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Employee Payments


Provide instruction for reimbursing KU employees.

Applies to: 

All University departments and offices

Policy Statement: 


Purchases of goods and services for University use should be direct purchases following the procedures on the procurement matrix. Outside of travel expenses, reimbursement to employees for goods and services should be infrequent and not as a course of routine business.

Employees may be reimbursed for incidental purchases as required and authorized by their departments. The employee must present an itemized receipt along with a completed and signed employee reimbursement form. The reimbursed is processed by the department as an invoice in FITC.

Payments for Goods or Services Rendered

University of Kansas employees should not provide additional work for the university, performed outside the scope of their normal full time duties, except for the following:

  1. With the approval of the Provost Office, an employee may be compensated for additional work they provide outside of their normal employment duties. This compensation is processed as additional pay through Payroll Services using the employee’s Social Security Number (SSN). The policy may be found at the KU Policy Library websitePolicy on Compensation in Excess of Full-Time Salary.
  2. If an employee has a separate Federal Employer Identification Number (FEIN) to identify and holds the employee out as a business, payments may be made in accordance with the procurement matrix.
Financial Services - Accounts Payable
Approved by: 
Approved on: 
Monday, December 8, 2008
Effective on: 
Monday, December 8, 2008
Review Cycle: 
Annual (As Needed)
Employee reimbursement, Employee payment, FEIN
Change History: 

02/17/2023: Updated contact section.
07/26/2021: Updated form and invoicing practices.
04/15/2021: Updated Contact, Approver, and owning unit sections from Comptroller to Financial Services.
07/05/2016: Updated to remove gendered pronouns.
11/30/2015: Deleted duplicated paragraphs and technical edits to clean up links.
10/03/2013: Updated.

Academic Categories: 
Academic Work & Evaluations
Financial Categories: 
Financial Oversight
Personnel: Affiliates/Volunteers Categories: 
Personnel: Faculty/Academic Staff Categories: 
Personnel: Staff Categories: 
Personnel: Student Employees Categories: 

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