Expense Reimbursements

Policy

An IRS accountable plan is used to reimburse its employees for non-travel expenses incurred in the course of College business. By using this method, the College meets the IRS definition of an accountable plan and therefore, reimbursements do not have to be reported as income to the employee.

Under an accountable plan, reimbursable expenses need to have a statement substantiating the amount and business purpose of expenses within a reasonable time (not to exceed 60 days) after the expenses are incurred. Reimbursement may not be made to employees for payments made to individuals. These payments must be paid directly to the individual and follow the policy on Paying Individual for Services.

All expense reimbursements must be approved by an authorized individual and include original receipts for all expenditures. A detail itemization of charges is required. If the expenses are to be charged to a grant or contract provided by a sponsor external to the College, the reimbursement must also be approved the Associate Controller of Sponsored Research.

The College is exempt from Massachusetts sales tax. To take advantage of this status, payments must be made directly to the supplier from the supplier's invoice. The College will not reimburse individuals for sales tax in excess of $5.00. (Download our Certificate of Exemption from Sales Tax.)

Procedure

Employees should complete an Expense Report in Workday with original receipts for reimbursement. Instructions for expense report can be found here. 
With the increase of online purchasing, there may be instances where an original receipt is not available. When this occurs, acceptable forms of documentation would be an itemization of the charges and proof of payment. Itemization of charges includes an online printout. Proof of payment includes credit card statements, front and back copy of check, non-itemized cash receipt or online order confirmation indicating credit card payment.
For reimbursement of meals not incurred during travel, include the business purpose of the meal charges on the Expense Report and attach a detailed itemization if available. If the restaurant does not provide a copy of an itemized bill, you may attach the credit card charge receipt and state the dollar amount for alcohol. All alcohol purchases should be reported seperately regardless of the fund that is being charged. Please select Alchoho from Spend Category (dropdown from Expense Items). If no alcohol was included in the charge, simply state no alcohol on the receipt. In addition, if the charge covers meals for others, please specify the names of the guest(s).