Common use of Records and Reimbursements Clause in Contracts

Records and Reimbursements. ‌ Requests for expense reimbursement should be submitted once each month, and within one year of the date that expense was incurred. Unless otherwise provided in this Article, receipts or vouchers which verify the claimed expenditures will be required for all items of expense, except: (1) Private mileage (e.g., mileage to airport). (2) Telephone and other communication-related charges including Wi-Fi and internet access fees if needed to conduct County business. (3) Other authorized expenses of less than one dollar ($1.00). If receipt is unavailable, the employee may submit a signed statement with an explanation of expenses (i.e., itemized list of expenses with location, date, dollar amount, and reason for expenses) and an explanation as to why the receipt is unavailable. Claims for expense reimbursement totaling less than one dollar ($1.00) in any fiscal year shall not be paid. Reimbursement shall not be made for any personal expenses such as, but not limited to: entertainment, barbering, alcoholic beverages, etc. Except as otherwise provided in this Article, expense reimbursements shall be made on an actual cost basis. Expense reimbursements may be made via Electronic Fund Transfer into the financial institution of the employee’s choice or by pay card. Employees who fail to make arrangements for direct deposit shall receive reimbursements via pay card.