Reimbursement for Meeting Costs (Meals etc.)

Prior to payment processing the appropriate forms and approvals required in the RPM
must be obtained.

For Onsite Meeting Reimbursement Where Cafeteria Services are Used

Submit to Disbursements (AP):

• Copy of Approved Laboratory-Hosted On Site Meeting Request form
• Agenda
• Attendee List
• Request for Issuance of Check (RFIC) form NOT required

For Onsite Meeting Reimbursement Other than Cafeteria Services Used

Submit to Disbursements (AP):

• Copy of Approved Laboratory-Hosted On Site Meeting Request form
• Copy of detailed invoice – (e.g. no summary invoices) must show sales tax and clearly denote no alcohol being reimbursed
• Agenda
  
• RFIC form required

For Offsite Meeting Reimbursement: Payment for Invoices Received from Offsite Vendors, Hotels, or Facilities

Submit to Disbursements (AP):

• Copy of Approved Meeting Request & Authorization form
• RFIC form - The RFIC form must be complete and contain signatures certifying the expenses were incurred for official business in accordance with Laboratory policy.

The following supporting documentation must be attached to the RFIC:

• Invoice or detailed paid receipt. The receipt must contain sufficient detail in which to validate policy compliance regarding alcohol (none allowed) and denote the amount of sales tax paid (Note detailed credit card receipts vs. summary) which is subject to recovery.
• Meeting agend
• Attendee list
• Incomplete requests are returned to requestor