*
*
Rensselaer Polytechnic Institute
Rensselaer Polytechnic Institute
About RPIAcademicsResearchStudent LifeAdmissionsNewsTour
The Graduate School, Rensselaer Polytechnic Institute

Travel & Expenses

*
*
*

Non-Travel Purchase Reimbursement

All personal reimbursement requests are subject to Institute policy and procedure, and required to be submitted through Concur. Prior to requesting reimbursement, employees and students should be aware of the following rules and requirements.

Employees and students have the following options for personal reimbursement:

Cash - reimbursement from Cashiers Office, Bursar

1. Faculty and Staff can only be reimbursed in cash for items under $35.

2. Students can be reimbursed in cash for items under $100, however, special rules apply.

Refer to the Cash Reimbursement Procedures found here.

Concur reimbursement request

All other reimbursement request must be processed through Concur and approved by the appropriate financial manager, supervisor, and in most cases Procurement Services.

The following goods and services may not be purchased out-of-pocket by an employee or student or on an Institute credit/debit card:

  • Tuition Costs
  • Legal Costs
  • Personal Items
  • Services (unless authorized by Procurement Services
  • Medical Costs (unless authorized by Vice President for Human Resources)
  • Maintenance and Lease Agreements
  • Printing Services (unless authorized by Vice President for SCER)
  • Explosives
  • Live Animals
  • Non-reimbursable sponsored research items
  • Chemicals, Radio-active material, Drugs, or Alcohol
  • Independent Contractors/Consultants
  • Insurance
  • Computer Software

In cases where exceptions are made, written approval by the appropriate department is required to be attached to the reimbursement request.

Procurement Services Approval Requirements for Allowable Out-of-Pocket Purchases

All items purchased out-of-pocket require some form of approval prior to the purchase. Individuals should first check with their department to make sure the purchase is appropriate from a business perspective and the monies are available for the purchase. If approved within the department, the individual then needs to obtain approval from Procurement Services as to where the item should be purchased. Procurement Services will either require the items be purchased through a market place supplier or ordered on a PO, or they will grant permission to purchase the item out-of-pocket. Individuals should be aware that Procurement Services approval is not an approval to buy the item, the approval is only for how the item should be purchased. Reimbursement approval should be obtained in the department prior to reaching out to Procurement Services. Items not approved in advance may not be reimbursed.

For Procurement Services approval, the following process should be followed:

  • Requests should be submitted using the Personal Reimbursement Request form in OSCAR
  • Procurement approval of this form is required prior to submitting a reimbursement request in Concur. Certain items will not require the form (see below.)
  • When submitting the expense report in CONCUR, the approval email you receive from OSCAR approved by Procurement must be attached.

The following items do not require Procurement Services approval and can be purchased out-of-pocket with advance approval from your department:

  • Advertising (Human Resources only, all others approval is required)
  • Cell phone usage reimbursement
  • Postage
  • Subscriptions (excluding Software subscriptions
  • Cookies, Snacks, etc. to be provided at meetings, up to $100
  • Memberships