Reimbursements from grant/sponsored funding must be pre-approved by your assigned post-award RA support. Reimbursements not preapproved by your RA will not be allowed.

Subject Pay is not allowable as a reimbursement – do not pay Subjects out-of-pocket under any circumstances. Check-in with your assigned RA regarding options.

Pay particular attention to the statement:  Employee reimbursements will not be approved for purchases of computer equipment or software under any circumstances (this includes paying for subscriptions/access to web and device applications).  

Reimbursement request forms and documents on sponsored projects in Psychology and Investigator Incentive Award (IIA) account MUST be submitted to (include the documentation of preapproval by your RA of anything on a sponsored project).


The best practice is to submit reimbursement requests 7-14 days after the expense is incurred regardless of the dollar amount being requested. 

  • To ensure reimbursements are not paid as taxable income, they must be fully processed between 7–60 days of when the expenses were incurred.
  • To allow our staff sufficient time for processing, any reimbursement submitted more than 45 days after the expense was incurred will be considered a late submission and subject to additional requirements.
  • Reimbursements will not be made for purchases greater than $999. If your purchase exceeds $999, refer to the appropriate purchasing matrix for options.

A complete reimbursement submission includes:

  • A completed reimbursement form along with the receipts.
  • For conferences, include a copy of the schedule-at-a-glance.
  • Non-ASU employees must also include a mailing address for the reimbursement check along with the request.


A receipt is a document that serves as proof of payment and is always issued after the purchase has been finalized. A receipt typically includes:

  • Total amount paid
  • Date of purchase
  • Method of payment
  • Name of item(s), quantity & unit price
  • Tax
  • Discounts applied
  • Receipt number

The reimbursement form requires you to write a sufficient business purpose for the purchase made. Please refer to the video at the included link on how to write a strong business purpose.