University of Nebraska Kearney

Accounts Payable Policies:  Student Expenses

Student Activities, Food/Meals

Student Awards.  Requests for payment of a cash awards to students and/or invoices for purchases of non-monetary student awards should include a description of the program purpose of the award as well as a list of the recipients, if known.

Student Conferences.  (See Conference Registrations.)

Student Employees.

Student Organizations, Financial Transactions.

Student Refunds.

Student Out-of-Pocket Expenses. 

Original Receipts Provided:  Claims for reimbursement to students for out-of-pocket expenses incurred during  their participation in a University-sponsored student activity for which original receipts are provided at the time of the claim will be paid at actual cost.  The reimbursement is paid under an Accountable Plan and is not reportable for income tax purposes.

Lump Sum Payments:  Lump sum allowances paid to students to cover their out-of-pocket expenses incurred during participation in a University-sponsored activity for which there is no accounting of how the funds are used are paid under a Non-Accountable plan and are reportable for income tax purposes.

Direct Billing Recommended:  The University recommends that, for the convenience of the student participants, travel, lodging, meals and other expenses incurred for students during University-sponsored student activities be arranged in advance and invoiced by vendors directly to the University.

Student Volunteers.  (See Non-Employee Volunteers.)