University of Connecticut University of UC Title Fallback Connecticut

Out of Pocket Purchases

University employees may make small out-of-pocket purchases of emergency allowable goods and services for official University use up to a limit of $499.99 per item and be reimbursed for such purchases. Out-of-pocket purchases should be made only when circumstances are such that the use of a regular purchase order is not practical. This procedure does not, in any way, replace the established purchasing procedure.

Examples of allowable transactions include:

  • Emergency purchases of supplies needed in research;
  • Emergency repairs;
  • Emergency purchases from the UConn Barnes & Noble College Bookstore with the exception of items on the link “exception list
  • Entertainment of guests to the University
    (not to be used for departmental lunches comprised entirely of University employees)

This procedure cannot be used for the following:

  • Personal services of any type;
  • Supplies and services listed on the attachment.

Reimbursement for out-of -pocket purchases may be requested by submitting a properly completed Disbursement Voucher (DV) (Out of Pocket Reimbursement Guide) along with supporting receipts and documentation. It must be noted on the DV why the expenses were not purchased through a direct payment method.

Reimbursement for purchases made while on approved University travel must be requested on a Travel WebForm along with all other expenses related to that trip.

ITEMS FOR WHICH EMPLOYEES MAY NOT BE REIMBURSED
  • Air conditioners
  • Alcoholic Beverages
  • Audio/Visual or Photographic Equipment
  • Advertising
  • Art Work (pictures, posters, statues, etc.)
  • BlackBerry or other mobile email devices (must be ordered through UConn UITS)
  • Business Cards
  • Cell Phones (must be ordered through UConn UITS)
  • Clothing (excluding protective wear)
  • Donations of any kind
  • Dry Cleaning Services
  • Flowers or Gifts for UConn employees or their relatives
  • Fines and Penalties
  • Furniture (tables, chairs, desks, lamps, etc.)
  • Holiday Cards
  • Holiday gifts for students
  • Insurance
  • Internet Service Subscriptions
  • Kitchen Appliances (coffee pots, microwave ovens, toasters, etc.)
  • Laundry Services
  • Lodging
  • Meals (for departmental lunches comprised entirely of University employees)
  • Outdoor Signage (except by the Facilities Department)
  • Paint
  • PDA’s (Personal Digital Assistants)
  • Personal Furnishings (briefcases, pen sets, etc.)
  • Plants and Shrubs (except by the Landscaping department)
  • Professional or Personal Services
  • Purchase from a University employee or their immediate family (conflict of interest)
  • Sporting Goods (except by the Division of Athletics)
  • Stationery
  • Telecommunications Equipment
  • Tickets for traffic violations, parking and towing charges