Policy on Payments to Employees

This policy details procedures for reimbursement of expenses incurred by Employees. All reimbursements to employees require the approval of both the employee and their direct supervisor regardless of the dollar amount. The applicable Fiscal Manager may approve in the capacity of a supervisor if the payment is not to themselves or a superior.

Reimbursements to employees are proper and necessary in the following circumstances:

  1. Petty cash-Miscellaneous out-of-pocket expenses reimbursed through departmental petty cash accounts. Original receipts are required to replenish petty cash accounts. Susan Pavis (ext #2839) needs to be contacted if there is a change in the custodian of the petty cash accounts. See Petty Cash policy
  2. Travel expenses-Expenses reimbursed for University related travel. Travel and Other Expense Policy for details.
  3. Materials & supplies-Purchases of items with a personal check or credit card when it is not feasible to process the purchase through accounts payable due to vendor policy, time constraint, amount or other circumstance. Vendor invoice (not statement), indicating method of payment, and proof of payment, e.g. credit card receipt, are required in support of reimbursement. Supporting documentation must detail what was purchased and the business purpose of the item in order to reimburse.

Reimbursements to Wesleyan Employees/Students are not allowed for the following:

Services Rendered by Others: Employees/students are not allowed to pay for the services of an individual or company and then seek reimbursement.  Wesleyan is required to report payments for services to the IRS on forms 1099 Misc (non-employees), W-2 (employees), or 1042-S (nonresident aliens).  All services contracted for the University and conducted by a U.S. individual or company must be paid directly to the individual or company in accordance with this policy and attendant policies included under Payments to Individuals.    

Rental Fees: Employees/students are not allowed to pay for rental fees and then seek reimbursement. Wesleyan is required to report payments for rentals to the Internal Revenue Service on form 1099 Misc (non-employees).  All rentals contracted for the University must be paid directly to the U.S. individual or company in accordance with this policy and attendant policies included under Payments to Individuals.  Please refer to Reimbursements for Travel Abroad for details regarding rental fees contracted with a foreign individual or entity.  

Some examples of the above payments include but are not limited to car services, custom T-shirts, custom stickers, guest speakers, performers, research assistants, transportation rentals such as bus rentals, printing services by vendors such as Minuteman Press, Rented equipment from vendors like Ace Music and Audio LLC, bicycle tune ups from vendors like Pedal Power LLC, boat repairs from vendors like Island Cove Marina LLC and apartment rental payments to landlords.

Specific services and fees

Some of the expenses which are not reimbursable to employees include, but are not limited to:

  • Traffic Violations
  • Credit Card late fees and interest
  • Medical expenses
  • Child care
  • Pet care 
  • Health Club fees
  • Spousal travel
  • Lost baggage
  • Alcoholic beverages
  • Movie rentals/entertainment
  • Laundry/Dry cleaning (except for trips of 5 days or more)
  • Travel Insurance (including flight, life and baggage)
  • Charitable Contributions
  • Commuting to and from work. Employees receiving a commuting allowance are paid through Payroll and taxed accordingly.

This list is not meant to be all-inclusive.  Other items may be deemed non-reimbursable upon review.