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. Reimbursements submitted later than 60 days after the transaction date of the expense will be paid only at the discretion of the appropriate Department Head, Director, or Dean, subject to final review and approval by Accounts Payable. In no event will reimbursements submitted later than 120 days after the transaction date be reimbursed, even with approval from the appropriate Department Head, Director, or Dean.

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 Procedure Guide or Video 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