Disbursements, Purchasing, Payments

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Last updated: Jul 12, 2024 by Allison DeVoe
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Employee Expense Reimbursement

This form is used to request reimbursement for an employee’s of out of pocket expenses related to University business. This form is not to be used to request reimbursement of travel expenses. However, it may be used to reimburse local mileage. A link to the form can be found on the Comptroller’s website. Instructions to complete:

  1. Date: enter the date that the form is being completed

  2. SUID: this is the SUID of the employee seeking expenses reimbursement 

  3. Employee Name: this is the name of the employee seeking expenses reimbursement

  4. Campus Information

    1. Department: the department that is completing the form and/or the department where the check should be sent to via inner office mail.

    2. Address: the physical location of the department you would like the check sent to. Building and Room number are normally sufficient.

  5. Prepared By: enter your name or the name of the person who completed the form

  6. Extension: enter the extension that someone should call with questions regarding the reimbursement request. Typically this is the extension of the person completing the form.

  7. Supervisor Name: this is the name of the supervisor of the employee who is requesting reimbursement.

  8. Description of Items to be reimbursed

    1. Date: date of the transaction 

    2. Business Purpose: short description of the transaction. If multiple transactions are being cited you can use each line for a new transaction or make a general statement here and attach back up to the reimbursement request prior to submitting to the reimbursement request.

    3. Amount: amount of the transaction

  9. Chart String 1 (and Chart String 2 if needed)

    1. This area denotes the fund, department, program, and account you will be charging the expense to. These numbers together reference a specific accounting location known at the University as a Chart String.

    2. Chart String areas that must be completed include Fund, Department, Program, and Account.

    3. Additional areas that must be completed if using a sponsored chart string (typically a fund 13): Project, Activity, Budget Reference also known as a "Bud Ref”

    4. MyCode is not a required field; however, use of a MyCode allows for tracking of revenues or expenses in a more specific manner. If you are using a MyCode ensure that it is correct and that you know what it is for.

You have completed the form, but it still needs to be signed and submitted.

  1. Have the employee seeking reimbursement sign the form

  2. Have the employee's supervisor sign the form

  3. Have an authorized signor sign below the Chart Strings for the expenses

    1. If you do not know who the authorized signor is contact soebusinessoffice@syr.edu

    2. If the form is submitted to the Business Office for signature they will submit the form as needed

  4. For General Fund Reimbursements the form can be submitted to Disbursements at Disburse@syr.edu

SU Procurement Credit Cards

Accidental Personal Charges

You should avoid putting personal charges on your procurement card. These cards are not for your personal use and abuse of a university procurement card can result in disciplinary action.

In the event that you charge a personal item to your procard accidentally, you are responsible for reimbursing the University. Once you have identified a personal expense notify the Business Office at soebusinessoffice@syr.edu as soon as possible. The Business Office will direct you as to next steps.

Procard Disputes

If any invalid transactions are identified, the cardholder must contact the vendor. If the cardholder and vendor are unable to resolve the dispute, notify the Business Office. The Business Office and the cardholder will then work with the JPMC University Credit Department.

Any invalid charges identified and acted upon will then be credited back to the cardholder’s account. Chase will give further instructions during the credit card investigation. Invalid charges must be disputed with the bank within 60 days of the transaction.

To begin the process, download and complete the Dispute Form and send it to soebusinessoffice@syr.edu.

Payment for Professional Services

Fees and honoraria are lump sum payments for professional services rendered by non-University professional personnel or consultants. Such payments are for temporary services rendered by an individual for a short-term period, like consultants, speakers, and outside vendors. Forms for Payments To or From Syracuse University

Contracts

Contracts are defined as any agreement with an outside agency that provides standards for the exchange of goods and/or services for payment in any form. Contracts include but are not limited to Agency Agreements, Hotel Room Rental Agreements, Conference Room Reservations, and Purchasing Quotes. Contracts must be reviewed by the Business Office as contracts require approvals at other levels of the University.

To expedite contract review and approval please send all contracts to soebusinessoffice@syr.edu and include “Contract- [Vendor Name]” in the subject line. Once reviewed further instructions or guidance will be provided if necessary

Purchase Orders and Requisitions

Information on eProcurement, Purchase Orders, and Requisitions:https://finance.syr.edu/comptroller/purchasing/resources/how-to-buy/