• Photocopies of the Disbursement Request form cannot be used.
• Don't forget to:
  • Check the appropriate circle for AU Student, AU Employee, and US Citizen
  • Complete the address section.
  • Complete the social security number (SSN) box.
• If payee is not a U.S. citizen, please contact the Foreign National Tax Specialist in the Human Resources/Payroll Office at 202-885-3506.
• Administrators and staff must have personal reimbursement forms signed by an authorized person.
• Faculty must have Dean Grossman's prior written approval to execute a personal reimbursement.
• Student Organizations must have written approval from the SBA President or Treasurer to execute a personal reimbursement.

Petty Cash Reimbursements
(i.e., items under $100)
Forms: Petty Cash Form
Documentation: Original Receipts, Canceled Checks, Bank Statements
Processing Time: Submission deadline - Wednesday, 12:30pm. Disbursement - Thursday after 3pm.
Notes:

• Please provide a description of the expenditure along with the appropriate documentation.
• Provide the DATATEL account number including the object code identifying the type of expense.
• Departmental petty cash funds are reimbursed on Disbursement Request forms with all receipts accompanying the request. The petty cash custodian must have his/her supervisor authorize the payment.

Pre-payments
(i.e., registrations, membership fees, subscriptions)
Form: Campus Retail Purchase Order
This form is available on my.american.edu.

Cash Advances & Expenses
(For full-time employees only and typically used for travel.)
Forms: Cash Advance
These forms are available on my.american.edu.

• A completed Travel Expense form with original receipts must be submitted within 30 days from the return of the trip.
• If there is a balance due to AU, a personal check must accompany the Travel Expense form.
• If funds are due to the employee, a reimbursement check will be forwarded.
• Expenses that are pre-paid (such as plane fare) should be noted on the Travel Expense form as pre-paid and appropriate documentation should be attached.

Travel Reimbursements
(items over $100 - i.e., airfare, lodging, meals)
Forms: Disbursement Request, Travel Expenses
These forms are available on my.american.edu.

• Items must be submitted within 1 month of return.
  
• Standard Mileage Rates
  

Wire Transfer
(i.e., direct payments to vendors' accounts)
Forms: Wire Transfer
Processing Time: 2 Weeks