Reimbursements to Employees
Direct Pay
The Direct Pay process is to reimburse employees for out-of-pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order or a ProCard purchase was not possible due to abnormal circumstances.
Reimbursement of such expenses are made at the risk of the employee, as reimbursement is not guaranteed and may be denied by the AVC for Financial Services if it does not fit the intent of such reimbursements as outlined in the Direct Pay Reimbursements policy memo (PDF).
Only reimbursements for expenses over $100 and representational allowances are processed through OFA. The Office of the Bursar processes reimbursements under $100 as petty cash transactions. Visit the Bursar's website for more information.
Enter a general encumbrance in Banner (FGAENCB) using journal type "DP01." Once completed, submit the required documents to the Accounts Payable team at OFA.
Required Documents:
- Direct Pay Reimbursement Form
- Original purchase receipts and any additional backup
- Signature approval from Dean or Director
Moving & Relocation Allowance
A relocation allowance is used to issue payment to employees for moving or relocation expenses in accordance with Board of Regents policy () and university regulations.​
Fill out and submit the electronic Relocation Allowance Form on the OFA Forms page or the .
An encumbrance is not required for this payment. Departments must inform AP if they have opted to establish an encumbrance for this.
Alternative to Electronic Form
In some rare instances, the electronic form will not work for a particular relocation allowance request. When this happens, the department may submit the .
Follow these instructions if submitting this form instead:
- Submit the completed form with applicable signatures (according to UA Regulation 05.02.06.B.) to the AP team at OFA
- Include encumbrance information if the department has opted to establish one for the payment (encumbrances are not required though)
- Include with the submission the details of why the electronic form does not work
Note: Acceptable reasons include requesting a relocation allowance for a non-exempt employee.
The PDF form option is only available for a limited time as development of the electronic form is finalized to accommodate all possible scenarios.
Our staff are happy to answer questions and help navigate the employee reimbursement process.
Note: Employee business travel expenses are reimbursed through the UA Travel System using Concur. Visit the Travel Customer Service Office website for information on travel reimbursements.