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Non-Travel Expense Reimbursements for Faculty, Staff and Graduate Students

The University will reimburse faculty, staff, students, and non-UCSD affiliates for allowable expenses incurred during official University business. 

Events

To request reimbursement for non-travel event expenses, all faculty, graduate students, and staff must complete the Reimbursement Request Form [PDF] and submit it to Fiscal Support, Sheila Keegan. A participant list along with the  event receipts must be submitted to Fiscal Support before the payment will be authorized. All event reimbursement requests are due within 14 days after the event.

Some examples of qualifying events:

  • Programmatic activities such as a classroom or other student group event or celebration
  • Meetings between UCSD employees to support work, research, or other projects where the meal is incidental to the meeting activity. Due to IRS tax regulations, these types of reimbursements are limited to once per month for meals and twice per month for light refreshments
  • Hosting visitors from outside UCSD including for professional and graduate student recruitment
  • Meals for research participants
Further details about university policy regarding event reimbursement can be found here.

Other Reimbursements

To request reimbursement for other non-travel and non-event expenses such as supplies and materials, gift cards, or subscriptions, all faculty, graduate students, and staff must complete the Reimbursement Request Form [PDF] and submit it to Fiscal Support, Sheila Keegan. A request along with receipts must be submitted to Fiscal Support before the payment will be authorized.

All reimbursement requests are due within 14 days after the expense is incurred.