How to Get Reimbursed

  1. Make two copies of your receipts.
  2. Keep one copy for your records.
  3. Attach one copy and the originals to either a Petty Cash Request Form, Payment Request Form, W9 form or Expense Report (see below).
  4. Fill out the form.
  5. Do not include sales tax. Sales tax will not be reimbursed.
  6. Submit the form with attached receipts to Ingrid Schorr, Office of the Arts, MS 051 or Slosberg 232.

Use a Petty Cash Request Form. if your receipts total less than $100 and you would like to get cash right away.

Use a Payment Request Form for all other expenses EXCEPT for travel, stipends and professional fees.  You will receive a check in the mail within about two weeks.

Travel

Fill out an Expense Report. For mileage driven, include a copy of your route from Mapquest or Google Maps. You will be reimbursed per mile.

Stipends and Other Professional Fees

Do not pay professional fees (such as for a choreographer, accompanist, etc.) out of pocket. These fees must be paid by Brandeis directly to the person receiving the fee. Have them fill out a W9 form.

Receipts

  • You must include the original receipt.
  • Receipts should be itemized, meaning all items purchased should be shown, not just a total amount.
  • For online orders, combined printouts of an order confirmation (not a shipping cart) and a shipping confirmation constitute an original receipt.
  • If items are purchased with a check, attach a copy of the processed check.
  • Rarely, some stores only give out written or e-mail receipts. In this case, the following should be included in the paper.
    • Date and time of purchase
    • All items purchased
    • Store’s phone number, complete address and name of a cashier
  • International purchases: Proof of payment in foreign languages must be translated into English. Please also provide the translator's contact information. If amount purchased is in foreign currency, convert the foreign currency into the U.S. amount based on the rate on date of purchase, not before or later. Print out from a Web page for the rate used to convert the expense to U.S. dollars and attach to proof of payment.