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Professional Expenses: Employee Reimbursement Types and Instructions

Employee reimbursements are processed as Professional Expense reimbursements in AggieTravel.

Most out-of-pocket expenses by employees are considered unauthorized purchases.

Instructions

The instructions below are for all unauthorized employee reimbursements, whether it is for goods or service reimbursement.  Although the reporting and documentation is completed in the AggieTravel system, the actual expenses being reimbursed do not have to be travel-related.

The Professional Expense Reimbursement types are for employee reimbursements ONLY. Reimbursements for non-employees, students, or university guests must be processed on a KFS Requisition.

  1. In AggieTravel, create a report of the type Professional Expense reimbursements.
  2. Attach a receipt or other proof of the cash or cash-equivalent payment made by the employee.  Payments made by gift cards, coupons, or other non-cash or non-cash equivalent do not qualify for reimbursement.  Refer to the Payment Reason Types section below to identify what additional documentation is required to be attached.
  3. If an employee reimbursement exceeds $500, a Confirming Order Justification Form (available on the Forms page) must be electronically attached to the AggieTravel report.
  4. The AggieTravel report will be reviewed for appropriate documentation and justification before it is approved, and the reimbursement issued.  In some cases, the amount reimbursed may only be the amount the university would have paid for the good or service, had the appropriate purchasing procedures been followed.

Frequently Asked Questions

Refer to the Professional Expense Reimbursements FAQ.


Payment Reason Types

The professional expense reimbursement types are listed below.  Click on the desired expense type to learn what is required when submitting a report with that expense reimbursement type in AggieTravel.

  • Professional Membership (7299)
  • Use the Professional Membership expense type to reconcile professional memberships purchased with the Travel card or personal funds. Dean, Chair or Department Head approval is required. The name of the approver is required in the expense form and proof of approval (either signature or electronic signature by way of ad-hoc routing) is required. Receipts are always required.
    Object code: 7299

  • Advertising, Recruitment, Promotional Services (7730)
  • The Procurement card or a KFS Requisition should be the first choice for all purchases of advertising, recruitment, or promotional services. For reimbursement of advertising, recruitment, or promotional services purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 7730

    *Does not apply to UC Davis Health

  • Books, Publications, or Subscriptions (6200)
  • The Procurement card or a KFS Requisition should be the first choice for all purchases of books, publications or subscriptions. For reimbursement of books, publications or subscriptions purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 6200

    *Does not apply to UC Davis Health
  • Classroom Supplies (6100)
  • AggieBuy, the Procurement card, or a KFS Requisition should be the first choice for purchases of all classroom supplies. For reimbursement of classroom supplies purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 6100

    *Does not apply to UC Davis Health

  • Computer Software (8027)
  • Purchases of software should follow the online instructions.  For reimbursement of an unauthorized software purchase with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 8027

    *Does not apply to UC Davis Health

  • Computer Supplies (8005)
  • AggieBuy, the Procurement card, or a KFS Requisition should be the first choice for purchases of all computer supplies. For reimbursement of computer supplies purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 8005

    *Does not apply to UC Davis Health

  • Fuel or Gasoline (no travel) (8083)
  • Receipts are always required.
    Object code: 8083

    *Does not apply to UC Davis Health

  • Immigration Visa Fees (7233)
  • The Immigration Visa Fee (IMM) type is used to make payments for visa fees. Please see the Services for International Students and Scholars website for additional information. The recommended procedure is to pay the vendor directly. 

    If an employee has legal fees related to approved immigration or citizenship status, this expense type should be used for the reimbursement.  Proof of payment, complete business explanation, and approval from the department head or dean is required for a reimbursement.  Additionally, there are potential income tax implications based on the nature of the reimbursement. Required Documentation: Vendor invoice and receipt showing proof of payment.
    Object code: 7233

    *Does not apply to UC Davis Health

  • Lab Supplies (8030)
  • Lab supplies are available on campus at the AggieSupply Scientific Store (and can be purchased in AggieBuy). AggieBuy, the Procurement Card, or a KFS Requisition should be used for purchases of all lab supplies. For reimbursement of lab supplies purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 8030

    *Does not apply to UC Davis Health

  • Licenses or Taxes (7283)
  • The Procurement Card or a Disbursement Voucher should be used to purchase licenses or to pay taxes. For reimbursement of licenses or taxes purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 7283

    *Does not apply to UC Davis Health

  • Non-employee Gifts or Awards (7710)
  • AggieBuy should be the first choice for purchases of all non-employee gifts or awards. For reimbursement of non-employee gifts or awards purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 7710

    *Does not apply to UC Davis Health

  • Office Supplies (8070)
  • AggieBuy should be the first choice for purchases of all office supplies. For reimbursement of office supplies purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 8070

    *Does not apply to UC Davis Health

  • Other Services (7215)
  • A KFS Requisition should be used for the purchase of services requiring a contract. For reimbursement of services purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 7215

    *Does not apply to UC Davis Health

  • Other Supplies (8000)
  • AggieBuy, the Procurement card, or a KFS Requisition should be the first choice for purchases of other supplies. For reimbursement of other supplies purchased with personal funds, use AggieTravel report type 9. Professional Expenses. Receipts are always required.
    Object code: 8000

    *Does not apply to UC Davis Health

  • Postage or Freight (3000)
  • Mail Services processes all UC Davis and UC Davis Health mail received from the US Postal Service as well as all pieces routed through Campus Mail. Purchasing postage stamps through Mail Services is done via the online Postage Stamp Request form. For postage purchased with personal funds, use expense type Postage or Freight (3000). Receipts are always required.
    Object code: 3000

    *Does not apply to UC Davis Health

  • Printing, Reproduction, or Copies (6000)
  • Repro Graphics is the one-stop-shop for all print, copy, design and promotional needs at UC Davis. Using state-of-the-art technology, Repro Graphics provides creative solutions without the need for a purchase order. Because Repro Graphics is a campus service, billing is handled through direct recharge to your department and it's tax free! 
    For print or copies purchased with personal funds, use expense type Printing, Reproduction, or Copies (6000) for reimbursement. Receipts are always required.
    Object code: 6000

    *Does not apply to UC Davis Health

  • Regulatory and Permit Fees (7790)
  • The Regulatory and Permit Fees expense type is used when requesting reimbursement for a payment made for an appropriate fee or license expense. These expenses are not to be confused with Memberships or Professional Licenses.
    Examples include:
    Copyright fees, including Use and Scan fees for art/photos
    Building or use permit fees
    Disposal fees
    One-time licensing fees paid to regulatory agencies
    Regulatory fees to foreign countries to allow researchers
    Pseudo-government accreditation fees, on behalf of departments or programs (individuals should be PCL)
    Royalty payments, if not covered by a PO
    Miscellaneous tax agency payments, such as property tax

    Required Documentation: appropriate supporting backup.
    Object code: 7790

    *Does not apply to UC Davis Health

  • Repair Services (7100)
  • Repair services are to be processed on a Kuali Financial System (KFS) Requisition document.  For unauthorized repair services purchased with personal funds, use expense type Repair Services (7100) for reimbursement. 
    Object code: 7100

    *Does not apply to UC Davis Health

  • Telephone or Cell Phone (4100)
  • The Telephone or Cell Phone (4100) expense type is used for reimbursement of personal funds paid to vendors for invoices related to land-line telephone, cellular, internet, or cable television services, when the bill is in the name of the University or a department. It may not be used for the purchase of equipment. NOTE: Communications Resources is the preferred source for cell phone purchases and service. Procurement Card can also be used to pay for cell phone service. Vendor Invoice and paid receipt are required for reimbursement.
    Object code: 4100

    *Does not apply to UC Davis Health

  • Training Registration (7260)
  • Use Training Registration (7260) for reimbursement of the cost of course or registration fees paid for classes and training when travel is not necessary. 
    Object code: 7260

    *Does not apply to UC Davis Health