Direct Pay Reimbursement

The Direct Pay process is to reimburse employees for out of pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order, or a procard purchase were not possible due to abnormal circumstances. Reimbursement of such expenses are made at the risk of the employee, as reimbursement is not guaranteed and may be denied by the Associate Vice Chancellor for Financial Services if it does not fit the intent of such reimbursements as outlined in the policy memo (linked below).

Please note that only reimbursements over $100.00, or representational reimbursements of any amount, are processed through Accounts Payable. The UAF Office of the Bursar processes reimbursements under $100.00 as petty cash transactions. No reimbursements are processed by Procurement and Contract Services per the recent Direct Pay Reimbursements memo.

Direct Pay Reimbursements require a general encumbrance Banner entry using FGAENCB with a journal type of "DP01." All employee reimbursements require submission of the Direct Pay Reimbursement form, which can be found under the Accounts Payable Forms. Original purchase receipt(s) and any additional backup must be attached. A dean or director signature is now required for ALL reimbursements.

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