving business meetings, entertainment, hosted events, gifts, or awards are subject to additional limits, approvals, tax considerations, and documentation requirements.

Review the Business Meeting, Entertainment & Events section before incurring or submitting these expenses. Use Business Meeting / Entertainment and Other Events as the Concur Report Type when the reimbursement relates to a business meeting, entertainment activity, or other event.

For a non-cash gift or award, use the applicable employee or nonemployee reimbursement Report Type and select Employee/Non-Employee Non-Cash Award as the Report Purpose.

Before purchasing or reimbursing a gift or award, review the Reference Guide on Giving Gifts to Employees and Non-Employees to confirm recipient eligibility, applicable limits, required approvals, tax treatment, and the appropriate payment method.

Documentation and missing receipts

Every reimbursement must include sufficient documentation to establish the University business purpose, allowability, amount paid, individual who paid the expense, and required approval.

For documentation standards, receipt requirements, and instructions when a receipt cannot be obtained, review Documentation, Receipts & Approvals.

A missing receipt declaration does not make an otherwise unallowable expense reimbursable or replace other required documentation.

Departmental responsibilities

Departments are responsible for confirming that:

• The expense supports a legitimate University business purpose.
• The expense is reasonable, necessary, and allowable.
• The correct Concur Report Type and Report Purpose were selected.
• The individual requesting reimbursement paid the expense.
• The funding source is appropriate and available.
• Required documentation and approvals are included.
• Personal expenses have been excluded.
• Any exception is adequately explained and approved.
• The reimbursement does not duplicate another reimbursement, card transaction, supplier payment, or direct University payment.

Training and system guidance

For instructions on creating, submitting, reviewing, or approving an Expense Report, review:

• Concur Travel and Expense
• BFS Training Resources