For student purchases, a check requisition should be completed after a student has paid for a reimbursable expense.
For student non-overnight travel, a check requisition should include a mapquest printout showing total miles to and from when asking for mileage reimbursement. Either mileage or gas is eligible for reimbursement but not both. For meal expense reimbursement an itemized receipt is required. Only actual expenses incurred will be reimbursed not to exceed the GSA per diem rates.
For student overnight travel, a check requisition should follow Kutztown University overnight travel policy keeping in mind that KU will only reimburse for actual meal expenses not to exceed GSA per diem rates. We encourage utilizing SAP to prepay expenses whenever possible, for example; conference fees, hotel, and airfare.
Itemized receipts reflecting proof of payment must be attached to the check requisition form. The check requisition form must be signed by the student and by the cost center owner. Kutztown University is an instrumentality of the state of Pennsylvania and therefore exempt from paying PA state sales tax. Accordingly, we are not permitted to reimburse for sales tax paid by or on behalf of anyone. A PA Sales Tax Exempt Form may be obtained from the Accounts Payable Office.
A faculty member can be reimbursed for taking a candidate out to eat. A detailed food receipt with proper proof of payment must be attached. No alcohol and no PA sales tax will be reimbursed. The business purpose of function and who all attended must be filled in.
The preferred way to order supplies is through a Purchase Requisition in SAP or via P-Card. In the event that something is needed immediately, a faculty member can submit a detailed receipt (no PA sales tax) with proper proof of payment on a check requisition.
Helpful Hint: Credit card receipt showing only the total is NOT acceptable. In the event that an itemized receipt was not provided to you, please make sure that you request for one.
- Check Requisition Form is a carbon form and is available in the Accounts Payable office. Please email firstname.lastname@example.org for a supply to be sent via campus to your department.
PA Sales Tax
Kutztown University is an instrumentality of the state of Pennsylvania and therefore exempt from paying PA state sales tax. Accordingly, we are not permitted to reimburse for sales tax paid by or on behalf of anyone. A sales tax exempt form may be obtained from the Accounts Payable office located at 223E, Stratton Administration Building.