Guide to Services

Reimbursements

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Direct fund disbursements or reimbursements are intended for cases in which purchase orders or contracts are not feasible. The Fund Disbursement/Reimbursement Request form (HJF Form 334) should be used for:

  • Non-recurring services, supplies or equipment under $500
  • Communications equipment that is the responsibility of the individual (i.e., cell phones)
  • Subscriptions in HJF's name
  • Speaker Fees and service payments for Scientific Advisory Board members, etc. paid from a federal award

The following items should not be charged on the Fund Disbursement/Reimbursement Request form:

  • POV Milage (Use Oracle Expenses or Form 322)
  • Facility rent
  • Supplies or Equipment over $500
  • Subcontracts
  • Consultants
  • Payments to agencies for temporary personnel
  • Recurring payments for supplies or service contracts (i.e., lawn service, cleaning services, maintenance)
  • Meeting expenses such as payments to hotels and caterers
  • Cash awards to Foundation employees (use the Award Request form HJF Form 230)
  • Honorarium payments to guest speakers for non-federal grants and education funds or endowments; instead, use the Honorarium Request form (HJF Form 316)

The Fund Manager or PI must approve the use of funds from the account.

If a requisition, purchase order or contract for an item that costs less than $500 is not feasible, use the Fund Disbursement/Reimbursement Request form (HJF Form 334) and be sure to include an invoice. Indicate under "special instructions" that the check should be sent directly to the purchaser. The check can be taken to a vendor to purchase the item.

If the item costs more than $500 and has a useful life of longer than two years, do not use a reimbursement reques formt. Instead,enter a requisiton for the item through the Oracle EBS iProcurement. Please seek assistance from the Purchasing Department.

For additional information about reimbursements, contact the Accounts Payable Department.