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Accounts Payable and Card Services

Accounts Payable

Employee Reimbursements

Employee reimbursement requests can only be requested after receipt of goods or services is complete. The reimbursement request should be submitted within 30 days of the receipt date, but no later than 90 days from the receipt date. The reimbursement request must provide an itemize receipt showing proof of payment.

For any questions about payments to individuals or employee reimbursements, please email ap@tamuk.edu.

A reimbursement request will be required to include an itemized receipt showing proof of payment. If the itemized receipt does not show proof of payment, an additional document (copy of cancelled check, credit card statement or vendor certification) will be required showing proof of payment. If proof of payment is not provided, the total amount reimbursed will be taxable to the employee.

  • It is highly recommended to charge conference registration to the Travel One-Card if the employee is in travel status for the conference. If travel is not involved, charge the expense to the university Non-Travel One-Card.
  • If the employee pays for this personally, it cannot be reimbursed until after the conference is attended. This should be part of the expense report for that particular business trip.
  • The reimbursement request should include an itemized receipt that provides the name of the person attending the event, full name of the conference, dates of the conference and proof of payment.

  • All memberships must be processed through Javelina Buy to ensure proper tracking and compliance with the Lobbyist search requirements. 
  • If the employee pays for this personally the reimbursement request should include an itemized receipt that provide full name of the professional membership, dates of the membership and proof of payment.
  • The employee should be aware of the purchase guidelines prior to purchase and submitting a request for reimbursement.  The purchase guidelines are listed under the Expense Types with Specific Requirements tab.

  • All memberships must be processed through Javelina Buy to ensure proper tracking and compliance with the Lobbyist search requirements. 
  • If the employee pays for this personally the reimbursement request should include an itemized receipt that provides full name of the professional license/certifications and proof of payment.
  • The employee should be aware of the purchase guidelines prior to purchase and submitting a request for reimbursement.  The purchase guidelines are listed under the Expense Types with Specific Requirements tab