Fairmont State University
Procurement Office
Room 305 Hardway Hall
1201 Locust Avenue
Fairmont, WV 26554
Phone: (304) 367-4653
Fax: (304) 367-4706
Procurment Office is located on the 3rd Floor of Hardway Hall
Employee Out-of-Pocket Reimbursement
NON-TRAVEL RELATED EXPENSE
Out-of-pocket purchases should be made by employees only. The definition of out-of-pocket reimbursement is the purchase, by personal means, of commodities that are to become ownership of the state, or licenses that are required for employment. Out-of-pocket purchases are NOT the preferred method of payment and should only be used if the vendor does not accept VISA (Pcard) or purchase orders.
Required steps to seek reimbursement for out-of-pocket expenses:
• Departmental Budget Manager has approved the purchase.
• Completion of Employee Reimbursement Request form, see link below for instructions.
• Attach all original receipts.
• Completion of Receiving Report form, see link below for instructions.
Employee Reimbursement Request form completion instructions
Receiving Report form completion instructions
Individuals or students that are not employees seeking reimbursement for out-of-pocket expenses need to be requested in memo form, including name, address and social security number and justification for purchase. For those individuals not in our financial accounting system, a W-9 form will need completed. Original receipts and a receiving report will need to be attached. Credit card statements are NOT legitimate receipts for reimbursement.
