Reimbursement Policy and Procedure

Basic information

Use to request reimbursements for goods or services.

Reimbursement Policy

Reimbursements should be requested only when it is not possible to facilitate the purchase by vendor invoice or credit card payment.

Reimbursement Procedure

  1. Obtain verbal approval from the budget officer (or supervisor if the purchaser is the budget officer) prior to making the purchase.

  2. Download and complete an AP Payment Request Form according to the instructions.

  3. Attach original receipts and identify the "Three P's" – People, Place, and Purpose 500 Internal Server Error

    Internal Server Error

    The server encountered an internal error and was unable to complete your request. Either the server is overloaded or there is an error in the application.

    Please note: IRS regulations state that failure to submit receipts/supporting documentation requires the employer to report the transaction on the employee’s W-2 as wages.

  4. Sign your name and date the form. An original signature is required. No stamps are permitted.

  5. Obtain budget officer’s signature on the form. If the budget officer is the purchaser, then the budget officer’s supervisor should provide the second signature.

  6. Submit the claim to Accounts Payable in the Financial Services Office. Reimbursements to Calvin faculty, staff, and students will be made by ACH into the individual’s bank account. Upon submitting your first reimbursement request please complete the AP Vendor - ACH Enrollment Form from Financial Services.


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