FAQ: AQAD Reimbursement Procedures

Frequently Asked Questions

Who administers AQAD?

• Interim Provost Donald Pierson oversees the AQAD process and answers policy questions. 
• Ann Bratton coordinates the financial aspects of AQAD and can answer budgetary and procedural questions.

How are Departments reimbursed for AQAD visits?

Submit a budget to the Provost outlining all the expected expenses of the AQAD visit and review. The budget should be approved prior to the visit.

Should AQAD expenses be paid on Department pro-cards?

No, do not place expenses on pro cards. Reimbursements are processed using a Vendor Payment Voucher form at Procurement: Vendor Forms.

How will reviewers be reimbursed?

Reviewers should complete both a "W-9 Form" and a "Standard Contract Form" and forward them to the Provost Office. The required forms are numbers 1 (W-9 Form) and 7 (Standard Contract Form). On the standard contract the reviewer completes the left side of the form and the department chair or designee completes the right side. The forms can be found at Procurement: Vendor Forms. These two forms can be submitted as one package along with a Vendor Payment Voucher.

How will the hotel bill and travel expenses be paid?

Once the visit is completed reviewers submit their travel and lodging expenses directly to the Department Chair on a “Payment Voucher Form” with original and detailed receipts attached.  Once the Chair approves the reimbursement, forward it to the Academic Affairs Office for budget information and processing.

Who will process payment for expenses incurred by department faculty?

A “Payment Voucher Form” with original and detailed receipts attached should be submitted to the Academic Affairs Office for budget information and processing.

Can faculty be reimbursed for dinner meetings?

Yes by submitting a “Payment Voucher Form” and attaching the original and detailed receipt (excluding alcoholic beverages).  Include the names of people who attended the dinner meeting.

How do we make arrangements with ARAMARK for catering meetings?

Make arrangements with ARAMARK and have ARA contact Ann Bratton for payment. Notify Ann of the dates and catering costs.

What are the travel and procurement guidelines that apply to AQAD reimbursements?

Refer to the travel guidelines page on procurement website, see Part 2, Purchasing Policies and Procedures.