Expense Reimbursements and Purchasing Guidelines

Expense Reimbursements and Purchasing Guidelines
For any questions regarding expense reimbursements or purchasing, please contact the YSOA Business Office at archbusiness@yale.edu.

Expense Reimbursements:

1. Course-Related Travel Expenses:

    • You will receive specific information about reimbursement guidelines and submission procedures for course-related travel expenses.
    • Please note that the following expenses are NOT reimbursable: frequent flyer and similar reward programs, car rental insurance for domestic rentals, automobile repairs and gas, individual meals, or travel insurance.
    • If you have any questions about what is reimbursable, reach out to the YSOA Business Office before traveling.

2. Other Expense Reimbursements:

    • Complete a reimbursement request form and submit it along with receipts and proof of payment.
    • Student requests must include faculty or supervisor approval.
    • Processing time for reimbursement requests is approximately 4-6 weeks.
    • Expenses that are over 120 days old are taxable, and expenses over 365 days old are not reimbursable..
    • Note about Amazon purchases:
      • Only purchases made from the University Amazon Account are covered.
      • Purchases made from personal Amazon accounts are not reimbursable.
      • To access the University Amazon account, send a request to askfinance@yale.edu.
      • Visit Yale University Amazon Program for more information
      • After completing your purchase and receiving your items, submit a reimbursement request as usual.

Purchasing Reminders:

  1. Event and Material Purchases: For approved purchases of food for events, materials, and supplies, etc., you can either cover the cost and submit a reimbursement request or sign out the school credit card from the Business Office. The card can be used for local or online purchases.

  2. Purchases Requiring Coordination: Any purchase that includes a contract and/or that requires a signature, or any purchase totaling $10,000 or more, must be coordinated through the Business Office.