Reimbursement Policy

Individuals who are to be reimbursed shall use the UAD Request for Reimbursement Form. Full and accurate information is required on the form. Please do not perform calculations anywhere on the form – use a calculator or a separate piece of scrap paper. Cross-outs and mistakes are not acceptable.

All receipts must be original. No faxed or copied originals can be accepted. Credit card receipts and statements are not acceptable documentation.

Please hold on to your receipts until they total $35.00 or more, or if they are 60 days old, whichever comes first.  Once the receipts are submitted for reimbursement, please allow a few days to process your check.

Forms are available through the UAD secretary. For individuals who are to be reimbursed through a fund, the signature of the fund chair is required.

Transportation:
  1. For transportation, you may choose airfare, train or mileage. The current mileage rate is computed at 31 cents per mile. UAD will reimburse the lowest cost of transportation. For example, you wish to drive instead of flying. The mileage is 300 miles round trip x 31 cents = $93. To fly from your hometown airport to the destination and back costs $289. UAD will pay you the lower of the two, $93.
  2. If mileage is chosen, you must obtain information on the lowest fare possible, and print out the information. The documentation must have the costs on it. Mileage must be submitted on the reimbursement form and signed by you. Mileage must be calculated from your point of origin to your destination and back - with no side trips.
  3. If air transportation is chosen, you must make your reservation three weeks or more in advance. If a fund pays for the travel, you must obtain authorization from the fund chair.
  4. If the ticket cannot be used, you are obligated to inform the UAD secretary and the fund chair, if applicable. In addition, you will be obligated to reimburse UAD for the ticket.
Meals:
  1. For meals, receipts (not credit card slips) must be submitted. Receipts must show what was ordered. Check with your project leader about the maximum reimbursement per day for meals. No alcoholic drinks will be reimbursed.
  2. Per diem is $25 a day. If the receipts total less than the per diem allowed, the receipt total will be paid.
Lodging:
  1. For lodging, the hotel folio (invoice) must be submitted. Only the cost of the room, sales tax, and other hotel surcharges will be reimbursed. Room service, video rentals, and other non-essentials are the responsibility of the individual.
  2. You are responsible for paying the lodging costs unless prior arrangements have been made with the UAD secretary.

There is a 90-day limit on all reimbursement requests.

WRONG method to handle reimbursements:

Example #1:
$ 220.00 collected for UAD membership dues.
$ 15.46 paid for McDonald’s meal, and deducted from $220 collected.
$ 204.54 check sent to the UAD treasurer.

Example #2:
$ 460.00 collected for donations.
$ 28.50 paid for a shirt, and deducted from $460.
$ 99.00 paid for a taxi ride from Union Station to Gallaudet, and deducted from $460.
$ 332.50 check sent to Home Office.

The above activities leave no paper trail for McDonald’s meal, shirt, or taxi ride.

CORRECT method to handle reimbursements:

First, collect all revenues:
$ 220.00 collected for UAD membership dues.
$ 460.00 collected for donations.
$ 680.00

A single $680 check (or two separate checks of $220 and $460 each) shall be sent to the UAD treasurer, payable to the Utah Association for the Deaf.

Then fill out, attach all original receipts, and submit a Reimbursement Request form for:
$ 15.46 McDonald’s meal.
$ 28.50 Shirt.
$ 99.00 Taxi ride (tip included).
$ 142.96 to be paid by UAD check.

The correct method allows the $142.96 amount to show up as "expenditure". Thus a paper trail is established.

Utah Association for the Deaf Reimbursement Policy

When there is collection of money and expenses incurred, no deduction of collected funds in order to reimburse expenses is allowed. The entire amount collected and a reimbursement form must be turned in. Reimbursement will then be processed and a check sent to the person claiming reimbursement.

Approved (March 20, 2004)